Build a construction system around your sites, your bill of quantities and your running bills.
On a construction site, money leaves in small amounts: extra bags of cement, a truck of sand delivered elsewhere, a gang billed for a day not worked.
None of it is visible on the day. By the third floor it affects the margin. Most firms see it at handover, when the numbers are useful only for the next job.
GullySystem designs a system that records cost while the work is under way. Material, labour and subcontract cost sit against each site’s BOQ. So do the running bills, the retention and the daily report the office reads.
Construction businesses we can build for.
A residential builder sells flats and a civil contractor bills somebody else for work done. That one difference decides almost every screen in the system.
- Residential builders and promoters
- Commercial property developers
- Civil contractors
- Public sector contractors
- Industrial and factory construction firms
- Infrastructure and road contractors
- Interior fit-out contractors
- Turnkey construction companies
- Labour contractors
- Piling and foundation specialists
- Waterproofing and finishing contractors
- Precast and readymix suppliers who also execute
- Villa and housing-estate developers
- Land subdivision companies
- Renovation and retrofit contractors
- Construction firms running several sites at once
- Joint venture and redevelopment projects
- Project management and supervision firms
The modules, and what each one covers.
Nothing here is a fixed package. Each module is built, left out or changed to match how your organisation already works.
One record per site
Everything for a site under one project code, from the BOQ to the last retention cheque.
- Project code and name
- Client or own development
- Location and plot number
- Work order or agreement
- Contract value
- BOQ
- Stages and target dates
- Site engineer and supervisor
- Labour contractors engaged
- Material issued
- Bills raised and certified
- Retention held
- Photographs
- Status
BOQ and budget
The bill of quantities as the budget, not as a document filed after the tender.
- Item code and description
- Unit and quantity
- Rate
- Amount
- Item grouping by block or floor
- Budgeted material against each item
- Budgeted labour
- Quantity executed
- Balance quantity
- Cost against budget
- Items running over
A tender BOQ, an architect’s estimate and a builder’s own working budget are three different documents. The system can carry more than one against the same site.
Indents from site
- Site requirement
- Indent raised
- Office approval
- Enquiry to suppliers
- Purchase order
- Delivery
- Goods receipt
- Stock at site
Approval limits can be set by amount, by item or by site, so a bag of nails does not need the same signature as a truckload of steel.
Purchase and suppliers
- Supplier master
- Rate contracts
- Comparative statements
- Purchase orders
- Delivery notes
- Goods receipt with shortfall noted
- Rejected material
- Supplier invoices
- Payment status
- Ageing by supplier
- Rate history by item
Material at site
Quantities are recorded in the units the storekeeper counts: cement in bags, steel in tonnes, sand in loads.
- Opening stock
- Receipts against delivery note
- Issue to work
- Issue against BOQ item
- Transfer between sites
- Returns to store
- Wastage and breakage
- Closing stock
- Physical verification
- Difference between issued and theoretical consumption
Steel and cement reconciliation
Steel and cement are counted in detail, since they are the items most prone to loss.
- Steel received by diameter
- Steel issued against the bar bending schedule
- Cutting wastage
- Scrap returned
- Cement received by batch
- Cement issued per slab or item
- Consumption against the design mix
- Site-wise variance
Labour contractors
Most work on a site is done by contractors’ gangs, and most disputes start there.
- Contractor profile and trade
- Work order and scope
- Rate basis, whether per square foot, per unit or per day
- Advances paid
- Work measured
- Bill prepared
- Deductions
- Payment record
- Retention on subcontract
- Pending bills
Weekly settlements are fine as they are. What the system adds is a measured quantity behind the figure being settled.
Labour attendance
- Daily headcount by trade
- Mason, bar bender, carpenter, helper
- Gang and contractor
- Attendance marked at site
- Photograph or biometric entry
- Overtime
- Own workers against contract workers
- Manpower on site by day
- Cost of labour per day
Attendance at a gate with no network is captured offline on a phone and syncs when signal returns.
Measurement and work done
The measurement book, kept as you measure rather than retyped for the bill.
- Measurement entry by BOQ item
- Location, block and floor
- Length, breadth and depth
- Quantity computed
- Date and measured by
- Joint measurement with the client
- Approval
- Quantity carried to the bill
- Cumulative quantity
- Balance against BOQ
Running account bills
- Measurement
- Abstract
- RA bill prepared
- Submitted to client
- Client certification
- Deductions
- Payment
- Next bill
Retention, withholding tax, mobilisation advance recovery, material advance recovery and any agreed deduction each sit on their own line, so the amount receivable is not a guess.
Deviations and extra items
Work outside the BOQ is recorded as a deviation, since it decides how much of a contract is recovered.
- Extra item raised
- Reason and instruction
- Rate analysis for the new item
- Client approval status
- Quantity executed
- Deviation statement
- Amount at stake
- Approved, pending and rejected items
Daily progress report
One report a day from each site, in a form the office can add up.
- Work done today
- Manpower present by trade
- Material received
- Material consumed
- Machinery used
- Weather and stoppage
- Delay reason
- Photographs
- Instructions from the office
- Safety observations
Supervisors write these on a phone before they leave site. The form is short enough to finish in a few minutes.
Plant and machinery
- Own and hired equipment
- Excavator, mixer, hoist, vibrator, scaffolding
- Site allocation
- Hire rate and hour meter reading
- Diesel issued
- Operator
- Breakdown and repair
- Service schedule
- Hire bills
- Idle equipment
Site expenses
- Petty cash at site
- Advance to supervisor
- Expense with bill photograph
- Category
- Booked to project
- Approval
- Settlement
- Unsettled advances by person
Quality checks
- Checklist before a pour
- Reinforcement and cover
- Shuttering and line level
- Concrete cube sampling
- Test results from the laboratory
- Curing record
- Non-conformance raised
- Rectification
- Sign-off by the engineer
Safety records
- Toolbox talk record
- Workers inducted
- Personal protective equipment issued
- Height work permit
- Hot work permit
- Incident record
- Corrective action
- Site inspection notes
What your safety officer does is recorded here. It does not make a site safe, and it is not a substitute for anybody’s statutory obligation.
Drawings at site
- Current drawing set by site
- Revision number
- Issued date
- Superseded drawings withdrawn
- Architect and consultant drawings
- Site queries
- Responses
- As-built drawings
Flat and plot sales
For promoters selling what they build, the other half of the business.
- Unit inventory by block, floor and facing
- Availability, blocked and sold
- Enquiries and site visits
- Booking and advance
- Agreement
- Payment schedule linked to construction stage
- Demand letters
- Receipts
- Outstanding by customer
- Registration and handover
- Channel partner and brokerage
A demand letter is raised when the stage it depends on is marked complete at site, so sales and construction stop working from two different truths.
Customer communication
A flat buyer asks the same questions each month, usually on WhatsApp.
- Construction progress update
- Stage completion notice
- Payment due reminder
- Receipt confirmation
- Photographs of the block
- Document requests
- Handover schedule
- Snag reporting after possession
A client asking about yesterday’s pour gets a link to the photograph rather than the file itself. Nothing sent on WhatsApp replaces a signed measurement sheet.
Project accounts
- Project-wise cost
- Material, labour, subcontract, machinery and overhead
- Committed cost against orders placed
- Cash out by site
- Client receipts
- Retention held and released
- Advances outstanding
- Profit against contract value
- Cost per square foot built
Statutory records the site keeps
- Work order and agreement copies
- Insurance validity
- Labour licence records
- Worker identity records
- Transport documents against inward material
- Withholding tax on contractor bills
- Approval and permission copies
- Document expiry reminders
The system holds copies and warns before dates pass. Filing anything on a government portal still happens on that portal, by your own team or your auditor.
Multiple sites
- Site-wise progress
- Material consumption
- Labour strength
- Cost against budget
- Bills raised and certified
- Receivables
- Machinery allocation
- Delay reasons by site
- Sites needing attention this week
What the director opens on a Monday
- Work done last week by site
- Manpower on each site
- Material issued against budget
- Indents waiting for approval
- Bills prepared but not submitted
- Bills submitted, certification awaited
- Payments overdue
- Retention due for release
- Extra items pending approval
- Sites running behind
Roles and access
- Director
- Project manager
- Site engineer
- Supervisor
- Storekeeper
- Purchase team
- Quantity surveyor
- Accounts
- Sales team
- Labour contractor
- Client
Integrations
- Accounting software
- WhatsApp and SMS
- Payment gateways for customer collections
- Attendance and biometric devices
- Cloud storage for drawings
- Existing estimation software
Most site offices run a mix of accounting software, an old billing package and spreadsheets. What each will give up is tested before anything is promised.
When the ready product is the better answer
We already publish construction project management software, and for a contractor whose stages, bill format and measurement practice are close to it, buying beats building.
- Sites and stages
- Labour attendance and contractor bills
- Material issue against indents
- Running bills with retention
- Site photographs and delay reasons
A custom build is worth it when your BOQ structure, your sales side or your client’s bill format does not fit inside another product. We say which of the two fits.
One connected workflow, end to end.
Every stage below can sit in one system, so nobody re-enters what the last stage already captured.
- Tender or estimate
- Work order
- BOQ and budget
- Site opened
- Indent and purchase
- Material at site
- Labour and execution
- Daily progress
- Measurement
- RA bill
- Certification
- Payment
- Handover and retention
You do not have to replace everything at once.
Each phase is usable on its own, so the system earns its place before the next part is built.
- 1
Sites, BOQ and material
The project register, the BOQ as a budget, indents, purchase, goods receipt and site stock. Stock leakage is addressed here first.
- 2
Labour and progress
Contractor work orders, attendance, measurements and the daily progress report from a phone at site.
- 3
Billing and money
Running bills, deviation statements, retention, client certification, receivables and project-wise cost against budget.
- 4
Sales and reporting
Unit inventory, bookings and demand letters for promoters, management dashboards and the integrations worth doing.
How a build actually runs.
- 01
Understand
We read three months of your site reports, indents and bills before we suggest anything.
- 02
Map
Sites, stages, approvals, contractors, stores and the points where a figure passes from site to office.
- 03
Design
Screens built for a storekeeper with dusty hands and a supervisor on a phone, not for a desk.
- 04
Build
Modules in the order that pays for itself soonest, usually material and measurement before accounts.
- 05
Test
One live site runs on it in parallel with your existing sheets, for a full billing cycle.
- 06
Deploy
Running sites are loaded with their measurements, advances and retention already held, and site teams are trained on their part.
- 07
Improve
More sites, more automation and more reporting as the company grows.
What you bring, and when.
The build moves at the speed of the answers. These are the things we ask for, in the order we ask.
- 01
A bill of quantities and a running bill
Bring a project’s bill of quantities, a recent indent and a running account bill. Add a bar bending schedule for a floor. They show how site records connect.
- 02
A site engineer, accounts and purchase
The engineer vouches for measurements. Accounts vouches for bills and deductions. Purchase vouches for supplier terms. Where their rules clash, the project head decides.
- 03
Rate contracts and retention terms
Supplier rates, contractor rates and retention terms need answers as screens appear. Site staff check each against a real day’s work. Delay here holds up billing.
- 04
Balances at each live site
Stock and contractor balances at live sites are agreed and carried over. The project head confirms them. Old registers then stop.
Systems we can put together for you.
- Construction ERP
- Site management systems
- BOQ and budget tracking software
- Material and store management systems
- Labour contractor management software
- Measurement and RA billing systems
- Daily progress reporting applications
- Plant and machinery tracking
- Builder sales and CRM systems
- Customer payment and demand letter systems
- Project costing software
- Management dashboards
- Site applications for phones
- Multi-project construction platforms
Questions owners ask before starting.
What is custom construction management software?
It is software built around one company’s BOQ structure, bill format, approval limits and site practice, instead of a package every builder configures the same way. The difference shows in measurement and billing.
Should we buy your ready product instead?
Often, yes. Construction Project Management Software already covers sites, stages, labour, material issue and running bills, and if your practice is close to it, that is the faster and cheaper route.
Can the system track material at each site?
Yes. Receipts against delivery note, issue against BOQ item, transfers between sites and physical verification, with the difference between issued and theoretical consumption visible while the work is live.
Can RA bills be prepared from measurements?
Yes. Measurements entered as they are taken build the abstract, and the abstract builds the bill, with retention and deductions held on separate lines.
Can site staff use it without a network?
Yes, for the entries that matter at site. Attendance, progress and photographs can be captured offline and sync when there is signal.
Can labour contractor bills be checked against work done?
Yes. A contractor bill sits against measured quantity and attendance, so a dispute is settled from records.
Can it handle flat sales as well as construction?
Yes, for promoters. Unit inventory, bookings, payment schedules linked to construction stages, demand letters and receipts can run in the same system as the site.
Will it file our project registration updates?
No. It can keep the quantities, photographs and stage records those updates are built from, but the filing happens on the authority’s own portal by your team or your consultant.
Can it replace our accounting software?
No. Your accountant files tax returns from the accounting software, so the system hands over bills and payments and leaves the ledgers where they are.
Can we start with one site?
Yes. Run one live site for a full billing cycle, find what the site team does not do, and fix that before the second site goes on.
Is cost against budget visible while work is running?
Yes, item by item. Packaged reports usually arrive too late to act on.
How do we decide what to build first?
Share your requirements, starting with your last three months of indents, measurements and bills. Those show where the money is leaking, and the first module follows from there.
How we work with this trade.
Ready products for this work.
If one of these fits, it is cheaper and faster than building from scratch. We will say so.
Build a construction system that keeps up with the site.
A site does not wait for the office. Material arrives, gangs work, quantities are measured, and decisions are taken whether or not they are recorded.
Send one running bill and the measurement sheets behind it. If site records and billed quantities already agree, little is needed, and we say so.
Tell us how your construction companies runs today.
We will tell you what can be digitised, what can be connected, what is worth automating, and what you should leave alone.
What happens after you share your requirements
- A senior engineer reads your answers. Nobody phones first.
- Within one business day you get a written note: what we understood, what we would start with, and the questions we still have.
- If it fits, a proposal follows with the order of work, what we need from you and what you receive at each step.
- No call is booked and nothing is paid until you have read the note. Your details stay with us.
Start with your requirements
Seven short steps that tell us what you need. A senior engineer reads them before anyone gets in touch.
Share your requirements