How to Migrate from Kantata to Agiled (2026 Step-by-Step Guide)

Kantata (formerly Mavenlink + Kimble) is a serious enterprise PSA: deep resource management, project accounting, and business intelligence for large services firms. So this is not a "Kantata is bad" switch. Teams move to Agiled when the economics stop making sense, the hard 50-seat minimum, quote-only pricing of roughly $45-$110 per user per month, and five-figure implementation fees, especially after downsizing below ~50 active users or realizing they never needed enterprise-grade PSA. Kantata exports core records to CSV, so a careful migration works well. This guide covers what to move, how it maps, and when Kantata is still worth it.

Kantata is built for large services organizations optimizing utilization and margins. Agiled covers the practical client lifecycle, CRM, proposals, contracts, projects, time, invoicing, and a portal, with transparent pricing and no seat minimum. If Kantata's floor or complexity outweighs its depth for your team, this guide is for you.

Comparing first? See Agiled vs Kantata.

Why teams move off Kantata

• The 50-seat minimum. Kantata requires a minimum of 50 seats, so a 20-person team still pays for 50. After downsizing or for mid-sized firms, that is money for empty seats.
• Quote-only, enterprise pricing. There is no public pricing; estimates run $45-$110/user/month, putting the realistic floor around $35,000+ per year.
• Implementation fees. Onboarding is a multi-month project, commonly $10,000-$30,000 or more.
• SX adds Salesforce cost. The Salesforce-native edition requires a separate Salesforce license on top of the Kantata quote.

Agiled gives you a CRM, proposals and contracts, invoicing, projects, time tracking, and a client portal with published, no-quote pricing and no seat minimum.

The honest part: when Kantata wins

Kantata's resource optimization, project accounting, and BI are genuinely enterprise-grade, built to maximize utilization and margin across a large, complex services portfolio. If you are a large firm (comfortably above 50 active users) where deep PSA analytics drive real money, Kantata may be the better fit. This guide is for teams that need the practical lifecycle without the enterprise floor.

What exports from Kantata

Data in Kantata	Can you take it?	How
Contacts / clients	Yes	Export to CSV
Projects / tasks	Yes	Export to CSV
Time entries	Yes	Export to CSV
Invoices / financials	Partial	Export where available
Files / documents	Yes	Download from storage
Reports / automations	No	Rebuild in Agiled

The takeaway: contacts, projects, and time export to CSV and files download directly, so your core data moves cleanly. Reports and automations are rebuilt in Agiled.

How Kantata maps to Agiled

Kantata	Agiled equivalent	Notes
Clients / contacts	CRM	Full client records and pipeline
Projects / tasks	Projects	Kanban, Gantt, dependencies
Resource management	Projects	Capacity and assignments (practical, not enterprise PSA)
Time tracking	Time tracking	Timer to invoice
Project accounting / billing	Finance	Invoices, recurring billing, payments
Proposals	Documents	Interactive pricing + e-sign
Client access	Client portal	Branded, custom domain
Reports / BI	Workflow automation	Practical reporting and triggers

The migration plan

Phase 1 - Set up Agiled (Day 1-2)

1. Create your Agiled account, add branding and business details.
2. Connect Stripe/PayPal and your calendar.

Phase 2 - Export and import core data (Day 2-6)

1. Export contacts, projects, and time from Kantata to CSV.
2. Import them into Agiled's CRM, Projects, and Time tracking.
3. Download files and re-upload to clients and projects.

Phase 3 - Rebuild billing, proposals, and reporting (Day 6-10)

1. Build proposal, contract, and invoice templates in Documents and Finance.
2. Set up recurring billing, scheduling, and CRM pipeline stages.
3. Rebuild key reports and automations in the workflow builder.

Phase 4 - Switch over (Day 10-14)

1. Invite active clients to the client portal.
2. Run one full client cycle end to end.
3. Wind down the Kantata contract per your agreement terms once verified.

What it costs after you switch

Kantata is quote-only with a hard 50-seat minimum and per-user pricing around $45-$110/user/month, so the realistic floor is roughly $35,000+ per year, plus $10,000-$30,000+ in implementation, and the SX edition adds a Salesforce license. Agiled publishes its pricing: a limited free workspace, Starter at $29/month ($24 annually) for 1 seat, and Pro at $69/month ($59 annually) for 3 seats, with no seat minimum and no implementation fee. For teams that do not need enterprise PSA depth, the savings are substantial.

Mistakes to avoid

• Comparing the per-user rate to your headcount. Kantata bills against the 50-seat floor; factor that and implementation fees into the real cost.
• Forgetting contract terms. Kantata runs on annual (sometimes multi-year) contracts; plan your exit around renewal.
• Skipping the file download. Pull your files before the contract ends.
• Skipping the end-to-end test.

When you should stay on Kantata

• You are a large services firm above ~50 active users where deep resource and financial optimization drives real margin.
• Enterprise-grade BI and project accounting are central to how you operate.
• You have already invested in implementation and the platform fits your scale.

If Kantata's floor and complexity outweigh its depth for your team, Agiled covers the practical lifecycle transparently. See the Agiled vs Kantata comparison.

Frequently Asked Questions

How much does Kantata cost?

Kantata does not publish pricing; every quote is custom, typically $45-$110/user/month with a hard 50-seat minimum, so the realistic floor is around $35,000+ per year, plus implementation fees commonly $10,000-$30,000 or more. The Salesforce-native SX edition also requires a separate Salesforce license. Agiled publishes its pricing starting at $29/month ($24 annual) with no seat minimum.

Can Agiled replace Kantata?

For small and mid-sized service businesses, yes: Agiled covers CRM, proposals, contracts, projects, time, invoicing, and a client portal with transparent pricing and no minimum. For large organizations that depend on Kantata's enterprise resource optimization and project accounting at portfolio scale, Agiled is not a like-for-like PSA replacement.

How do I move my Kantata data into Agiled?

Export your contacts, projects, and time to CSV and import them into Agiled's CRM, Projects, and Time tracking. Download your files and re-upload them. Reports and automations are rebuilt in Agiled.

Why is Kantata so expensive for small teams?

Because of the 50-seat minimum and enterprise positioning. A 20-person firm still pays for 50 seats, and quotes plus implementation push the first-year cost into the tens of thousands. Agiled starts at $29/month with no minimum, which is why teams below ~50 users usually switch.

Will I lose data if I leave Kantata?

Not if you export first. Export contacts, projects, and time to CSV and download your files before your contract ends, then import into Agiled. Keep the exports archived for reference.

Related:

• Agiled vs Kantata: full comparison
• Migrate from Scoro to Agiled
• Migrate from Accelo to Agiled
• Migrate from Productive to Agiled

Ready to start? Create your free Agiled account and import your contacts today.