Migration guide
Export from the Kantata Data Exporter, map each file to a Pike CSV template and upload in order. Budget five to six weeks to cutover, then one month-end in Pike.
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The Kantata OX Data Exporter under Settings → Exports produces CSV files for 22 data sets, and each one you keep maps to a Pike template.
The Data Exporter list names no Groups, Estimates or member cost rate data sets. Take customers from your ledger, recreate open estimates as Pike deals, and set cost profiles by hand.
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Kantata OX lists standard integrations with QuickBooks, Xero, NetSuite, Sage Intacct, Salesforce and HubSpot. Pike connects to each of them, so finance and sales keep the same ledger and CRM through the move.
Pike has no CSV template for invoices. Pike imports Kantata invoice history from the ledger.
Entity map
Column one uses Kantata OX's screen names, with the API name from the Data Exporter where it differs. Pike matches people on each Team Member's email address.
Pike: Customers
Carries over: Group name, from the Groups screen or your ledger.
You set in Pike: Customer number. The Data Exporter list names no Groups data set, so take the customer list from your ledger.
Template columns: customerName, customerNumber
Pike: Projects
Carries over: Name, budget in money, archived state from the Archived column.
You set in Pike: Project number, one billing type per project, and a project lead.
Template columns: projectNumber, title, customerNumber, status, billingType, budgetAmount, hourlyRate, leadEmail
Pike: Tasks
Carries over: Title, project, story type, Fixed Fee or Time and Materials flag (`fixed_fee`).
You set in Pike: Billing type, set per project in Pike. Kantata sets it per task.
Template columns: title, projectNumber, description
Pike: Members
Carries over: Name, email address (`email_address`), Active or Inactive state.
You set in Pike: Workspace role and team.
Template columns: email, displayName, position
Pike: Positions and project hourly rates
Carries over: Role names from the Role export. Role rates, versions and the default rate from Rate Card Roles and Rate Card Versions.
You set in Pike: One `hourlyRate` per project, taken from the rate card version in force on that project.
Template columns: position (Members), hourlyRate (Projects)
Pike: Cost profiles
Carries over: The Data Exporter list names no cost rate data set. Kantata records one cost rate per member per currency.
You set in Pike: A cost profile for every member who logs time, from their current Kantata cost rate.
Pike: Time entries
Carries over: Date, person, role, project, task, hours, rate and invoice status.
You set in Pike: Map invoice status to `invoiced`. The export lists no approval column, so set `approvalStatus` from approved timesheets in Kantata.
Template columns: date, hours, email, projectNumber, taskTitle, note, approvalStatus, invoiced
Pike: Expenses
Carries over: Rows from the Data Exporter Expense set. Check its header row against the template.
You set in Pike: Nothing.
Template columns: date, amount, projectNumber, email, category, description
Pike: Allocations
Carries over: Person, project, start and end date, minutes or percentage.
You set in Pike: Convert each allocation to hours per week before upload.
Template columns: email, projectNumber, startDate, endDate, hoursPerWeek
Pike: Invoice history (from your ledger)
Carries over: Pike has no CSV template for invoices. Keep the Data Exporter Invoice file in your archive.
You set in Pike: Connect the accounting system and run Import data. New invoices go out from Pike from cutover.
Pike: Deals
Carries over: The Data Exporter list names no Estimates data set. Copy open estimates from Kantata by hand.
You set in Pike: Status, probability and expected close date.
Template columns: title, customerNumber, status, value, probability, closeDate
Kantata prices time from rate cards: each card holds a rate per role, in versions over time, with a default rate. Pike reads one `hourlyRate` per project, so take the role rate from the version in force on each open project.
Kantata sets member cost rates per currency, and a change applies only to new time entries. Set each Pike cost profile from the current cost rate in your main currency, and compare margin on older months with Kantata where a rate changed.
Kantata budgets projects in money and records hours on task estimates and allocations, so fill `budgetAmount` and leave `budgetHours` empty. Kantata sets Fixed Fee or Time and Materials per task; Pike sets `billingType` per project, so pick the type that covers most of the budget or split a mixed project in two.
The plan
The same steps as the main migration guide, with this tool's screens and settings.
Week 1
Migration owner, finance
Week 1 · Migration owner, finance
The files you export in week one are what Pike imports. Freeze edits in Kantata before you export.
Done when: Data Exporter files and one time file per year in one folder, the export date written down, and a cutover Friday on the calendar.
Week 1 to 2
Operations lead
Week 1 to 2 · Operations lead
Work in copies of the Kantata files and keep the raw folder untouched. Rename API columns to Pike template columns as you go.
Done when: Every project row has a project number, a customer number, a billing type and a budget amount.
Week 2
Workspace admin
Week 2 · Workspace admin
Admins set up Pike before the first upload, so imported projects have a lead and imported members have a team.
Done when: Admins and leads are in Pike. Finance sees the same customer list as the ledger.
Week 2 to 3
Workspace admin
Week 2 to 3 · Workspace admin
Upload under Workspace settings → Integrations → CSV. Pike reports a missing customer number, project number or email with its line number.
Done when: Customer, project, member and last-month hour counts match Kantata.
Week 3 to 5
Delivery lead, finance
Week 3 to 5 · Delivery lead, finance
The CSV route has no ongoing sync. The pilot team logs time in Pike only, and everyone else logs in Kantata until cutover.
Done when: One invoice sent from Pike. The pilot lead signs off.
Week 5 to 6
Migration owner
Week 5 to 6 · Migration owner
Close Kantata on Friday evening and upload every hour logged there since your first export.
Done when: Time admin shows every active member by Monday afternoon. Kantata shows no time after Friday.
Week 6 to 9
Finance
Week 6 to 9 · Finance
Done when finance closes a month without opening Kantata.
Done when: Month closed in Pike. Kantata exports saved with two owners. Kantata account closed.
Rebuild
Questions
Export Projects in Kantata covers active projects only. Use the Project set in the Data Exporter under Settings → Exports, which has an Archived column, and check that the closed projects you keep appear in it.
No. Time Entries → Export Time exports one year per file, as CSV or XLSX. Run one export per year and upload each file to the Pike time entries template.
The Data Exporter uses Kantata’s API names. A Workspace is a project, a Story is a task, deliverable, milestone or issue, and Workspace Groups are your Groups. Kantata publishes the full mapping of screen names to API names.
Kantata locks approved time. A manager rejects the entry, and the person edits and resubmits it. Do this before the final export, or fix the row in the CSV and upload it with `approvalStatus` set to `approved`.
Deactivating a member in Kantata moves them to the Inactive tab. Kantata bills for members on the Active tab, so deactivate everyone who now logs time in Pike.
Pike has no CSV template for invoices. Keep invoice history in QuickBooks, Xero, NetSuite or Sage Intacct, connect that system to Pike, and Pike imports customers and invoices from the ledger.
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