Refundely
SaaSAI-Powered Invoice Management & SEPA Payment Platform
Visit Refundely.comAI Invoice Processing
& IBANs Encrypted
Overview
Refundely is an enterprise-grade SaaS platform designed for the European rental and property management industry. It automates the tedious, error-prone process of manual invoice processing and deposit refunds. Companies traditionally spend 5-10 minutes per invoice manually opening documents, entering data, verifying IBANs, and generating SEPA payment files. Refundely reduces this to just 30 seconds through AI-powered extraction and automated workflows.
The Challenge
Rental companies and property managers across Europe process hundreds of deposit refunds monthly. Each refund requires extracting invoice data, verifying bank details, generating compliant SEPA XML files, and maintaining audit trails for financial compliance. Manual processing is slow, error-prone, and doesn't scale. The solution needed to handle sensitive financial data securely while integrating with existing banking workflows.
The Solution
AI-Powered Document Extraction
Built serverless edge functions using Mistral AI with intelligent model fallback. Starts with mistral-small for cost efficiency, validates extraction quality, and automatically escalates to mistral-medium or mistral-large when critical fields like deposit amounts or IBANs need better accuracy. Per-branch AI rules allow customization for specific invoice formats.
SEPA Payment Automation
Built ISO 20022 compliant SEPA XML generator for batch deposit refunds. Users select approved invoices and export payment files ready for bank upload, reducing hours of manual work to seconds.
Enterprise Security & Encryption
Implemented AES-256-GCM client-side encryption for all IBAN data. Bank details are encrypted before transmission and stored securely, with server-side decryption only when needed. Full audit trail for compliance.
Multi-Tenant Architecture
Designed organizations with multiple branches (vestigingen), each with their own settings, AI rules, and team access. Row-level security ensures complete data isolation between organizations.
Key Features
AI Extraction
Mistral AI with smart model fallback: starts cheap, escalates when quality demands it
SEPA Export
ISO 20022 compliant XML generation for bank payments
AES-256 Encryption
Client-side encryption for all sensitive financial data
Multi-Tenant
Organizations with branches, team roles, and access control
Audit Trail
Complete change history for financial compliance
Real-Time Sync
Supabase Realtime for collaborative editing
Custom Sales CRM
Internal ToolTo sell Refundely, I needed a pipeline tailored to the rental industry — not a generic CRM. So I built one. A full React + TypeScript + Supabase application with dynamic lead scoring that weighs engagement behaviour, AI analysis, and manual qualification into a single combined score.
| Naam | Status | Score |
|---|---|---|
Thomas Janssen SalesNL B.V. | Demo gepland | 91 |
Lena Verstappen TechNL | Gekwalificeerd | 84 |
Marc Dubois BruxellesTech | Offerte verstuurd | 76 |
Sara van den Berg DataFlow AG | Gecontacteerd | 52 |
Dynamic Lead Scoring
Combined score = manual (40%) + engagement decay (35%) + AI scoring (25%). Leads that go silent automatically drop in priority.
Email Flows & Templates
Built-in email sequence builder with reusable templates, send tracking, and lifecycle triggers per lead status.
Analytics & Pipeline
Custom analytics page with funnel metrics, conversion rates, and stage velocity — no third-party dashboards needed.
Internal Founder Dashboard
Internal ToolAlongside the SaaS platform, I built an internal operations dashboard for day-to-day management. Built with vanilla HTML/CSS/JS and a Node.js BFF (Backend For Frontend), it keeps API keys server-side while the frontend stays clean. It integrates live data from three external analytics APIs.
GA4 + Clarity + Search Console
Live analytics pulled through a BFF proxy — no API keys in the browser. Metrics update in real time.
BFF Architecture
Node.js acts as a secure middleware layer: caches responses, handles auth, and exposes simple /api/* endpoints to the frontend.
Kanban & Roadmap
Task management, software roadmap, milestones and B.V.-checklist — all powered by localStorage with drag & drop.
Results
Invoice processing time reduced from 5-10 minutes to ~30 seconds (95% reduction)
Zero manual data entry errors through AI extraction with human review
GDPR-compliant with end-to-end encryption of financial data
Supports 3 languages (Dutch, English, Spanish) with automatic detection
Integrated Stripe billing with usage-based pricing tiers