The Best Kantata (Mavenlink) Alternatives for Agencies

Ingrid Johansen

Copywriter

February 20, 2025

11 min read

Alright, so you're considering Kantata (formerly Mavenlink) for your business. I get it. It's a popular tool, especially for project managers in larger companies. But if you’re a small business, is it really the right fit for you? Or is there a better, more affordable option out there? Let’s break it down without all the fluff.

What is Kantata?

Kantata (formerly Mavelink) is an all-in-one project management platform that helps businesses with project tracking, collaboration, resource management, and financials. It’s built to handle everything from simple tasks to complex workflows—making it great for larger organizations with lots of moving parts. But here’s the catch: It might not be the best choice for small businesses.

Now, don’t get me wrong. It has solid features, and if you’re running a large operation with a big budget, it might work perfectly for you. But is it really worth the steep price tag and complexity for a small team? Probably not.

The Limitations of Kantata (Based on Real User Feedback)

Before you get sold on the idea of using Kantata, let’s talk about some of the issues that users have raised. I did a bit of digging on platforms like Capterra, G2, Trustpilot, and Crodesk, and here's what I found.

1. Price – If you’ve been doing your homework on project management tools, you’ve probably noticed the same thing I did: Kantata is expensive. Some users say that while it offers a ton of features, you end up paying for a lot of things you don’t need. For small businesses with tighter budgets, that can be a tough pill to swallow.
2. Steep Learning Curve – This one is a biggie. A lot of users mention how complicated Kantata can be. Some even joke that it feels like you need a degree to figure out how to use it. Not exactly ideal when you’re juggling a million things as a small business owner or manager. Time is money, and you really don’t want to waste it trying to understand a new platform.
3. Customization Overload – On paper, having a customizable platform is great, but it can also be overwhelming. While Kantata offers a lot of flexibility, it’s been noted that setting things up the way you want takes forever. Small business owners who are looking for something simple and easy to use often find this to be frustrating.
4. Customer Support – When you run into issues (and we all do), you want to know that customer support has your back. Unfortunately, some users have reported slow response times and unresolved issues. As a small business, waiting weeks for support to fix something could seriously set you back.

So, does Kantata work? Sure. Is it the best fit for a small business? Probably not.

How to Choose the Best Alternative to Kantata

If you’re not sold on Kantata, don’t worry. There are plenty of other project management tools out there that might be a better fit for your business. But how do you know which one to pick? Here are a few things I’d recommend considering when you start looking around.

1. Define Your Needs – Before you start exploring alternatives, take a moment to think about exactly what you need. Are you looking for project management, task tracking, team collaboration? Maybe just basic time tracking? A simple tool could do the job without the bells and whistles that Kantata comes with.
2. Look for Simplicity – Small businesses don’t need a platform that requires endless hours of training. Look for something that’s easy to use and intuitive. The goal is to get your team up and running without a steep learning curve. Trust me, you don’t need the complexity of a tool designed for large enterprises.
3. Affordable Pricing – Let’s be honest: as a small business, you’ve got to keep costs low. You don’t need to be paying for features that you’ll never use. Look for software that’s priced reasonably and offers flexibility, so you only pay for what you need.
4. Customer Support – If you’re anything like me, you want to make sure there’s solid support behind the tool you choose. Check out reviews to get a sense of how responsive customer service is. If other users are consistently frustrated with slow response times or unhelpful agents, keep looking.
5. Scalability – You might be small now, but you’ve got plans to grow. So, choose a tool that can grow with you. You don’t want to be stuck with something that can’t handle your needs down the line, or worse, forces you to switch platforms once you start scaling.

Kantata Competitors You Should Consider for Your Small Business

Flowlu

Your all-in-one work management solution

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Flowlu brings together team collaboration, client and project management, document generation, knowledge sharing, mind maps, and financial tracking, all in one place. With Flowlu, you can automate those repetitive tasks that slow you down. Rely on real-time reporting to get insights into what’s working and where you can improve. Flowlu offers multiple task views—like Kanban, list, or calendar—so you can visualize work the way that suits your team best. With all your data in one place, making informed decisions is simpler than ever. It's all about reducing the effort of daily tasks, so you can focus on what really matters—growing your business and delivering value to your clients.

Smartsheet

Project tracking with a familiar spreadsheet touch

Smartsheet’s spreadsheet-style interface makes it easy to track projects, collaborate with teams, and automate workflows. From detailed Gantt charts to simple task lists, it adapts to fit any team’s needs. Manage everything from big-picture strategy to everyday tasks in one flexible workspace.

ProofHub

Comprehensive project control

ProofHub offers an all-in-one platform for project management and team collaboration. Plan, organize, and deliver projects efficiently while keeping communication centralized. With features like task timelines, online proofing, and built-in chat, your team stays connected and in sync. It’s a comprehensive solution that brings clarity and control to your workflows.

Zoho One

Complete business suite

Zoho One is a full-fledged business platform with over 40 integrated apps, covering everything from sales to marketing to project management. It streamlines your operations by keeping all your tools under one login. Customize and scale the platform as your business grows, without worrying about the complexity of managing multiple systems.

WorkflowMax

Project lifecycle manager

WorkflowMax handles your entire project lifecycle, from lead generation to invoicing. Perfect for service-based businesses, it simplifies time tracking, task management, and financial reporting. With detailed insights into project profitability, you’ll always know where your business stands.

Dubsado

Client-centric project tool

Dubsado combines CRM, project management, and invoicing in one powerful platform designed for client-facing businesses. From sending contracts to managing client communications, Dubsado automates routine tasks so you can focus on delivering great work. Its clean interface makes it easy to keep track of projects, schedules, and invoices all in one place.

Scoro

Complete business management

Scoro combines project management, billing, and reporting into one seamless experience. Manage your tasks, track time, and get real-time insights into project profitability with Scoro’s all-in-one platform. Running a creative agency or a professional service firm? Scoro helps you optimize every aspect of your business with ease.

LiquidPlanner

Predictive project scheduling

LiquidPlanner uses predictive scheduling to give teams a clear view of timelines and resources. It dynamically adjusts as priorities shift, ensuring your team stays focused on the most important tasks. The platform’s real-time forecasting tools let you manage uncertainty and make informed decisions.

Nifty

Real-time project tracker

Nifty combines task management, collaboration, and project timelines in one intuitive platform. Plan and track your projects from start to finish with real-time updates that keep everyone aligned. Nifty’s easy-to-use interface and automation features make it ideal for growing teams that need flexibility.

Bitrix24

Integrated business collaboration

Bitrix24 combines project management, communication, and CRM into a single, integrated platform. Manage tasks, collaborate with your team, and keep client information organized—all without leaving the app. Designed for small teams and large organizations alike, Bitrix24 offers the tools you need to streamline operations.

Plutio

Freelancer business management

Plutio is built for freelancers and small teams who need an all-in-one solution to manage tasks, clients, and invoices. It offers everything you need to run your business seamlessly, including project tracking and communication, without the need to switch between tools. Customizable workflows allow you to manage projects your way, and integrated invoicing helps you get paid faster.

Planview

Enterprise project management

Planview (former Clarizen) provides enterprise-grade project management with robust features designed for large-scale operations. It’s perfect for teams that need advanced tracking, resource allocation, and collaboration tools in one centralized platform. Plan, execute, and deliver complex projects while gaining real-time insights into every aspect of your workflow.

Accelo

Service business automation

Accelo is built for service-based businesses that need to manage projects, clients, and billing all in one place. Track time, automate workflows, and keep projects on schedule, all while ensuring client satisfaction. Accelo integrates every part of your service delivery process, from lead generation to invoicing.

Avaza

Cloud-based team collaboration

Avaza brings together project management, team collaboration, and invoicing into a single, cloud-based platform. Organize tasks, track time, and manage client communications without the need for separate tools. Its clean interface and powerful features make it a great choice for teams seeking to simplify workflows and boost productivity.

Paymo

Time tracking with billing

Paymo is designed for teams and freelancers who need to manage projects, track time, and handle billing from one central platform. It’s perfect for businesses that want a seamless way to stay on top of tasks, deadlines, and client invoicing. Paymo’s real-time tracking and reporting give you full visibility into project progress and profitability. It’s an all-in-one solution for those who want to manage work and payments effortlessly.

HoneyBook

Client process automation

HoneyBook offers a complete client management solution for freelancers and small businesses. From proposals and contracts to payments, it helps you streamline your entire client process. Its automation features take the hassle out of onboarding and invoicing, so you can focus on delivering great work.

Monday

Visual task management

Monday is a visual project management tool that adapts to your team's workflow. It lets you track projects, set up automations, and manage everything from daily tasks to big projects on a colorful, user-friendly interface. Its flexibility makes it ideal for teams of all sizes looking to streamline processes.

Teamwork

End-to-end project tracking

Teamwork is a project management platform designed to streamline team collaboration. It allows companies to manage tasks, track time, and stay on top of project timelines with ease. With its client-focused features, Teamwork makes managing complex projects and keeping everyone aligned simple.

SuiteDash

Centralized Sales & Service

SuiteDash calls itself a client portal software but also includes a CRM with tools for managing sales funnels. It helps you keep all client information in one place and offers automation features like scheduling follow-ups and creating new contacts automatically. You can choose from four different styles to monitor pipelines from various aspects. It also provides client onboarding tools like forms, checklists, and proposals. However, users often mention the platform feels slow and overwhelming during setup due to the many modules and unclear connections between them.

Creatio CRM

CRM with Process Automation

Creatio blends CRM tools with process automation in one platform. It simplifies lead management, tracks sales, and handles workflows. The system adapts to fit various business needs. Users praise its flexibility. Teams can build unique solutions quickly. However, setup can be overwhelming due to its many options. New users often report needing additional training to get started. Once configured, it’s reliable for streamlining operations. Advanced reporting tools make it appealing to data-driven teams. On the downside, customer support response times could improve.

Kissflow

No-Code Workflow Automation

Kissflow keeps workflows and processes organized without making things complicated. It’s a no-code platform where teams can build their own automation, approvals, and project tracking without needing an IT degree. If your team is drowning in emails and spreadsheets, this helps keep everything in one place so nothing slips through the cracks.

NetSuite

Business Operations in One Place

NetSuite is an all-in-one business software that handles accounting, inventory, and operations in one system. It’s built for companies that need more than just spreadsheets but don’t want ten different tools that don’t talk to each other. It’s flexible enough for growing businesses and big enough for companies that need serious financial tracking.

Odoo

Modular Business Tools

Odoo is like a business toolbox with apps for accounting, CRM, e-commerce, and more. You can start with one feature and add more as your company grows, so you don’t have to switch systems every time you need something new. It’s a good fit for businesses that want flexibility without a bunch of separate subscriptions.

17hats

Simplified Solo Business Management

17hats is built for solo entrepreneurs who wear too many hats—contracts, invoices, scheduling, and client management all live in one place. It keeps admin work simple so you can spend more time actually running your business. If you’re tired of chasing down emails and payments, this helps keep everything under control.