Revenue Management [Early Access]

 
Default Account Permissions: Account Administrator
 
Project Permission: View Financials, Edit Financials, Project Administrator

Overview

The Revenue Management feature allows users with the right permissions to complete monthly revenue recognition and financial period close processes—both at the account level and project level.

When you have access to this feature, you can:

• Monitor revenue changes at the project and account levels
• Verify and recognize revenue amounts
• Determine at the account level which revenue recognition methods are available for use
• Assign appropriate revenue recognition methods to projects
• Submit projects for revenue verification and recognized
• Close financial periods for the entire account

Account Administrators can complete all of the above actions. Other members can be given access based on Financial Management Access Group set permissions. To view the Revenue tab within a project, account members must have View Financials (or higher) Project Permissions.

Revenue Management is available at the account and project level. For more information on these pages and the processes you can complete, see each section below:

• Account Financials Page
• Revenue Tab in Project Workspace

Getting Started

We recommend adopting this feature early if:

• You are not using a financial integration.
• You recognize revenue at the project level.
• You use the following methods to recognize revenue:
  • Time & Materials
  • % Complete (Hours)
  • % Complete (Cost)

After this feature has been activated on the Early Access page and you’ve consulted with Customer Success or Professional Services, there are a few steps that an Account Administrator will want to take. See each section below for information on these actions.

Choose Revenue Recognition Methods

To the right of the Account Financials page name, Account Administrators can select the Settings(“   ”) icon to open the Account Financial Settings modal. Within this modal, you can choose each Revenue Recognition Method that you would like to be available to apply to projects.

Apply Revenue Recognition Methods to Projects

The Revenue Recognition Methods available for projects are dependent on the Account Financial Settings. Account Administrators and anyone with permission to select revenue recognition methods for a project can apply the desired method during project creation or from the project settings.

Assign Access Group Permissions

By default Account Administrators have access to complete all financial management processes in Kantata. The new Access Group set Financial Management is available under Settings > Access Groups, allowing you to give additional access to other account members.

Recognize Historical Revenue

Visible only to Account Administrators, this button appears temporarily in the Project Revenue panel.

Clicking this button helps you smoothly transition to revenue management in Kantata by creating financial periods for this project based on time entries, expenses, and other historical data in your account. Once periods are created, revenue is automatically recognized and all past periods are closed, with only the September 2025 financial period remaining open.

If you choose not to recognize historical revenue in this way, all unrecognized revenue will apply to the first month you recognize revenue for a project, rather than being distributed across the historical months.

For information on the available permissions, see Access Group Set: Financial Management [Early Access].

Upcoming Functionality

During the early access period, we will continue to add more features to the Revenue Management feature. The following enhancements are currently planned and will be available during the specified time frames:

Account Financials Page

The Account Financials page gives finance managers a holistic view of revenue data across projects. Account Administrators—and anyone else who has access—can:

• See and finalize revenue in Kantata for financial periods
• Look at historical revenue recognition data to identify trends
• Drill into details for each project or period
• Confirm and recognize revenue amounts
• Close financial periods

Revenue Chart

The Revenue chart shows month-over-month trends in recognized and calculated revenue over the life of a project.

On the chart, you can see the following lines:

• Recognized—Represented with the green line and shading, this is the amount that has been recognized each month. In the chart, revenue amounts display as recognized for closed periods only.

• Calculated—Represented with the blue line and shading, this is the revenue amount that the system has calculated based on data in Kantata OX—time entries, expenses, and other items included in invoices—that has been submitted for an open period.

  Note: Calculated values for Open periods are based on forecasts and actuals—similar to EAC calculations. Once projects are submitted, the submitted values for the period are locked and any changes made during the period are ignored.
• Forecast—Represented with the red line and shading, this is the revenue amount that has been forecasted for future and open periods based on planned hours (schedule hours and/or allocated hours) and expense budgets.

You can view months of data at a time on the chart, with the view defaulting to the latest data and the current period selected. Hovering over any given month on the chart shows you the recognized, calculated, or forecast amounts for that period.

Hovering over the bottom of the chart reveals calendar controls that allow you to do the following:

• Zoom out to view more months
• Zoom in to view fewer months
• Navigate left to view previous months
• Navigate right to view later months
• Reset to the default chart view

Account Revenue Panel

With the Account Revenue panel, you can see information about the selected period, including the status of the period, what actions should be completed before closing the period, and how many projects are still pending review. You can look at previous and future periods by using the arrows in the top-right corner.

The following information appears for the selected financial period:

• Status—The status of the account financial period. The following statuses are available:
  • Upcoming—A period is Upcoming until the current date is the first day of the month.
  • Open—A period is Open until the current date is the first day of the following month.
  • In Closing—A period is Open on the first day of the following month and remains in that status until the period is closed.
  • Closed—A period is Closed only after the Close Period button is selected.
• Revenue—This is the revenue amount, which is automatically calculated based on data in Kantata OX.
• Approved—This is the number of projects that have been reviewed and have had recognized revenue calculations confirmed.

Below this information, you’ll see a Closing Checklist, which includes the following actions:

• Approve all timesheets—This checklist item automatically detects if any time during this period still needs to be approved. If there are unapproved timesheets, you can click the Details button, then click the Link(“   ”) icon next to a date range to open the Time Approvals page on that date.
• Approve all expense reports—This checklist item automatically detects if expenses during this period still need to be approved. If there are unapproved expenses, click the Link(“   ”) icon to be directed to the Expense Approvals page.
• Approve all submitted revenue—This is a checklist item you can manually check to confirm that you have reviewed all submitted revenue amounts for projects and that the numbers are accurate.
• Verify all forecasted revenue—This is a checklist item you can manually check to confirm that you have updated future planned hours and that the forecasted revenue amounts for the period are accurate.

This checklist automatically tracks whether all data for the period is complete and accurate, allowing members to take action to correct the items that affect the calculated revenue amounts. This checklist can help you feel confident that all data is complete and accurate before you close the period.

When a period has an In Closing status, a Close Period button appears in the top-right corner of the side panel, allowing you to close the period after all period-end activities are completed.

Revenue Tables

In the tables at the bottom of the Account Financials page, you can see detailed information about revenue for each period or each project in a specific period. The table you see depends on the subtab you select—Periods or Projects.

The following columns appear in the Revenue by Period table:

• Financial Period—The month and year of each period.
• Period Status—The status of the account financial period. The following statuses are available:
  • Upcoming—A period is Upcoming until the current date is the first day of the month.
  • Open—A period is Open until the current date is the first day of the following month.
  • In Closing—A period is In Closing on the first day of the following month and remains in that status until the period is closed.
  • Closed—A period is Closed only after the Close Period button is selected.
• Revenue—This is the revenue amount within the selected period, which is automatically calculated based on data in Kantata OX. For a period that has closed, this is the recognized revenue amount. For Open and Upcoming periods, this amount includes forecasted revenue or is based on forecasted data.
• Revenue to Date—This is the revenue amount that has been recognized for a period. If a period has not closed, forecasted revenue is included in the amount.
• End—This is the ending date for the period.
• Closed—This is the date that the period was closed.

The following columns appear under the Revenue by Project subtab:

• Project—The name of the project.
• More (“   ”) icon—In this column, use the Link(“   ”) icon to open a project’s Revenue tab in a new tab or use the Side Panel(“   ”) icon to open the Project Revenue panel.
• Status—The period status of the project. The following statuses are available:
  • Upcoming—A period within the project is Upcoming until the current date is the first day of the month.
  • Open—A period within the project is Upcoming until the current date is the first day of the month.
  • Unsubmitted—A period within the project is Unsubmitted on the first day of the following month.
  • Pending—A period within the project is Pending after the project has been submitted for approval.
    Note: Within the project’s Revenue tab, the Pending status is reflected as Submitted.
  • Approved—A period within the project is Approved after the project has been approved.
• Revenue—This is the revenue amount for the project within the selected period, which is automatically calculated based on data in Kantata OX. For a period that has closed, this is the recognized revenue amount. For Open and Upcoming periods, this amount includes forecasted revenue.
• Revenue to Date—This is the revenue amount for a project that has been recognized for a period. If a period has not closed, forecasted revenue is included in the amount.
• Provider Lead—This is the name of the Team Lead on the Provider side of a project.

To hide any columns you don’t want to see, click the Configure Columns icon on the right side of the table and deselect the respective checkbox.

Project Revenue Panel

With the Project Revenue panel, you can see information about the selected project within a financial period, including the status of the period and what actions have been completed for period close. You can look at previous and future periods by using the arrows in the top-right corner.

You can access the Project Revenue panel for a project by selecting the Projects tab and clicking the Side Panel(“   ”) icon in the table next to the project you want to view revenue information for.

The following information appears for the selected financial period:

• Status—The period status of the project. The following statuses are available:
  • Upcoming—A period within the project is Upcoming until the current date is the first day of the month.
  • Open—A period within the project is Upcoming until the current date is the first day of the month.
  • Unsubmitted—A period within the project is Unsubmitted on the first day of the following month.

  • Pending—A period within the project is Pending after the project has been submitted for approval.

    Note: Within the project’s Revenue tab, the Pending status is reflected as Submitted.
  • Approved—A period within the project is Approved after the project has been approved.
• Revenue—This is the revenue amount for the project within the selected period, which is automatically calculated based on data in Kantata OX.

Below this information, you’ll see a Submission Checklist, which allows members to complete outstanding actions affecting the calculated revenue amounts:

• Approve all timesheets—If approval is required for a project, this checklist item automatically detects if any time on the project during this period still needs to be approved. Otherwise, this is a checkbox you can manually check to verify that all tracked hours for the project are accurate for the period.
• Approve all expense reports—If approval is required for a project, this checklist item automatically detects if expenses for the project during this period still need to be approved. Otherwise, this is a checkbox you can manually check to verify that the tracked expenses are accurate for the period.
• Verify forecasted revenue—This is a checklist item you can manually check to confirm that you have updated future planned hours for this project and that the forecasted revenue amounts for future periods are accurate.

Depending on your Access Group permissions, the following actions may be available at the top of the Project Revenue panel:

• See Previous or Next Period—Use the Left Arrow(“   ”) and Right Arrow(“   ”) icons to view information in other financial periods for this project.
• Close Project Revenue Panel—Use the Close(“   ”) icon to hide the Project Revenue panel, making the Account Revenue panel visible again.
• Download Worksheet—After a project is submitted, click the Export(“   ”) icon below the arrow icons to download a JSON file that shows you a breakdown of all of the amounts contributing to the revenue for the current financial period. This breakdown helps you confirm the accuracy of these numbers before submitting the project to your finance team for revenue recognition.
• Submit Project—After a period has an Unsubmitted status, click the Submit button to submit a project for revenue recognition approval after confirming the revenue numbers are accurate and everything for this period has been submitted for this project.
• Approve Project—After a period has a Pending status, click the Approve button to approve the revenue recognition amount for the project within that financial period.
• Undo Action—Click the Undo(“   ”) icon to return a project to the previous status for the financial period:
  • Performing an undo action on an Approved project returns it to a Pending status.
  • Performing an undo action on a Pending project returns it to an Unsubmitted status.

Revenue Tab in Project Workspace

The Revenue tab—located under a project's Financials tab—shows calculated, recognized, and forecasted revenue per period based on the project's revenue recognition method. Team members with the relevant Financial Management Access Group permissions can review the project’s revenue data, confirm during period close that the revenue amount is accurate and complete, and submit a project for approval before the current financial period is closed.

Revenue Chart

The Revenue chart in the Project Revenue subtab shows month-over-month trends in recognized, calculated, and forecasted revenue over the life of a project, as well as the project budget.

On the chart, you can see the following lines:

• Budget—Represented with the yellow line, this is the project’s budget amount, based on the amount entered in the project settings. You can also see when the project’s budget has changed based on change orders.
• Recognized—Represented with the green line and shading, this is the amount that has been recognized for this project each month for all periods that have been closed.

• Calculated—Represented with the blue line and shading, this is the revenue amount that the system has calculated for this project based on entered data, such as time entries, expenses, and other items included in invoices—time entries, expenses, and other items included in invoices—that has been submitted for an open period.

  Note: Calculated values for Open periods are based on forecasts and actuals—similar to EAC calculations. Once projects are submitted, the submitted values for the period are locked and any changes made during the period are ignored.
• Forecast—Represented with the red line and shading, this is the revenue amount that has been forecasted for this project for future and open periods based on planned hours (schedule hours and/or allocated hours) and expense budgets.

You can view months of data at a time on the chart, with the view defaulting to the latest data and the current period selected. Hovering over any given month on the chart shows you the recognized, calculated, or forecast amounts for that period.

Hovering over the bottom of the chart reveals calendar controls that allow you to do the following:

• Zoom out to view more months
• Zoom in to view fewer months
• Navigate left to view previous months
• Navigate right to view later months
• Reset to the default chart view

Project Revenue Panel

With the Project Revenue panel, you can see information about the selected project within a financial period, including the status of the period and what actions have been completed for period close. You can look at previous and future periods by using the arrows in the top-right corner.

The following information appears for the selected financial period:

• Status—The period status of the project. The following statuses are available:
  • Upcoming—A period within the project is Upcoming until the current date is the first day of the month.
  • Open—A period within the project is Upcoming until the current date is the first day of the month.
  • Unsubmitted—A period within the project is Unsubmitted on the first day of the following month.

  • Submitted—A period within the project is Pending after the project has been submitted for approval.

    Note: On the Account Financials page, a Submitted status is reflected as Pending.
  • Approved—A period within the project is Approved after the project has been approved.
• Revenue—This is the revenue amount for the project within the selected period, which is automatically calculated based on data in Kantata OX.

Below this information, you’ll see a Submission Checklist, which allows members to complete outstanding actions affecting the calculated revenue amounts:

• Approve all timesheets—If approval is required for a project, this checklist item automatically detects if any time on the project during this period still needs to be approved. Otherwise, this is a checkbox you can manually check to verify that all tracked hours for the project are accurate for the period.
• Approve all expense reports—If approval is required for a project, this checklist item automatically detects if expenses for the project during this period still need to be approved. Otherwise, this is a checkbox you can manually check to verify that the tracked expenses are accurate for the period.
• Verify forecasted revenue—This is a checklist item you can manually check to confirm that you have updated future planned hours for this project and that the forecasted revenue amounts for future periods are accurate.

Depending on your Access Group permissions, the following actions may be available at the top of the Project Revenue panel:

• See Previous or Next Period—Use the Left Arrow(“   ”) and Right Arrow(“   ”) icons to view information in other financial periods for this project.
• Download Worksheet—After a project is submitted, click the Export(“   ”) icon below the arrow icons to download a JSON file that shows you a breakdown of all of the amounts contributing to the revenue for the current financial period. This breakdown helps you confirm the accuracy of these numbers before submitting the project to your finance team for revenue recognition.
• Submit Project—After a period has an Unsubmitted status, click the Submit button to submit a project for revenue recognition approval after confirming the revenue numbers are accurate and everything for this period has been submitted for this project.
• Approve Project—After a period has a Submitted status, click the Approve button to approve the revenue recognition amount for the project within that financial period.
• Undo Action—Click the Undo(“   ”) icon to return a project to the previous status for the financial period:
  • Performing an undo action on an Approved project returns it to a Submitted status.
  • Performing an undo action on a Submitted project returns it to an Unsubmitted status.

Revenue by Period Table

In the table at the bottom of the Project Revenue page, you can see detailed information about the project’s revenue for each period.

The following columns appear in the Revenue by Period table:

• Financial Period—The month and year of each period throughout the life of this project.
• Period Status—The status of the project’s financial period. The following statuses are available:
  • Upcoming—A period is Upcoming until the current date is the first day of the month.
  • Open—A period is Open until the current date is the first day of the following month.
  • Unsubmitted—A period is Unsubmitted on the first day of the following month and remains in that status until the project revenue for the period has been submitted for approval.
  • Submitted—A period is Submitted when it has been submitted for approval within the financial period and it remains in that status until the project revenue for the period has been approved.
  • Approved—A period is Approved only after the project revenue has been approved for the financial period.
• Revenue—This is the revenue amount within the selected period, which is automatically calculated based on data in Kantata OX. For a project’s financial period that has been approved, this is the recognized revenue amount. For Open and Upcoming periods, this amount includes forecasted revenue.
• Revenue to Date—This is the project revenue amount that has been recognized for a period. For future periods, forecasted revenue is included in the amount.
• End—This is the ending date for the project’s financial period.
• Closed—This is the date that the period was closed.