Custom software · Facility management companies

Build a facility management system that makes twelve sites report the same way.

A facility management company is judged on a clean washroom, a lift that works and a reply before the client has to ask twice. It is run on attendance, consumables and manpower cost. The two views come off the same day, and almost never off the same sheet.

Most of the trouble is format, not effort. One supervisor sends an Excel, another sends photographs at eleven at night, a third sends nothing until head office chases him on the third of the month.

The systems GullySystem builds for facility companies start with that mess. One contract structure, one attendance record, one checklist, one ticket, and a monthly report the client can read without ringing you.

Talk to us about your requirement Free technology audit

Who this is for

Facility businesses we can build for.

A soft-services contractor with four sites and an integrated facility company running plant rooms across a state need different systems, and the build follows what you have taken responsibility for. If your business is deploying guards, spraying for termites, servicing chillers or supplying manpower on a rate card, the security agencies, pest control, HVAC and staffing pages fit better. This page is for the company that answers to the building owner for all of it.

Integrated facility management companies
Soft services contractors inside an integrated contract
Technical and hard services contractors
Building maintenance companies
Apartment and society maintenance firms
Commercial property maintenance firms
Mall and retail facility teams
IT park and campus facility teams
Pantry and cafeteria service providers
Landscaping and horticulture contractors
Water and sewage treatment plant operators
Lift and escalator maintenance firms
Chiller and cooling tower service companies
Building automation and energy management contractors
Diesel generator service companies
Fire safety maintenance companies
Multi-city facility operators

What can be built

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.

Client contracts and sites

The contract is the thing every other module argues with at month end.

Client and site master
Contract period and renewal date
Scope of services
Manpower deployment by role
Contracted rates per role
Lump sum or manpower billing
Reimbursable items
Service levels agreed
Penalty clauses
Bank guarantee given, and the date it expires
Escalation matrix and contacts
Site working hours
Contract documents

Where a client pays for a headcount and a body is absent, the shortfall shows before the invoice does, not after the client points it out.

Attendance and muster

Marked at the site, at the start of the shift, on the supervisor’s phone.

Shift-wise attendance
Present, absent and on leave
Late arrival
Reliever attendance
Overtime hours
Weekly off
Photo and location capture
Monthly muster by site
Absenteeism by site and role

Biometric and face devices can feed the same record, but that depends on the device and whether the manufacturer opens its data. It is checked model by model.

Shift roster

Shift definitions
Roster by site and role
Weekly off planning
Reliever pool
Double shift records
Roster changes with reason
Notification to staff
Roster against contract headcount

Daily checklists

Washrooms, lobbies, lifts, staircases, plant rooms and the parking level nobody checks until the client does.

Checklist per area and frequency
Hourly washroom checks
Common area checks
Plant room checks
Periodic deep cleaning
Completion with time stamp
Photographs against each check
Missed checks
Supervisor verification

Complaint tickets

Complaint raised
Ticket logged
Assigned to staff
Attended
Closed with proof
Client confirmation

Complaint source and category
Location within the site
Priority
Assigned technician or housekeeper
Time taken
Before and after photographs
Reopened complaints
Complaint history by location

Response times and escalation

When a ticket sits too long, it should climb by itself rather than wait for the client to climb first.

Response and resolution targets by category
Time running against each ticket
Breached tickets
Escalation to supervisor
Escalation to facility manager
Escalation to head office
Repeat complaints at the same location
Monthly performance against agreed levels

Asset register

Every machine you are responsible for, with a code on it that a phone can scan.

Asset code and QR tag
Asset category and location
Make, model and serial number
Capacity and rating
Installation date
Warranty
Under AMC or not
Vendor
Service history
Breakdown history
Condition and criticality

Planned preventive maintenance

The DG service that was due last week, and the paper log in a drawer at the site that nobody at head office can see.

Schedule per asset
Daily, weekly, monthly and quarterly tasks
Task checklist per machine
Auto-generated work orders
Technician assignment
Completion with readings
Photographs and sign-off
Overdue schedules
Compliance by site

Breakdowns and repairs

Breakdown reported
Asset and fault
Downtime start and end
Technician attending
Spares used
External vendor called
Root cause noted
Repeat breakdowns
Repair cost against the asset

Plant room readings

Numbers somebody writes on a log sheet, and which nobody adds up until there is an argument.

Diesel stock and consumption
DG running hours
Energy meter readings
Water meter readings
Tanker water received
STP and WTP readings
Chemical dosing records
Temperature and pressure readings
Consumption trends by site

Technical services

Diesel generators
HVAC and chillers
Lifts and escalators
Pumps and plumbing
Electrical panels and UPS
Fire alarm and hydrant systems
Sewage and water treatment plants
Building management systems
Access control and CCTV

Reading live data out of a building management system or a lift controller depends entirely on what that manufacturer exposes. We check before promising it.

Vendors and sub-contractors

Vendor master by service
Rate contracts
Work orders
Scheduled visits
Visit reports
Vendor invoices
Payment status
Vendor performance by site
Documents and insurance validity

AMC contracts you hold and you give

Some contracts you sell to clients, and some you buy from lift and chiller vendors. Both have renewal dates that arrive quietly.

Contract type and scope
Covered assets
Visit frequency
Visits due and visits done
Contract value and billing schedule
Renewal date and reminders
Non-covered work
Contract documents

Consumables and the central store

Chemicals, tissue rolls, garbage bags, mops and the cost that drifts upward quietly.

Item master
Central store stock
Site-wise issue
Norm per site by headcount or area
Consumption against norm
Variance flagged before month end
Indent from site
Purchase orders
Goods receipt
Reorder levels

Machines, tools and uniforms

Scrubbing and vacuum machines
Tools issued to technicians
Uniform and shoe issue
Identity cards
Safety equipment
Return on exit
Damaged and written off
Item held against each person

Staff records and statutory registers

Where a facility company keeps its own records rather than in a separate payroll office.

Employee record and photograph
Aadhaar, PAN and bank details
PF and ESI numbers
Police verification record
Joining and exit dates
Site allocation history
Wage register data
Leave records
Training records

Labour law obligations rest with your company and its own advisers. The system keeps the records you are asked for, and it does not tell you what the law requires.

Payroll inputs

Days present by site
Overtime hours
Night shift allowance
Deductions
Advances
Site-wise wage cost
Export to payroll software

Site-wise billing

Month end, and the same attendance the client disputed is sitting beside the invoice.

Manpower billing by role and days
Lump sum contract billing
Reimbursable consumables
Additional work orders
Penalty adjustments
GST invoice
Client purchase order reference
Outstanding and ageing
Payment follow-up
Billing against contract value

Client portal

The admin manager stops mailing you, which is usually the point.

Raise a complaint
Track ticket status
View attendance at the site
Checklist completion
Preventive maintenance compliance
Asset service history
Monthly report
Invoices and dues
Escalation contacts

Supervisor application

A phone, a site, and twenty things before lunch.

Mark attendance
Allot areas
Complete checklists with photographs
Raise and close tickets
Record readings
Request consumables
Report a breakdown
Shift handover notes
Daily site report

Technician application

Assigned work orders
Asset details and history
Scan the asset QR code
Maintenance checklist
Readings and observations
Spares consumed
Photographs
Completion sign-off

New business and tenders

Enquiries and leads
Site survey record
Manpower and cost working
Quotation
Tender submissions
Follow-ups
Won and lost with reason
Contract start handover

Head office view

Site-wise headcount and shortfall
Attendance across sites
Open and breached tickets
Preventive maintenance compliance
Breakdowns by asset category
Consumable cost against norm
Manpower cost by site
Contract profitability
Renewals due
Outstanding by client
Audit scores

Who logs in, and what they see

Director
Operations head
Facility manager
Site supervisor
Technician
Housekeeping staff
Store keeper
HR and payroll team
Accounts team
Client admin manager

Messages and alerts

Ticket acknowledgement to the client
Ticket closure with photograph
Escalation alert
Preventive maintenance due
AMC renewal reminder
Low consumable stock
Attendance shortfall alert
Monthly report dispatch

A supervisor gets a task on WhatsApp, a client gets a monthly report. Only the first is a template a provider will clear, and the report is better sent as a link.

Integrations

Biometric and face attendance devices
Payroll software
Accounting software
Building management systems
Energy meters
SMS and WhatsApp providers
Client helpdesk systems
Existing ticketing software

The journey

One connected workflow, end to end.

Every stage below can sit in one system, so nobody re-enters what the last stage already captured.

Enquiry or tender
Site survey
Contract and deployment
Daily attendance
Checklists and readings
Complaint ticket
Preventive maintenance
Resolution with proof
Consumable issue
Monthly report
Invoice
Collection
Renewal

Built in phases

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, people and attendance
Contracts, deployment, roster and attendance from the supervisor’s phone. Head office stops rebuilding the muster by hand in the first week of each month.
2
Tickets and checklists
The helpdesk, daily checks with photographs, escalation rules and the client portal that ends most of the evening phone calls.
3
Assets and maintenance
Asset register, preventive schedules, breakdowns, plant room readings, consumables and vendor work orders.
4
Billing and analysis
Site-wise invoicing, contract profitability, audit scores and the reporting a director uses to decide which site is losing money.

How we work

How a build actually runs.

01
Understand
We visit two sites that report differently, and read the last three monthly reports that head office had to assemble by hand.
02
Map
Contracts, roles, shifts, checklists, assets, escalation paths and every place a photograph is currently doing the work of a record.
03
Design
The supervisor’s screen is designed first. If that one is wrong, nothing else in the system gets filled in.
04
Build
Attendance and tickets usually come first, because they are what the client notices and what head office chases.
05
Test
One site runs a full month on it, including the month-end billing, before any other site is touched.
06
Deploy
Site by site, with supervisors trained on their own phones and the client shown the portal before it goes live for them.
07
Improve
Preventive maintenance, audits and contract profitability once the daily discipline has settled.

What we can build

Systems we can put together for you.

Facility management software
Plant room and utility logging systems
Complaint and helpdesk systems
Preventive maintenance software
Asset management systems
AMC management software
Supervisor and technician applications
Attendance and deployment systems
Consumable and store management
Client portals
Site-wise billing systems
Vendor management software
Management dashboards
Multi-tenant facility SaaS platforms

Common questions

Questions owners ask before starting.

What does custom facility management software cover?

Contracts, deployment, attendance, checklists, complaint tickets, assets, preventive maintenance, consumables and site-wise billing. The point is that all of it comes off one record rather than twelve site formats.

Is this different from housekeeping software?

Yes, by the technical half. A housekeeping contract needs deployment, muster, checklists and consumables. A facility contract adds the asset register, preventive maintenance, plant room readings and the AMCs you hold on lifts and chillers, and that half is the harder build.

Can supervisors mark attendance from the site?

Yes, on a phone, with a photograph and a location stamp if you want them. The monthly muster then needs no retyping at head office.

Can we connect our biometric devices?

Sometimes. It depends on the device and whether its manufacturer allows data out, so we check each model rather than assuming it will work.

Can complaints be closed with photographic proof?

Yes. Before and after photographs can be attached to a ticket, with the time recorded, which is what settles a dispute with a client months later.

Can the client see the ticket status themselves?

Yes, through a client portal with only their site visible. Most admin managers stop calling once they can see the ticket moving.

Can the system track preventive maintenance for DG sets and lifts?

Yes. Schedules sit against each asset, work orders are raised on their own, and overdue schedules are visible from head office rather than from a drawer at the site.

Can it handle both lump sum and manpower billing?

Yes. Some contracts bill a fixed monthly amount, others bill by role and days present, and reimbursable consumables can ride on either.

Can we control consumable costs with it?

You can see them, which is the part that is missing today. A norm per site is set, and issues beyond the norm are flagged while the month is still open.

Can it keep our statutory records?

It can hold employee records, wage register data, PF and ESI numbers and police verification records. What the law requires of you is a question for your own advisers, not for us.

Can we run it across several cities?

Yes. Sites, regions and branches sit in one system with permissions by location, and head office sees the consolidated picture.

Can we start small?

Yes. Attendance, checklists and tickets at a few sites are enough to be useful, and assets and billing can follow once supervisors are used to the phone.

Your trade

How we work with this trade.

Facility management companies

Make every site report the same way.

Nothing here asks your sites to work differently. It asks the twelve ways of recording the same day to become one way, so that head office stops rebuilding the month by hand.

Start with one contract and one site, and show us how the month gets reported. The first build is normally the one that makes that report arrive without a phone call. Your payroll package carries on as it is.

Tell us how you work

Tell us how your facility management 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.

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