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Entity Keeper

Rebuilding a Legal Tech Platform from the Ground Up

Entity Keeper
Year

2024-2025

Services

UI/UX Design, Custom Web Development

Industry

Real Estate

Helping EntityKeeper modernize its Ruby platform and deliver value to professionals.

Overview

Entity Keeper is a cloud-based platform that streamlines the management of legal entities for law firms, real estate investors, and business operators. With powerful features like organizational chart visualization, compliance tracking, and centralized records, EntityKeeper empowers users to govern dozens, or even hundreds, of entities with clarity and confidence.By 2014, the platform’s original Ruby codebase had gone years without updates. To meet the growing demands of the legal tech market and ensure long-term scalability, EntityKeeper partnered with Codieshub to modernize the platform, accelerate development, and drive product innovation.

The opportunity

EntityKeeper faced a critical challenge: their legacy platform, built in Ruby, needed significant updates to remain competitive. With increasing demand in the legal tech space and a customer base managing complex entity structures, they risked falling behind newer, well-funded competitors.Revitalizing the platform required more than technical updates, it called for a strategic partner who could:
  • Stabilize and refactor the existing codebase.
  • Modernize the architecture and user experience.
  • Deliver new features aligned with client needs.
  • Scale the engineering team flexibly over time.
  • Preserve institutional knowledge during transitions.
  • Collaborate on long-term planning and innovation.
The stakes were high, but so was the opportunity. With the right partner, EntityKeeper could transform its foundation into a scalable, market-ready SaaS product built for growth.
Entity Keeper

The solution

Codieshub began with a comprehensive audit and stabilization of the Ruby codebase, resolving core bugs, updating outdated libraries, and reestablishing a production-ready development environment. This foundational work paved the way for modern, continuous development.Codieshub then transitioned into a full product development partner, collaborating with EntityKeeper’s leadership team for multiple years and across various phases of the roadmap. Our team collaborated closely with the COO and product stakeholders, providing expertise in development, DevOps, and product strategy.Key milestones included:
  • Refactoring and updating the core architecture to improve reliability and scalability
  • Redesigning core modules, including: 
    • Organization chart visualization for complex ownership mapping
    • Compliance tracking with automated deadline reminders
    • Entity profile management with centralized records for personnel, jurisdictions, and properties
    • Role-based access controls for enterprise-grade permissions
  • Implementing Agile best practices, including sprint planning, milestone tracking, and improved DevOps workflows
  • Team scaling between two and six contributors as needed and managing team leadership transitions without losing velocity.
  • Maintaining strong communication through weekly meetings and Slack collaboration.
Thanks to Codieshub’s flexibility, continuity, and long-term mindset, EntityKeeper was able to stay focused on its business goals and confidently scale its platform.What started as a replatforming initiative evolved into a full-scale product transformation. The final ERP solution featured:
  • Customizable business settings and real-time data flows.
  • Advanced reporting and admin tools for operational visibility.
  • Stable DevOps environments and UAT cycles to ensure every feature was launch-ready.
Throughout the process, adaptability remained our constant, refining workflows based on feedback and delivering exactly what was needed, when it was needed, to bring a powerful, fully owned ERP to market.
Quote

“This group does not just build software; they treat your product as their own. They have been there through every stage, helping us evolve, scale, and stay focused on what truly drives our business forward.”

Aynsley Finlay
Aynsley FinlayCOO

The impact

Over the course of a six-year partnership, Codieshub helped EntityKeeper transform its platform into a modern, competitive SaaS product equipped to meet the evolving needs of legal and real estate professionals.
  • Reduced the legacy bug backlog by 90% in the first 6 months, laying the foundation for a stable release cycle.
  • Launched 25+ new features and enhancements, driving tangible product evolution.
  • Doubled the release frequency, thanks to improved planning, DevOps, and delivery processes.
  • Built a long-term strategic partnership, not just a vendor relationship, rooted in trust, adaptability, and shared product ownership.
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