Kantata is a powerful Professional Services Automation platform. But like any tool, its value depends entirely on how well it is configured, adopted, and used. Here is how Alxemy helps organisations unlock everything it has to offer, from the first opportunity through to project completion.
“Modern PMOs cannot rely on spreadsheets alone. Delivery visibility across projects, people, and financials is what turns governance into real operational control.”
What Is Kantata and Why Does It Matter?
Without the right systems, project delivery quickly becomes reactive.
Kantata is a purpose-built PSA platform designed specifically for professional services organisations. It brings together project management, resource planning, financial tracking, and business intelligence into one connected system.
For organisations running complex, client-facing delivery — consulting firms, agencies, PMOs — it replaces the fragmented mix of spreadsheets, project tools, and finance systems that slow teams down and create blind spots.
What makes it different:
- Built specifically for professional services — not adapted from a generic tool
- Connects sales, delivery, and finance in a single platform
- AI-powered insights that surface risks and opportunities before they become problems
- Real-time visibility across every project and resource
The result is an organisation that can make faster, more confident decisions at every stage of delivery.
From Opportunity to Completion: How Kantata Works in Practice
Most PSA platforms promise end-to-end visibility. Kantata delivers it, but only when it is set up and used correctly. Here is how Alxemy works with organisations across the full project lifecycle.
1. Opportunities and Project Setup
Every project starts with an opportunity. In Kantata, that means:
- Creating the project from the opportunity record
- Setting up rates, budgets, PO numbers, and GST from the start
- Allocating resources on a tentative basis before the project is confirmed
- Building the proposal directly within the platform
Getting this right at the start means the data that flows through the rest of the project is clean, consistent, and reliable.
2. Project Management and Delivery
Once a project is live, Kantata gives delivery teams everything they need to stay on track:
- Gantt charts and smart scheduling – visual project plans that update automatically
- Task management – clear ownership, deadlines, and dependencies across the team
- Risk register – issues logged, tracked, and escalated before they become problems
- Change requests – scope changes captured formally and tied to financial impact
- Financial reporting – budget vs actual at every stage of delivery
How it helps our PMO team: Alxemy uses these tools to maintain delivery discipline across every engagement, ensuring teams are not just using Kantata, but getting the governance and reporting rigour that makes a real difference to outcomes.
3. Resource Management
Resource planning is where many organisations struggle most. Kantata makes it manageable:
- Team calendar – a live view of who is working on what and when
- Capacity overview – spot overallocation and gaps before they impact delivery
- Drag-and-drop planning – adjust allocations quickly as priorities shift
- Auto-calculations – utilisation and capacity figures updated in real time
How it helps our PMO team: Alxemy builds resource management frameworks that make the most of Kantata’s planning tools, so leaders always have a clear, accurate picture of capacity.
4. Timesheets and Budget Tracking
Timesheets are only useful if people complete them accurately and on time. Kantata makes this easier:
- Web and mobile access for teams in the field or working remotely
- Auto-timesheet functionality reduces manual entry
- Budget vs actual tracked automatically as time is logged
- Direct integration with Xero for seamless financial reconciliation
How it helps our PMO team: Alxemy establishes timesheet discipline across delivery teams, ensuring the data flowing into Kantata is accurate, complete, and ready for reporting and invoicing.
5. Client Portal and Stakeholder Visibility
One of Kantata’s most powerful features is its customer-facing portal. It gives clients:
- A live portfolio summary of all active projects
- Gantt chart visibility without needing a Kantata licence
- A shared space for issue management and project charter sign-off
- Transparency that builds trust and reduces the volume of status update requests
How it helps our PMO team: Alxemy configures the portal to reflect the right level of detail for each client, professional, clear, and aligned to how the relationship is managed.
Going from 30% to 95% utilisation is not about working harder. It is about finally being able to see where the work actually is.
Dashboards, Reporting, and Business Intelligence
Data is only valuable if it is presented in a way that drives decisions. Kantata’s reporting capability is one of its strongest features, and one of the most underutilised.
What is available out of the box:
- Utilisation dashboards across teams and individuals
- Portfolio reporting at a programme and project level
- Billable vs non-billable analysis
- Custom dashboards tailored to leadership, delivery, and finance views
How it helps our PMO team: Alxemy builds reporting frameworks that give every stakeholder the view they need, from project managers tracking delivery to executives making portfolio decisions.
Invoicing Made Simple
Kantata connects delivery directly to billing. Once time is logged and approved:
- Invoices are generated directly from timesheet data
- Travel and expenses are captured and included automatically
- Xero integration means invoices flow straight into the finance system
- No manual reconciliation. No missed billing. No delays.
This is one of the areas where organisations see the most immediate return on investment from Kantata, and where a well-configured setup makes the biggest difference.
What Alxemy Delivers With Kantata
The platform is only part of the story. The organisations that get the most from Kantata are the ones that have the right configuration, the right adoption, and the right processes wrapped around it.
Results Alxemy has achieved using Kantata:
- 500% increase in utilisation visibility
- 100% of projects delivered on budget
- Real-time forecasting across the full portfolio
- Seamless Xero integration with zero manual reconciliation
These are not features. They are outcomes, and they are what Alxemy focuses on delivering for every organisation it works with.
Is Kantata Right for Your Organisation?
Kantata is purpose-built for professional services organisations running complex, client-facing delivery. It is particularly well-suited for:
- Consulting firms managing multiple concurrent engagements
- PMO functions needing portfolio-level visibility
- Agencies balancing resource capacity across client work
- Organisations moving away from spreadsheets and disconnected tools
If your organisation is evaluating PSA platforms, or already using Kantata but not getting full value from it, Alxemy can help.
Getting the most from Kantata starts with the right partner.
Alxemy works with professional services organisations to configure, adopt, and maximise Kantata, so the platform delivers real results, not just reports.
Frequently Asked Questions
What is a modern PMO?
What is a professional services automation platform?
How does Kantata support project delivery?
Key Takeaways:
- 500% increase in utilisation visibility — Know exactly where your team is and what they are delivering at any point in time
- 100% of projects delivered on budget — Real-time financial tracking makes budget control a discipline, not a deadline scramble
- 30% to 95% consultant utilisation — The right resource planning framework changes what your team is capable of
- Zero manual reconciliation — Xero integration means invoices flow from timesheets without a single manual step
- Faster, cleaner delivery — One connected platform removes the friction that slows professional services organisations down
