Take everything out
We inventory what you have — systems, spreadsheets, documents, the processes people actually follow. Nothing is thrown away until we know what it does.
Data & systems advisory
You already have most of what you need.
It's just in the wrong drawers. Spreadsheets, inboxes, PDFs, a stack of SaaS tools and someone's memory — whether you're fifteen people or fifteen thousand. At Refactored we work with you to reorganize your closet: capture your data correctly, tie it together, and put it where your team can actually use it.
Data — the foundationProcessInsight
The belief behind the business
Most companies don't need more software. They need the software and data they already own to work together.
Paid 30Invoiced 42In progress 20Not started 8
Sort and label
We define the records that matter to your business and capture them once, correctly, at the point they're created — not re-keyed three times downstream.
Put it back so it stays put
We connect the pieces, automate the hand-offs, and leave you with a system your team keeps tidy without us.
Any size
A big company is a small company that could afford more band-aids.
The closet doesn't get organized as the company grows. It just gets bigger, and the workarounds get more expensive. Ask the same four questions at any size and you get the same answer in a more costly form.
- Where is the data?
- The owner's laptop, a shared drive and the accounting system.
- Who has it?
- Whoever was there when it happened.
- Do the systems talk?
- Copy and paste.
- The band-aid
- A heroic office manager.
- Where is the data?
- A dozen SaaS tools, a file server and every department's own tracker.
- Who has it?
- The one ops person who knows how the export works.
- Do the systems talk?
- Zapier, a nightly CSV and a weekly reconciliation meeting.
- The band-aid
- An analyst whose whole job is stitching reports together.
- Where is the data?
- Three ERPs from three acquisitions, a data lake and thousands of spreadsheets.
- Who has it?
- A team per system, and a ticket queue to ask any of them.
- Do the systems talk?
- Hundreds of point-to-point integrations nobody wants to touch.
- The band-aid
- A BI team building the same number three ways, and a meeting to decide which is right.
The fix is the same at every size. Know what you have. Decide where each thing lives and who owns it. Capture it once, correctly, and connect it once. A bigger company just has more closet to work through, and more to gain from doing it.
Offerings
Four ways we help.
Advisory
CTO Advisory as a Service
Senior technology leadership, without the full-time hire.
A fractional CTO who sits on your side of the table: someone who has built and run production systems and who answers to you, not to a vendor's quota. We help you decide what to build, what to buy, and what to stop paying for.
- Technology and data roadmap tied to business outcomes
- Data map: where every record lives, who owns it, and how it moves
- Integration architecture across systems, departments and acquisitions
- Build-vs-buy decisions and vendor / SaaS spend review
- Architecture, security and AI-readiness assessments
- Hiring support and oversight of outside dev teams
- Monthly retainer — scaled to the hours you actually need
Product
LedgerView
A client portal for advisory and fractional-CFO firms.
Connect each client's QuickBooks once. LedgerView syncs the books every night and gives every client a live dashboard and a rolling full-year forecast — the workbook your team rebuilds by hand each month, kept up to date for you. Firms see all their clients; each client sees only their own company.
- Nightly QuickBooks sync, plus "refresh now"
- Dashboard: year to date, trailing 12 months, working capital, where the cash went
- Rolling forecast with assumptions your client can adjust
- Advisor notes on every period
- Nothing silently zero — unmapped accounts and failed syncs are flagged
- Client data separated in the database, not just the screen
Product
RealDiligence
Transaction management for real estate teams.
Every listing and every buyer becomes a file that moves through your team's own process, with each block of work assigned to the person who does it — agent, transaction coordinator, marketing. Deadlines come from the contract's dates and move when those dates move. Nothing falls between the MLS, the paperwork and the follow-up.
- Seller-side listing and buyer-representation templates out of the box
- Contract-driven deadlines that recalculate automatically
- Fields, forms, rules and emails configurable in the browser — no developer needed
- One view of every file, at every stage, for the whole team
RealDiligence
Coming soon 2
412 Laurel Bend Dr$489,000MBPhotos Thu
88 Quarry Hill Rd$615,000MASign install
Active 2
1907 Cedar Run Ct$374,900MBOpen house Sat
26 Ashby Lane$529,000SRPrice review
Under contract 2
540 Millbrook Way$412,500CTDue diligence ends in 3 days
17 Harper Glen$698,000CTAppraisal Oct 21
Listing · Under contract540 Millbrook Way
- Agreement
- Live
- Under contract
- Closing
Key dates from the contract
- Due diligence endsOct 16
- AppraisalOct 21
- ClosingNov 7
On it this week
- CTSend repair addendum
- MBConfirm appraisal access
- SR"Under contract" post
Product
Invoice Intelligence
Extract, reconcile and validate vendor invoices automatically.
One vendor sends a clean PDF. Another sends a scan with handwritten notes. A third has tables that run across pages. Invoice Intelligence reads them all — printed, scanned or handwritten — turns them into structured data, and checks them against each other and your contracts.
- Any format: PDFs, scans, photos, handwritten work orders
- 95%+ accuracy out of the box; confidence score on every field
- Cross-invoice reconciliation: duplicates, rate mismatches, missing lines
- Flags vendor format changes instead of failing silently
- Most clients processing within 1–2 weeks
From the teams we work with
“Our listings lived in Asana, the contract dates lived in the paperwork, and the follow-up lived in my head. RealDiligence puts it all in one file, so every person on the team knows what's theirs and when it's due.”
“When a closing date moves, every deadline moves with it. No more re-doing the calendar by hand or chasing the coordinator to find out where a deal stands — it streamlines everything from listing to close.”
How we work
Small team. Short cycles. You own the result.
Closet audit
A focused 1–2 week review of your systems, data and workflows. You get a written map of what you have and where it leaks.
Plan
A prioritized plan: what to connect, what to automate, what to retire. Costs and timelines in plain language.
Build & connect
We deliver in weeks, not quarters — configuring products like LedgerView, RealDiligence and Invoice Intelligence or building what's missing.
Hand over
Documentation, training and ongoing advisory if you want it. No lock-in.
Get in touch
Tell us what's in the closet.
Describe the mess in a sentence or two. We'll reply within one business day to set up a short call — no pitch deck, no obligation.