In this guide 6 sections
Excel handles a sub-broker or authorised person’s office well while the client list is short and one person checks the sharing statement. It strains once several dealers take requests, openings stall and dormant clients must be spotted from daily files. GullySystem builds the client and revenue layer around the back office, never the trading platform.
What Excel already does well
Excel is free, familiar and flexible. One person can keep a client list, a sharing check and a call log in it. For a small office with one dealer, that is often enough.
It also answers one-off questions quickly. A pivot on last month’s trade report settles most of them. Nobody needs training.
Where account openings and requests slip
Account opening files stall over one missing signature or bank proof. In Excel, the stage is whatever someone last typed. The client calls you, not the main broker, to ask why he cannot log in.
Requests are harder still. Pay-out, ledger, re-KYC and DP queries arrive on dealers’ WhatsApp, and when a dealer resigns that history leaves with him. A system logs each request by dealer and stage, with the time taken to close it.
- Account opening stage and the missing document
- Re-KYC, bank and nominee change requests
- Pay-out and ledger queries by dealer
- Time taken to close each request
Spotting dormant clients from daily files
The back office sends trade files every morning. Activity reports show who traded. Nobody tracks who stopped.
Finding falling activity in Excel means comparing months by hand, client code by client code. A system reads the same files and compares each client with his own past pattern. The list of clients going quiet is ready before the Monday meeting.
Checking the brokerage sharing statement
Rate slabs, reversals and client codes make the monthly statement hard to check. In Excel it turns into a Saturday of lookups. Short payments are then accepted because checking takes too long.
Software compares the expected share by client code with the head office statement and lists the gaps. You still raise them with the main broker yourself.
- Expected share by client code
- Head office statement, line by line
- Gaps listed for follow-up
How to decide which one you need
Count dealers, monthly account openings and the hours the sharing check takes. If one person manages all three without strain, stay with Excel. If requests get lost or gaps go unchecked, a system earns its place.
Try the CRM your main broker offers first, if it covers leads and requests. Read a month of its reports before deciding. Trading, margins and risk stay on licensed platforms either way.
Excel-or-system worksheet for a broking office
A sheet with account openings, client requests, dormant clients and the sharing check as rows. For each, note the hours spent last month and anything missed. Rows with misses show where a system would help first.
Open a blank worksheet to printQuestions owners ask
Can GullySystem build us a trading app?
No. Trading platforms belong with your main broker and the exchange. The work here is the client, request and revenue systems around them.
Can it read the files our main broker sends?
Yes, where the back office supplies trade and ledger reports as Excel or CSV. Activity is worked out per client code, and the trading system itself is not touched.
Does a system replace the back office?
No. The main broker’s back office stays the record for trades, ledgers and margins. The client layer sits beside it.
Should we just use the broker’s CRM?
Try it first if it covers leads and requests. A month of its reports shows where it stops being enough.