Employee Management & Payroll Hub - Kantivo

A Single Hub for Your Workforce

Consolidate every piece of employee information into one accessible location. Kantivo captures contact details, compensation rates, start dates, and departmental roles so nothing falls through the cracks. From a handful of team members to a growing staff of 50 or more, your records stay structured and up to date.

Each employee record functions as a detailed profile, making it an ideal foundation for small business HR management and smooth data exchange with payroll services.

Complete Profiles

Full names, contact details, mailing addresses, SSN (encrypted), start dates, and additional fields gathered in a single view.

Pay Rate Tracking

Monitor hourly wages or annual salaries, payment schedules, and historical rate adjustments. Maintain a clear compensation timeline.

Department Organization

Assign staff to departments and use team-based filters for targeted reporting and workforce analysis.

Emergency Contacts

Record emergency contact details for every team member so critical information is always at hand.

Document Attachments

Upload W-4s, I-9s, offer letters, contracts, certifications, and other HR paperwork directly to each employee profile. Classify by type, download anytime, and keep everything in one secure location.

Employee Information Fields

Personal: Full name, email, phone number, mailing address, date of birth
Employment: Position title, department, staff ID, start date
Compensation: Wage type (hourly/salaried), rate of pay, pay cycle
Tax Info: SSN (encrypted), W-4 filing status (for payroll sync)
Emergency: Contact name, relationship to employee, direct phone number
Documents: Attach and securely store employment-related files

Payroll Hub — Your Payroll, Your Choice, Connected to Kantivo

Kantivo's Payroll Hub gives you one-click access to every major payroll provider. Process payroll where it belongs — with the specialists — then bring perfectly balanced journal entries back into your books with a single import. No platform fees, no vendor lock-in, no compromises.

Gusto: Launch payroll directly and import journal entries seamlessly
ADP: Access ADP Workforce Now and return with your payroll data
Patriot Software: Cost-effective payroll with effortless integration
OnPay: Process payroll in OnPay, receive balanced entries automatically
Paychex: Streamlined data import from every Paychex payroll run
QuickBooks Payroll: Transition QuickBooks payroll data into Kantivo effortlessly
Square Payroll: Ideal for retail, hospitality, and service businesses
SurePayroll: Straightforward small business payroll with clean CSV exports
Rippling: Pull payroll data from Rippling's unified HR platform
Wagepoint: Reliable payroll for businesses in the US and Canada
Or your own: Any payroll service that exports CSV or Excel integrates with the Payroll Hub

The workflow: Choose your provider once — Kantivo remembers your preference. Click "Run Payroll" to launch your provider in a new tab. When payroll is complete, click "Import Journal Entry," upload the export file, and Kantivo posts balanced double-entry transactions to your general ledger automatically. A Quick Re-Import shortcut streamlines recurring payroll to under 30 seconds.

Powerful Features

Search & Filter: Locate team members by name, department, or position
Active/Inactive: Move departed staff to inactive status while preserving their records
Pay History: Review a chronological log of every compensation change
Export: Download the full employee directory as a CSV file
Secure Storage: Confidential fields such as SSN are stored with encryption
Quick Actions: Open a profile, update details, or pull a report in just a few clicks

Not Full Payroll - And That's By Design

Kantivo focuses on accounting, not payroll processing. Your employee directory lives here and connects to specialized payroll services that manage tax withholdings, government filings, and regulatory compliance. This division of responsibility delivers:

Best-in-class payroll: Purpose-built providers dedicated to accuracy
Automatic tax updates: Payroll platforms adapt to evolving tax regulations
Less liability: Compliance expertise stays with the payroll specialists
Your choice: Select whichever payroll service aligns with your business

Employee Management