In this guide 6 sections
Set up site attendance by defining each client site’s posts and shifts first, choosing one way of marking per site, and closing the month from that single duty record. Client invoices and the wage sheet are then built from the same days. GullySystem connects deployment, attendance, billing and wages for manpower agencies.
Start with the site, not the associate
Attendance only makes sense against what the client contracted. Before anyone marks a day, record each site’s posts or roles, shifts, contracted strength and billing rate. Note who at the client signs off the month.
This list becomes the yardstick. A duty is either delivered against a contracted post or it is extra. Without the list, the back office argues every invoice line with the client.
- Posts or roles at each site
- Shifts and contracted strength
- Rate per head or per duty
- The client contact who approves attendance
Pick one way of marking per site
Sites differ. A factory may already run a biometric device, while a housekeeping team at an office has a supervisor with a smartphone. A night post may have nobody carrying a phone at all.
Choose one method for each site and write it down. Options include a photo and location at shift start, a supervisor marking the whole team, or a device export uploaded daily. Mixing methods inside one site creates two versions of the month.
Daily marking beats a monthly sheet. An empty post shows up while a reliever can still go.
Record gaps, relievers and overtime as they happen
Leave, a mid-month resignation or a double shift changes both the invoice and the wages. Record each one on the day, against the post. A reliever’s duty is marked at the post he covered.
Overtime needs one rule agreed with the client and one rule for the wage sheet. These may differ. Keep both, so the invoice and the payslip each read the right one.
Close the month from one duty record
At month end, freeze attendance site by site after the client signs off. Then build the client invoice from delivered duties against contracted ones, with any agreed deduction and the service charge.
The wage sheet comes from the same frozen record. Advances, uniform recovery and statutory deductions are applied on rules your accountant sets. Filing returns stays with that accountant.
- Client sign-off before a site is frozen
- Invoice lines traced back to duties
- Wage sheet built from the frozen month
- Advances and recoveries applied once
Mistakes to avoid in the first months
A common mistake is letting each branch keep its own attendance format. Another is correcting an error in the invoice spreadsheet but not in the wage sheet. Both break the link between billing and pay.
Run the first month beside your old sheet. Compare the invoice totals site by site. A difference usually points to a post or rule that was set up wrongly.
Site attendance set-up sheet
A sheet with one row per client site, listing posts, shifts, contracted strength, marking method and the client approver. Add two columns for the overtime rule, one for billing and one for wages. Fill it in before any attendance is marked.
Open a blank worksheet to printQuestions owners ask
Does every associate need a smartphone?
No. A supervisor can mark the whole team from one phone at shift start, with a photo and the site location. Associates who carry phones can mark themselves into the same record.
Will the software file our PF and ESI returns?
No. It can hold UAN and ESI numbers and build the wage sheet. Filing, and any notice that follows, stay with your accountant or consultant.
How many sites before this is worth doing?
There is no fixed number. The case grows when sites send different formats, when invoice disputes repeat, or when the wage sheet and the invoice disagree month after month.