Build a franchise system that keeps every outlet reporting the same way.
A franchise brand grows faster than its records do. Forty outlets, and the head office still learns what an outlet sold when the franchisee sends a photograph of a register page.
The royalty invoice then goes out late, the audit score sits in somebody’s inbox, and a territory promised in a meeting two years ago turns up in an argument.
Franchise systems designed at GullySystem hold the whole chain from the first enquiry to the renewal: agreements, launches, sales reporting, royalties, audits and the portal every franchisee logs into.
Franchise businesses we can build for.
A five-outlet food brand and a master franchise operator across three states hold their networks together differently, and yours decides what the software has to police. If you own every outlet yourself, the multi-location businesses page is the closer fit.
- Food and beverage franchise brands
- Quick service restaurant chains
- Cafe and bakery franchises
- Ice cream and dessert parlour chains
- Cloud kitchen networks
- Salon and spa franchises
- Gym and fitness franchises
- Preschool and playschool chains
- Coaching brands franchising centres to local partners
- Skill training franchises
- Retail store franchises
- Supermarket and grocery chains
- Mobile and electronics store chains
- Pharmacy chains
- Labs franchising collection centres to local operators
- Clinic and wellness chains
- Courier and logistics franchises
- Car wash and detailing chains
- Home service brands franchising territories to operators
- Travel brands franchising branch offices
- Master and area franchise operators
- Brands with both owned and franchised outlets
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.
Franchise enquiries
Leads arrive from the website, expos, portals, a newspaper advertisement and a cousin who ate at one of your outlets.
- Enquiry source
- Applicant name and contact
- City and preferred location
- Investment capacity stated
- Existing business background
- Space available or to be found
- Stage of discussion
- Follow-up dates
- Documents shared with them
- Converted, pending and rejected with reason
Evaluating an applicant
- Application form
- Identity and address documents
- Financial capability declared
- Background and references
- Interview and meeting notes
- Site proposed and its catchment
- Approval by the franchise committee
- Rejection reasons on record
- Approval conditions
Whom you take as a franchisee remains your commercial and legal decision. The system records the evaluation, it does not score people for you.
Territories
Two franchisees, one main road, and a conversation nobody wanted to have.
- Territory definition by city, pin code or area
- Exclusive and non-exclusive rights
- Radius protection agreed
- Territory allotted to whom
- Territories still open
- Overlap warnings
- Master franchise areas
- Sub-franchise rights within a territory
- Expansion plan by region
Agreements and commercial terms
- Franchise agreement on file
- Agreement start and end dates
- Franchise fee
- Royalty basis and rate
- Marketing fund contribution
- Minimum purchase commitment
- Security deposit
- Renewal terms
- Transfer and exit terms
- Termination clauses
- Amendments and addenda
Your franchise agreement is a legal instrument drafted by your advisers. Terms are held here and applied to billing, and no part of the drafting or the reading of them is ours.
Opening an outlet
- Agreement signed
- Site finalised
- Layout and design
- Fit-out
- Equipment installed
- Licences in place
- Stock loaded
- Staff trained
- Launch
- Opening checklist with owners and dates
- Site measurements and photographs
- Vendor for civil and interior work
- Equipment order and delivery
- Signage and branding
- Initial stock order
- Launch marketing plan
- Delays and the reason for each
Licences and documents
- Trade licence
- Food licence where applicable
- Shop and establishment registration
- GST registration
- Fire and safety clearances
- Rent agreement
- Insurance policies
- Expiry dates and renewal reminders
- Documents pending at each outlet
Obtaining and holding these licences is the franchisee’s responsibility. The system tracks what is on file and what has expired, which is not the same as saying the outlet is in order.
Training and certification
- Training modules by role
- Owner and manager training
- Staff training at the outlet
- Recipe, service or process standards
- Training completion record
- Assessment scores
- Refresher training
- Training the incoming owner before a transfer
- Re-training required after an audit failure
- New staff onboarding
- Training material library
The operating manual
Brand standards are only standards if somebody can open them on a phone at the counter.
- Standard operating procedures by function
- Opening and closing checklists
- Recipe or service specifications
- Uniform and grooming standards
- Hygiene and cleaning schedules
- Customer handling scripts
- Version control on every document
- Acknowledgement that an outlet has read an update
- Search across the manual
The outlet record
- Outlet code and name
- Franchisee and contact
- Address and territory
- Opening date
- Company owned or franchised
- Size and seating
- Staff strength
- Equipment installed
- Agreement and renewal dates
- Performance history
- Audit scores
- Outstanding balance
Daily sales reporting
The number everything else depends on, and the one most brands receive as a photograph.
- Daily sales by outlet
- Category and item-wise sales
- Bill count and average bill value
- Payment mode split
- Discounts given
- Online aggregator sales
- Closing cash declared
- Missed reporting days
- Sales against target
Where an outlet’s billing system can be connected, sales arrive on their own. Where it cannot, you are relying on what the franchisee declares, and the system should say which outlets those are.
Royalty and fee billing
- Sales reported
- Royalty computed
- Invoice raised
- Franchisee notified
- Payment received
- Ledger updated
- Royalty on reported sales
- Fixed monthly royalty where agreed
- Marketing fund contribution
- Software or technology fee
- Deductions agreed in the contract
- GST invoice to the franchisee
- Dispute raised by an outlet
- Adjustments with approval
- Outstanding and ageing by outlet
The marketing fund
- Contribution collected by outlet
- Fund balance
- Campaigns run from the fund
- Spend by campaign and region
- Local marketing approved for an outlet
- Creative material shared with outlets
- Statement to franchisees
- Fund utilisation reporting
Supply from the brand
For brands that supply raw material, packaging or finished goods to their outlets.
- Product catalogue for outlets
- Outlet-specific price list
- Minimum order quantity
- Order placed by the franchisee
- Credit limit check
- Dispatch from the central warehouse
- Delivery confirmation
- Shortages and damages
- Returns and credit notes
- Purchase commitment against actual purchases
Stock at the outlet
- Opening and closing stock
- Receipts from the brand
- Local purchases where permitted
- Consumption against sales
- Wastage and expiry
- Physical count
- Variance beyond a norm
- Stock cover in days
- Reorder suggestions
Prices and promotions
- Menu or price list by region
- Price revisions with effective dates
- Festival and seasonal offers
- Combo and bundle definitions
- Loyalty and coupon rules
- Local offers requiring approval
- Promotion performance by outlet
- Unauthorised pricing flagged
Outlet audits
The area manager visits, and the score should not end up in an inbox.
- Audit checklist and weightage
- Hygiene and cleanliness
- Brand standards and signage
- Staff grooming and uniform
- Stock and storage
- Equipment condition
- Billing and cash practices
- Photographs against each observation
- Score and grade
- Non-conformities with owners and dates
- Closure verification
- Audit history by outlet
Customer feedback and complaints
- Complaint received centrally
- Outlet involved
- Category of complaint
- Assigned to the area manager
- Franchisee response
- Resolution and closure
- Repeat complaints at one outlet
- Online review monitoring
- Feedback score by outlet
Equipment and assets
- Assets installed at each outlet
- Brand-owned against franchisee-owned
- Warranty and AMC
- Service and breakdown history
- Vendor for each equipment type
- Replacement due
- Assets to be recovered on exit
- Asset value by outlet
The franchisee portal
Where a franchisee stops calling the head office for every second thing.
- Report daily sales
- Place orders on the brand
- View ledger and outstanding
- Download royalty invoices
- Read the operating manual
- Access training material
- Raise a ticket to head office
- View audit scores and actions
- Download marketing creatives
- Renewal and document status
The area manager’s phone
- Outlets to visit this week
- Audit checklist on site
- Photographs during the visit
- Issues raised with owners
- Stock and equipment checks
- Sales discussion notes
- Travel and expense entry
- Visit report submitted from the outlet
Head office support tickets
- Ticket raised by an outlet
- Category and priority
- Department assigned
- Response and resolution times
- Escalation when unresolved
- Whether the request is a support obligation under the agreement
- Tickets that are really a royalty or deposit dispute
- Recurring issues across outlets
- Knowledge base answers
- Ticket history by outlet
Renewals, transfers and closures
- Agreement expiry alerts
- Renewal discussion and fee
- Renewed terms recorded
- Transfer to a new franchisee
- Ownership change documents
- Relocation within a territory
- Voluntary closure
- Termination and its grounds
- Deposit refund or adjustment
- Brand material and assets recovered
Owned outlets beside franchised ones
Most brands run both, and the comparison is the most useful number they have.
- Company owned outlets
- Franchisee owned outlets
- Same reporting from both
- Cost structure differences
- Sales per square foot
- Staff cost at owned outlets
- Benchmark performance
- Pilot of new products at owned outlets
Master and sub-franchise structures
- Master franchise territories
- Royalty sharing terms
- Sub-franchisees under a master
- Reporting up the chain
- Collections by the master
- Audit rights
- Support obligations
- Performance of a master territory
What the brand owner opens weekly
- Sales by outlet and region
- Outlets not reporting
- Same-store growth
- Royalty billed and collected
- Outstanding by franchisee
- Audit scores by region
- Outlets below standard
- Openings in the pipeline
- Renewals due this quarter
- Closures and their reasons
- Purchase commitment shortfalls
- Enquiry to opening conversion
Who logs in, and what they see
- Promoter and brand owner
- Franchise development team
- Operations head
- Area and regional manager
- Training team
- Supply chain team
- Accounts and royalty billing
- Marketing team
- Franchisee
- Outlet manager
Messages and alerts
- Sales reporting reminder
- Royalty invoice raised
- Payment due reminder
- New standard operating procedure published
- Audit scheduled
- Non-conformity pending closure
- Licence expiry alert
- Renewal reminder
- Campaign announcement
Messaging depends on an approved WhatsApp or SMS provider and on the templates they clear, which limits how much detail a message can carry.
Integrations
- Billing and point of sale systems at outlets
- Accounting software at head office
- Payment gateways for royalty collection
- Food and retail aggregator platforms
- WhatsApp and SMS providers
- Learning platforms for training
- Warehouse and logistics systems
Pulling sales from an outlet’s existing billing software depends on what that software allows. Some brands solve it by supplying one billing system to every outlet, which is a decision worth taking early.
One connected workflow, end to end.
Every stage below can sit in one system, so nobody re-enters what the last stage already captured.
- Franchise enquiry
- Evaluation
- Territory allotment
- Agreement
- Fee payment
- Site and fit-out
- Training
- Launch
- Daily sales reporting
- Royalty invoice
- Audit
- Renewal
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
Network and agreements
Enquiries, evaluation, territories, agreements and the outlet record. The head office gets one list of who holds what, and where.
- 2
Openings and standards
Opening checklists, licences, training, the operating manual and outlet audits, so a new outlet opens the same way every time.
- 3
Sales and royalties
Daily sales reporting, royalty computation, invoices, the marketing fund and the ledger a franchisee can see for himself.
- 4
Supply and analysis
Orders on the brand, outlet stock, support tickets, renewals and the reporting that shows which region is actually growing.
How a build actually runs.
- 01
Understand
We sit with the operations team and one franchisee, separately. The two accounts of how reporting works are rarely the same.
- 02
Map
Agreement types, royalty bases, territory rules, audit checklists, supply terms and the approvals head office refuses to give up.
- 03
Design
The franchisee screens come first, because an outlet owner who finds the portal tedious will go back to sending photographs.
- 04
Build
Outlets, sales reporting and royalty billing first. That trio is what turns a network into a business with numbers.
- 05
Test
A handful of outlets in one region run a full month on it, royalty invoices and all, before the network is asked to move.
- 06
Deploy
Region by region, with franchisees trained in small batches and the old reporting method switched off on a stated date.
- 07
Improve
Audits, training, supply chain and analytics once daily reporting has become a habit rather than a chase.
Systems we can put together for you.
- Franchise management software
- Franchisee onboarding systems
- Territory and agreement tracking
- Outlet opening project trackers
- Daily sales reporting platforms
- Royalty computation and billing systems
- Franchisee portals
- Outlet audit applications
- Standard operating procedure libraries
- Training and assessment platforms
- Central supply and ordering systems
- Support ticketing for outlets
- Multi-brand franchise platforms
- Management dashboards
Questions owners ask before starting.
What does franchise management software do?
It holds the network in one place: applicants, territories, agreements, openings, sales reporting, royalties, audits and renewals. Head office stops rebuilding all of it from mail and photographs.
Can royalties be calculated automatically?
Yes, from reported sales and the royalty basis in each agreement. Different outlets can sit on different terms without anybody working them out by hand.
How reliable is the sales figure?
That depends on where it comes from. Sales pulled from a connected billing system are dependable, while a figure typed in by an outlet is a declaration, and the system should mark the difference.
Can we connect the billing system our outlets already use?
Sometimes. It depends on what that software allows, and it varies outlet by outlet. Many brands eventually supply one billing system to the whole network.
Can territory rights be tracked?
Yes, by city, pin code, area or radius, with a warning when a proposed outlet falls inside a territory already allotted.
Can area managers run audits on a phone?
Yes. The checklist, the photographs, the score and the actions raised are all captured at the outlet rather than typed up later.
Can franchisees order stock through it?
Yes, with their own price list, credit limit and minimum order quantity, and with dispatch and shortages recorded against the order.
Can it handle both owned and franchised outlets?
Yes, and it should. Reporting the same way from both is what makes the comparison meaningful when you decide where to expand.
Can it manage a master franchise structure?
Yes. Sub-franchisees can sit under a master territory with royalty sharing, reporting up the chain and audit rights recorded.
Does it handle our franchise agreement legally?
No. The agreement is drafted by your legal advisers. It is stored here, its dates are tracked, and its commercial terms drive the royalty invoice.
Where should a growing brand start?
Outlets, daily sales reporting and royalty billing. Audits, training and supply can follow once every outlet is reporting without being chased.
Can it be built as a platform for several brands?
Yes. If you run more than one brand, or intend to sell the platform to other franchisors, it is designed as a multi-tenant system from the start.
Build a system that holds the whole network.
A franchise brand is only as good as its weakest outlet and its slowest report. Both problems are record problems before they are people problems.
Take one outlet’s last quarter and work out the royalty from its own sales figures. If you cannot do that without ringing the franchisee, the reporting layer is where your build begins.
Tell us how your franchise businesses runs today.
We will tell you what can be digitised, what can be connected, what is worth automating, and what you should leave alone.
- No obligation
- We reply the same working day
- Your details stay private