Comparison
Reftab vs Sortly
Two tools districts shortlist for device tracking and IT operations, compared the way a buying committee actually reads them: what each is, what each does well, and what to check before signing. We build Chalk, a third option in this space — that context is worth knowing as you read, and it is why every claim below carries its basis.
Reftab
A well-designed asset tracker with a real free-forever tier, self-serve signup, and no sales call — and, like the rest of its class, no help desk, no roster, and no student.
Where Reftab is strong
- The only genuinely free-forever tier in this comparison, and a generous one — unlimited custom fields and locations, reservations with calendars, advanced reports with export, mobile apps, and barcode check-in/check-out at no cost.
- SSO and two-factor authentication at the lowest paid tier rather than gated to enterprise, which is unusual and district-friendly.
- Unlimited platform users on every tier, so the bill never grows because you added staff.
- Native iOS and Android apps with barcode scanning, plus a barcode designer and custom email templates.
- Strong MDM breadth at the top tier — Intune, Jamf Pro and Jamf School, Kandji, Mosyle, NinjaOne, FleetDM, and Apple Business Manager — plus vendor warranty sync from Dell, CDW, Lenovo, and Apple.
- A Google Workspace integration that imports Chromebooks and mobile devices daily, with configurable field mapping and optional auto-assignment to the Google-assigned user.
What to check before you buy
No native help desk or ticketing with SLAs. Jira Cloud and Zendesk connectors exist to surface assets on someone else's ticket, and they are top-tier features — so a district buys a service desk separately either way.
Basis: Reftab's integration listing offers Jira and Zendesk plugins rather than native ticketing; no SLA capability appears in any tier.
No SIS or rostering integration — no OneRoster, Clever, ClassLink, or PowerSchool — and no student, guardian, or family concepts. Nothing reacts to a transfer, a withdrawal, or grade rollover.
Basis: None appear in Reftab's integration catalog or documentation; the identity integrations are corporate directories.
Signature capture is staff-side custody acknowledgement, not a parent or guardian e-signature on a device agreement, and it sits behind a mid-tier upgrade.
Basis: Reftab lists signature capture as a Pro-tier feature; no guardian entity or agreement workflow exists in the data model.
No student fee assessment and no family balances, so damage recovered at collection time is tracked outside the system.
Basis: Absent from Reftab's documented feature set across all tiers.
No funding-source or grant tracking for ESSER, Title, or E-Rate attribution.
Basis: No funding-source dimension appears in Reftab's documentation.
ChromeOS support is import only and syncs once daily. Nothing writes back, so OU moves and disabling a stolen Chromebook remain manual work in Google Admin.
Basis: Reftab's Google Workspace integration guide documents a daily one-way import with field mapping; no write-back is described.
The MDM connectors that make the inventory self-maintaining — Intune, Jamf, Kandji, Mosyle, Apple Business Manager — are all top-tier features, which is a meaningful jump from the tier where SSO lives.
Basis: Reftab's pricing page places all MDM, vendor, and IdP integrations at the Business tier.
It consumes SSO but is not an identity provider. Okta, Entra ID, SAML 2.0, SCIM, and LDAP are identity it reads, not identity it issues — and the IdP user-provisioning integrations are top-tier only.
Basis: Reftab is configured as a service provider against an external IdP; provisioning integrations are listed at the Business tier.
Sortly
The friendliest inventory app in this comparison and the easiest to actually start using — built for supply closets and job sites, priced by how many items you have, which is exactly the wrong meter for a 1:1 fleet.
Where Sortly is strong
- Every price is on the page, including a genuinely free tier, with no demo gate anywhere in the funnel.
- The lowest adoption cost in this comparison by a distance: folders, tags, photos and custom fields, usable by a building secretary in an afternoon without an IT project behind it.
- Strong mobile — iOS and Android with offline access, barcode and QR scanning, and label generation from inside the same app, so counting is a phone job rather than a scanner-hardware purchase.
- Alerting that fits consumables well: low stock alerts for reordering and date-based alerts for maintenance and repair schedules, with in-app and email notification.
- More reporting than the price suggests — activity history, inventory summaries, user activity, low stock and item-flow reports, saved custom reports, and report subscriptions delivered on a schedule.
- Real integration surface for a product this simple: webhooks, an API, QuickBooks Online, and Slack and Microsoft Teams notifications, plus purchase orders, pick lists, and check-in and check-out.
What to check before you buy
Pricing meters unique items, and a 1:1 district's item count is its student count. At 5,000 items the published tier is $299 per month, and anything past 10,000 items is Enterprise quote-only — a mid-sized district is off the published ladder on device count alone.
Basis: Vendor pricing page item limits: 100 free, 500 Advanced, 2,000 Ultra, 5,000 Premium, 10,000+ Enterprise.
User licenses are metered too, and tightly: 1 user free, 2 on Advanced, 5 on Ultra, 8 on Premium. A technician team plus building staff crosses into Enterprise quickly.
Basis: Vendor pricing page user-license limits per tier.
No help desk or ticketing of any kind. A district running Sortly still buys a service desk somewhere else, and the two never see each other.
Basis: Absent from the vendor's published feature list, which covers inventory, alerts, reporting and integrations.
No MDM or device integrations at all. The published integration list is QuickBooks Online, Slack, Microsoft Teams, webhooks and an API — so ChromeOS, Intune and Jamf data is typed or imported, and serials go stale between imports.
Basis: Vendor features page lists no device-management or directory connectors.
No SIS or rostering integration and no student, guardian or enrollment concepts — nothing notices a transfer, a withdrawal or grade rollover.
Basis: Absent from the vendor's feature list and from its industry positioning, which addresses inventory rather than student records.
Check-in and check-out is item custody, not a school-year loan: no due dates on a student device agreement, no e-signature, no damage fee, no family balance and no loaner pool workflow.
Basis: Vendor documents check-in/check-out alongside pick lists and stock tracking, with no agreement or fee concepts published.
It is an inventory product rather than an IT asset lifecycle product — warranty expiry, depreciation, ChromeOS auto-update expiration and refresh planning are not in the published feature set, though generic date-based alerts can approximate some of it.
Basis: Vendor features page covers custom fields, alerts and reports; no warranty, depreciation or lifecycle module is published.
Hosted SaaS only, with no self-hosted option, and no SSO or SAML in the published feature list — so it sits outside your single sign-on estate in both directions.
Basis: No self-host or source distribution is offered on the vendor site, and SSO does not appear on the features or pricing pages.
The third option: Chalk
If you are weighing Reftab against Sortly, Chalk belongs on the same shortlist. It is the open-source K-12 IT stack: device inventory that fills itself in from Google Admin, Intune, and Jamf against a roster synced from your SIS, a 1:1 circulation desk with agreements and fees, repairs with parts and costs, a help desk that already knows who is asking, and a built-in SAML/OIDC identity provider.
- Self-host it free forever under AGPL-3.0 — the entire feature set, one binary, your infrastructure — or use the hosted version, priced by fleet size with no per-seat or per-student fees and the price ladder published.
- Built only for K-12: students, buildings, custody, funding sources, and ChromeOS auto-update expiration are native concepts, not custom fields.
- Writes back to Google Admin as a reviewed diff — every OU move, disable, and deprovision previewed before it executes — and serves a OneRoster 1.1 API so other district systems can pull the roster from Chalk.
- Fees are assessed and tracked without touching payment cards, keeping the asset system out of your PCI scope.
See all three on your own roster.
Chalk installs to a populated inventory in about 30 minutes. Self-host free under AGPL-3.0, or let us run it — priced by fleet size, never per seat.