The short answer: Kantata is the stronger platform for firms managing complex multi-project portfolios with sophisticated resource planning needs. BigTime wins on implementation speed and accounting integration for firms that want to move fast without replacing their QuickBooks or Xero setup. For firms under 75 people that don't yet have complex resource management requirements, BigTime typically delivers better time-to-value. If you're comparing Mavenlink (now Kantata) vs BigTime for a consulting firm — the same logic applies, as Kantata is the evolved product of the Mavenlink merger.
At a Glance
Quick Comparison
| Kantata | BigTime | |
|---|---|---|
| Primary Market | Professional services, marketing, creative | Consulting, IT, accounting, engineering, AEC |
| Ideal Firm Size | 40–300 employees | 15–100 employees |
| Starting Price | ~$22–$40/user/mo | ~$20–$35/user/mo |
| Implementation Time | 6–14 weeks | 4–8 weeks |
| Implementation Cost | $8,000–$20,000+ | $3,000–$12,000 |
| Accounting Integration | QuickBooks, Xero (limited GL) | Core feature — QBO, Xero |
| Resource Management | Advanced — capacity, skills, forecasting | Team scheduling |
| Portfolio Visibility | Portfolio-level dashboards | Project-level |
| Best For | Firms with 75+ employees managing complex project portfolios | Firms wanting fast deployment and accounting integration |
| Year-One Cost (50-person) | $21,000–$44,000 | $15,000–$29,500 |
Feature Breakdown
12 Dimensions Compared
Capability
Kantata
BigTime
Resource Management
✓ Multi-project resource池, capacity heatmaps, skill-based matching, portfolio forecasting. Purpose-built for complex staffing across 50+ concurrent engagements.
◐ Team scheduling and utilization tracking. Works well for firms under 75 people with straightforward staffing models.
Time & Expense Tracking
✓ Configurable timesheets with project/task/phase breakdown. Mobile app. Expense tracking with receipt capture.
✓ Clean timesheet workflow with project/task code assignment. Approvals, expense reports, receipt upload.
Billing & Invoicing
✓ T&M, fixed-fee, retainer, milestone billing. Invoice designer with custom formatting. Multi-currency support.
✓ T&M, fixed-fee, retainer billing. Invoice sync directly to QBO/Xero. Strong approval workflow for invoicing.
Project Accounting
◐ Budget vs. actual tracking, profitability per project. Not a full GL replacement — relies on integrated accounting system for financial close.
✓ Strong budget vs. actual with over/under billing. Works cleanly with QBO/Xero as the system of record.
Portfolio Dashboards
✓ Multi-project portfolio views, firm-wide revenue forecasting, pipeline visualization. Purpose-built for executive visibility.
◐ Project-level dashboards. Portfolio-level visibility requires additional configuration or third-party tools.
Reporting & Analytics
✓ Extensive out-of-box reporting. Custom report builder. Executive dashboards. Stronger analytics depth than most mid-market PSA tools.
◐ Good operational reports. Drag-and-drop report builder. Simpler to configure for day-to-day use.
Integrations
✓ Salesforce (native), QuickBooks, Xero, Slack, Zapier, REST API. Enterprise integration layer.
✓ QuickBooks Online (best-in-class sync), Xero, Salesforce, HubSpot, Microsoft 365, Google Workspace. Strong SMB integration ecosystem.
Mobile App
✓ iOS and Android. Timesheet entry, project views, expense capture, approval workflows on mobile.
✓ iOS and Android. Full timesheet entry, expense reports, project lookups. Solid mobile UX.
Project Views
✓ List, Gantt, board, and timeline views. Highly configurable for different project types and team workflows.
✓ List and Gantt. Kanban-style task boards. Clean and functional for the firm's perspective.
Customer Support & CSM
✓ Dedicated Customer Success Manager (higher tiers). Training resources, implementation support.
◐ Online knowledge base, community, support tickets. No dedicated CSM at most tiers.
Implementation Path
◐ 6–14 weeks. Typically requires a professional services engagement. Data migration support included.
✓ 4–8 weeks. Self-implementation guided setup works for most 30–75 person firms.
Security & Compliance
✓ SOC 2 Type II, SSO, advanced role-based permissions, audit logging.
✓ SOC 2 Type II, SSO (SAML 2.0), role-based permissions, two-factor authentication.
Recommendations
Which Firms Should Use Which
Choose Kantata if…
- You have 50+ employees managing 20+ concurrent client engagements
- Resource optimization is a primary pain point across multiple project managers
- You need portfolio-level revenue forecasting and utilization analytics
- You have Salesforce as your CRM and want deep native integration
- Your firm has an internal admin who can manage a more complex tool
- You're willing to invest 6–14 weeks in implementation for deeper capability
Choose BigTime if…
- You have 15–75 employees and need time tracking and billing cleaned up fast
- QuickBooks Online or Xero is your accounting system and you want tight integration
- You need to be operational in under 8 weeks without a dedicated project team
- Your project structure is T&M or fixed-fee with straightforward billing rules
- You don't have a full-time ERP administrator and need a tool your team can self-manage
- Your firm is a consulting, IT, accounting, or engineering firm under 100 people
Pricing by Firm Size
Year-One Cost Breakdown
Year-one costs include license fees plus estimated implementation (guided self-setup for BigTime; professional services for Kantata). Excludes ongoing training, internal staff time, or accounting system changes.
30 Employees
15–20 active timesheet users
Software (year 1)$5,400–$9,000
Implementation$2,500–$6,000
Training$500–$1,500
Kantata Year-One Total
$8,400–$16,500
50 Employees
30–35 active timesheet users
Software (year 1)$13,200–$24,000
Implementation$6,000–$14,000
Training$800–$2,000
Kantata Year-One Total
$20,000–$40,000
100 Employees
60–70 active timesheet users
Software (year 1)$26,400–$48,000
Implementation$12,000–$25,000
Training$1,500–$4,000
Kantata Year-One Total
$39,900–$77,000
30 Employees
15–20 active timesheet users
Software (year 1)$4,500–$7,800
Implementation$1,500–$4,000
Training$400–$1,000
BigTime Year-One Total
$6,400–$12,800
50 Employees
30–35 active timesheet users
Software (year 1)$12,000–$17,500
Implementation$2,500–$8,000
Training$500–$1,500
BigTime Year-One Total
$15,000–$27,000
100 Employees
60–70 active timesheet users
Software (year 1)$24,000–$35,000
Implementation$5,000–$15,000
Training$800–$2,500
BigTime Year-One Total
$29,800–$52,500
The Visibility Gap
What Neither Platform Solves Quickly
If you don't know which of your projects are actually profitable, you're committing to a 6–14 week implementation before you have the answer.
- BigTime shows profitability if your team logs time consistently. But achieving 90%+ timesheet compliance across a 40-person firm is harder than the sales pitch suggests. The tool can't force behavior, and until adoption is high, margin visibility stays incomplete.
- Kantata has better analytics — but only if the data is clean. Resource management and portfolio forecasting are only as good as the timesheet data flowing in. Firms that haven't solved the "my team doesn't log time consistently" problem won't unlock Kantata's advanced reporting either.
- Neither tool tells you if your pricing is wrong before you implement. Both platforms help you measure margin — they don't help you discover that you're underpricing fixed-fee contracts by 20% until the project is already done. Before committing to a $20,000–$40,000 implementation, a $149 Margin Diagnostic can tell you exactly where you stand today using your existing data.
Common Questions
Frequently Asked Questions
Free Diagnostic
See your margin gaps before signing a contract
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Is Kantata better than BigTime for mid-market professional services firms?
Kantata is more feature-rich for complex project portfolios and resource management, but BigTime wins on implementation speed and QuickBooks/Xero accounting integration. For firms under 75 people with straightforward project structures, BigTime typically delivers faster time-to-value. For 75–200 person firms managing complex multi-project environments with sophisticated resource planning needs, Kantata's depth justifies the investment.
How much does Kantata vs BigTime cost for a 50-person consulting firm?
BigTime at a 50-person firm: $20–$35/user/month (~$12,000–$17,500/year) plus $2,500–$8,000 implementation = $15,000–$27,000 year one. Kantata at a 50-person firm: $22–$40/user/month (~$13,200–$24,000/year) plus $6,000–$14,000 professional services = $20,000–$40,000 year one. Kantata costs roughly 40–50% more at this size, but offers meaningfully deeper resource management and portfolio visibility.
Kantata vs BigTime for resource management: which is stronger?
Kantata has a significant edge on resource management. It offers multi-project resource池, skill-based matching, capacity heatmaps, and portfolio-level forecasting across hundreds of concurrent engagements. BigTime's resource scheduling works well for firms under 75 people with simpler staffing models, but lacks the depth for complex multi-project environments. If resource optimization is your primary pain point, Kantata is the stronger choice.
What firm size fits BigTime vs Kantata best?
BigTime: 15–100 person consulting, IT, accounting, and engineering firms that want time tracking, billing, and project management without a 6-month implementation. Kantata: 40–300 person professional services firms with complex project portfolios, sophisticated resource planning needs, and team sizes large enough to justify the higher cost and implementation investment. Both platforms overlap in the 40–75 person range — your decision should hinge on complexity, not just headcount.
Kantata vs BigTime implementation: how long does each take?
BigTime: 4–8 weeks for most 30–75 person firms. The guided setup process and QuickBooks/Xero integration mean firms can be operational without a dedicated implementation partner. Kantata: 6–14 weeks depending on configuration depth. Professional services engagement is typically required. The gap is real — if your firm needs to move fast, BigTime's timeline is a meaningful advantage.
When should I choose a visibility-layer tool instead of Kantata or BigTime?
Before committing to 6–14 weeks of implementation and $20,000–$40,000 in costs, you should know which of your projects are actually profitable. A visibility-layer tool like the Margin Diagnostic ($149) can answer that question from your existing data in under an hour — no migration, no timesheet compliance mandate, no replacing your accounting system. If you discover you need deeper PSA capabilities, you'll know exactly which tier (BigTime or Kantata) makes sense for your firm's actual complexity.