Maintain a centralized record of every client relationship. Contact details, outstanding balances, and full transaction history -- organized and accessible.
Try It FreeOne list of clients, each with contact details and their open and overdue balance. Search narrows it as you type, and a new customer takes a single short form.
Presented by one of the AI assistants built into the app. A real screen recording of the software.
Strong client relationships depend on having the right information at your fingertips. Kantivo consolidates contact details, billing history, and open receivables into a single, navigable record for each customer. Identify your highest-value accounts, flag overdue balances, and keep critical notes where your team can find them.
Each customer profile links directly to associated invoices, payments received, and credit adjustments. Selecting any customer gives you an immediate, comprehensive picture of the financial relationship.
Capture business names, primary contacts, phone numbers, email addresses, and additional custom fields -- all stored centrally.
View outstanding amounts, overdue totals, and historical payment patterns for any customer at a glance.
Invoices, receipts, and credit memos are all tied to the customer record, forming a complete financial timeline.
Generate a new invoice, log a payment, or produce a statement without leaving the customer's profile.
When a client is an individual, capture their given name and surname in dedicated fields underneath the primary Client Name. The displayed name on invoices and statements never changes, so your existing books stay intact — but CSV exports of your client directory and customer reports now carry distinct first-name and last-name columns and arrive ordered by surname, ideal for sorting or merging into letters. Company clients simply skip the fields.
Real businesses rarely have just one person handling the money. The AP clerk pays the bills, the owner wants to see the statement, the controller needs a copy for reconciliation. Kantivo lets every client carry as many contacts as you need - each with its own role, email, and delivery preferences.
Choose who goes in the To: line of every invoice email. Switch it whenever personnel change - the rest of the account history stays intact.
Any contact marked to receive invoices is automatically Cc'd when you send. No retyping addresses, no missed recipients.
Independent opt-ins for invoices, estimates, and statements. Send quotes to the project team, bills to accounts payable, and the monthly summary to the principal — each contact sees only what they've opted into.
Tag each contact as Billing, Owner, Technical, Legal, Accounting, or Other. Makes it obvious at a glance who does what on the account.
When a customer overpays an invoice or makes a payment that exceeds their balance, Kantivo automatically records the difference as a customer credit. These credits sit on the customer's account and can be applied to future invoices, reducing the amount the client owes without any manual journal entries from you.
When a payment exceeds the invoice total, the surplus is captured as a credit on the customer record automatically.
When creating or receiving payment on a future invoice, apply available credits to reduce the amount due -- partially or in full.
Each customer profile displays the current credit balance alongside outstanding receivables, so you always know the full picture.
View a complete log of how credits were created (overpayments, manual adjustments) and how they were applied over time.
Two records for one client muddy every balance and statement. It happens with hand-entered duplicates, and with QuickBooks imports that list a parent and its sub-customer separately, so a payment entry sits on one name and the invoices it pays sit on another. Open either customer, click 🔀 Merge, choose which record stays, and Kantivo combines them in a single step.
A preview counts the invoices, payments, credits and ledger lines about to move and shows the combined balance, before anything changes.
Only the customer named on each record changes. Amounts, dates and ledger accounts stay as posted, and if anything cannot be combined, nothing changes at all.
Imported credits that never reached an invoice can be applied to the surviving customer's open invoices as part of the merge, matching an exact balance first and then the oldest. Say a client's $1,200 credit landed on the sub-customer while the invoices sat on the parent: tick one box and the invoices are paid down.
The audit log keeps a snapshot of the removed customer and what moved. A merge cannot be undone, so Kantivo asks you to confirm that first.
Stock came back, an invoice went out at the wrong price, or a job went badly enough that you want to make it right. Raise a credit memo against the customer and Kantivo handles the accounting itself: the contra-revenue account takes the debit, receivables come down, and the entry lands the instant the credit exists — not weeks later when you finally match it to an invoice. That timing is the point. It is what stops your general ledger and your customer balances telling two different stories.
Mark a credit as a Return and it hits Sales Returns & Allowances; anything else — adjustment, promotion, goodwill — lands in Sales Discounts. Same dollars, two very different conversations at the end of the quarter.
Settle one invoice outright or spread a credit over several. The unused balance waits on the customer's account and is deducted from what they owe everywhere it appears.
Void a credit and the reversing entry backs out the original line for line, every invoice it had been applied to gets its balance back, and the voided document stays visible with its reason. Nothing quietly disappears.
A customer who pays over the invoice total leaves the surplus sitting as a credit automatically, waiting for whatever you bill them next.
Set the credit to the code the invoice carried and the tax the customer paid comes back off. Codes with several components stay separate on the way out — a BC return reverses 5% GST and 7% PST into their own accounts, which is what your remittance actually needs.
Name the items that came back and Kantivo puts them into inventory and pulls their cost out of cost of goods sold, so a return shows up in gross profit rather than only on the customer's balance. Damaged goods? Switch off Restore to inventory and they stay out of sellable stock.
Full guide to customer credits →
Every business eventually has a customer who will never pay. Leaving their invoices open makes receivables look healthier than they are and fills your aging report with money that isn't coming. In Kantivo you click 🧾 Write Off on the customer, tick the invoices you've given up on, and the books are corrected in one entry. It's for anyone who invoices on terms: contractors, agencies, wholesalers, professional firms.
Write off one invoice or every open invoice the customer has, in full or in part. The whole decision is saved as a single WO- numbered record with your memo, easy for an auditor to find.
Post to Bad Debt Expense (Kantivo creates it if you don't have one) or draw down your Allowance for Doubtful Accounts if you reserve in advance. Kantivo won't let you post a write-off to income or a bank account.
The tax inside an uncollectible invoice was never yours. Kantivo returns that share to the payable it came from, each GST/PST component to its own account, and expenses only the net sale. A $1,080 invoice with $540 unpaid becomes $500 of bad debt and $40 less sales tax owed on your next return.
If the customer pays after all, void the write-off. The invoices reopen with their balances, the entry reverses line for line, and you record the payment as usual.
Try Kantivo free for 30 days with unlimited customer records. No credit card needed.