Custom software · HR consulting companies

Build an HR system around your clients, your calendar and your recruitment desk.

An HR consultancy lives on other people’s deadlines. Thirty clients, one payroll cut-off, and PF and ESI dates that do not move because a client sent attendance late.

Each client does something a little differently. Different salary heads, different leave rules, different attendance formats, different people who have to approve before a payslip goes out.

The software that helps here holds all of them on one calendar, in their own shapes. Your team stops converting sheets by hand on the second of every month.

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Who this is for

HR businesses we can build for.

A payroll outsourcing firm and a compliance practice do almost nothing in common, and software written for one is of little use to the other. If your income is a placement fee, the recruitment agencies page is written for that desk. If you put people on your own rolls and bill the client for their time, read staffing companies instead.

HR consultancies
Payroll outsourcing firms
Statutory compliance consultants
Firms running payroll and recruitment together
Payroll shared service centres
HR advisory and policy firms
Training and development companies
Background verification firms
Labour law consultants
PEO and employer of record firms
HR technology resellers
Corporate HR departments
Multi-branch consulting firms

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.

Start from what already exists

GullySystem has an employee records and self-service product covering the master record, documents and their expiry dates, shifts, attendance, leave balances and payslip downloads.

For a single company that is often enough. A consultancy running thirty client companies on one calendar is a different shape, and that is where a build starts to pay.

Your clients

Client company record
Branches and locations
Headcount on your rolls
Services you handle for them
Contact persons and approvers
Agreement and renewal date
Fee arrangement
Registration numbers
Documents
Service history

Each client’s own rules

This is the part a ready package cannot carry, because every client is an exception.

Salary heads and structure
Attendance cycle dates
Overtime rule
Grace period and late marks
Leave types and accrual
Holiday list
Shift patterns
Approval chain
Payslip format and logo
Payment cycle

Attendance in whatever shape it arrives

An Excel sheet, a biometric export, or a photograph of a register held at an angle.

Client upload in a set format
Biometric machine export
Attendance marked in a portal by the client
Mobile punch for field staff
Register entry by your own team
Name and code matching
Missing punch list
Duplicate and mismatched names
Query sent back to the client
Locked once approved

Reading directly from a biometric machine depends on the device, its software and whether the client will open it to you. Where it will not open, the export stays an upload.

The payroll run

Attendance locked
Changes applied
Payroll run
Checking
Client approval
Payslips
Bank file
Filings

What goes into a salary

Basic, HRA and allowances
Variable pay and incentives
Overtime
Arrears from a back-dated revision
Bonus
Leave encashment
Advances and loan recovery
PF, ESI, PT and TDS
Other deductions
Net payable

Mid-month surprises

New joiners, exits and revisions arrive as emails on the first, and payroll runs on the third.

Joiners after the cut-off
Exits mid-cycle
Salary revisions with arrears
Loss of pay corrections
Reimbursement claims
Transfers between branches
Change of bank account
Held salaries

Payslips and tax documents

Payslip per employee
Client branding on it
Emailed or on a login
Income tax declarations
Proof submission
Tax working per employee
Form 16 distribution
Salary certificates
Payslip history since joining

The statutory calendar

Thirty clients, one late return. The penalty is small and the relationship is not.

PF due dates
ESI due dates
Professional tax
TDS payment and returns
Labour welfare fund
Shops and establishment renewals
Registers and returns under labour law
Client-wise filing status
Challan and acknowledgement record
Reminders before each date

The filing itself happens on the department portals, by your team, under your own professional judgement. The system tracks the dates, the challans and what is still open.

Full and final settlement

Resignation
Notice period
Clearance
Recovery and dues
Settlement working
Client approval
Payment
Relieving letter

Employee queries

Payslip and PF questions arrive on WhatsApp from people you have never met, and they expect an answer by evening.

Query logged with the client and employee
Category
Assigned to a person
Response and closure
Pending queries by age
Repeated questions
Answers reused
Query load per client

Employee self-service

Payslips and tax documents
Leave balance and application
Attendance record
Holiday list
Personal details
Bank and address changes for approval
Reimbursement claims
Declarations
Raise a query

Most factory and field staff will not install an app. A phone browser login usually gets used where an app store download does not.

Recruitment, requisition to joining

Requisition
Sourcing
Screening
Client shortlist
Interview rounds
Selection
Offer
Joining

The candidate database

A resume that arrived two years ago is worth nothing if nobody can find it today.

Candidate profile
Resume and parsed details
Current and expected salary
Notice period
Skills and experience
Location preference
Source of the resume
Status against each position
History of submissions
Blacklist and do-not-contact

Resume parsing reads what it can from the file. A creatively formatted resume will still need a human eye, so the fields stay editable.

Positions you are working on

Client and role
Job description
Salary band
Location
Number of positions
Priority and closing date
Recruiter assigned
Candidates submitted
Interviews scheduled
Positions closed and dropped

Interviews

Round-wise schedule
Interviewer and panel
Client availability
Candidate confirmation
Feedback per round
Rescheduling
No-shows
Selection decision
Reason for rejection

Offers and joining

Offer details and salary breakup
Offer letter issued
Acceptance
Expected joining date
Follow-up until joining
Candidates who did not join
Replacement period against the client
Invoice trigger on joining
Joining confirmation

The drop between offer and joining is the number a recruitment desk cares about most, and it is worth tracking by source and by client.

Contract and temporary staffing

Where the people are on your rolls and working at the client’s place, both sides of the record have to hold.

Deployed staff by client and site
Deployment and end date
Site supervisor
Attendance from the site
Salary paid by you
Statutory paid by you
Billing rate against pay rate
Replacement of absent staff
Contract renewal
Margin per deployment

Billing your clients

Fee per employee processed
Fixed monthly retainer
Recruitment fee on joining
Registrations and one-time work
Contract staffing invoices
Work nobody remembers to add
Invoice and GST
Outstanding by client
Payment follow-up
Client-wise profitability

The one-time work is where a consultancy quietly loses income. Logging it when it happens matters more than any invoice format.

Onboarding a new employee

Joining form on a phone
Document upload
PAN, Aadhaar and bank details
UAN and ESIC allotment
Nomination forms
Policy acknowledgements
Asset issue
Induction checklist
Probation date
Reporting manager

The employee master

Employee code and client
Designation and department
Date of joining
PAN, Aadhaar, UAN and ESIC number
Bank account
Contract or permanent
Documents with expiry dates
Family and nominee details
Address and emergency contact
Service history

Leave and holidays

Leave types per client
Opening balance and accrual
Carry forward rules
Application and approval
Compensatory off
Loss of pay
Holiday list by state
Leave against attendance
Balance both sides believe

Appraisals

Appraisal cycle per client
Goals and responsibilities
Self-assessment
Manager review
Skip-level review
Rating scale
Increment working
Promotion record
Letters issued
Cycle status by client

An appraisal system does not make the conversation happen. It records what was agreed, which is what people argue about a year later.

Training

Training calendar
Trainer and venue
Nominations
Attendance
Feedback
Assessment
Cost per programme
Training records per employee

Exits

Resignation date
Notice period and buyout
Exit interview
Clearance from each department
Asset return
Dues recovery
Settlement
Relieving and experience letters
Reason for leaving
Attrition by client

Letters and documents

Offer letter
Appointment letter
Confirmation letter
Increment letter
Warning and show-cause letters
Transfer letter
Relieving letter
Experience letter
Your own templates per client

Client portal

Upload attendance
Approve payroll
View payslips and registers
Filing status and challans
Raise a recruitment requisition
Review shortlisted candidates
Invoices and payment status
Reports
Raise a query

The partner’s sheet that only she fully understands is fine until she takes a holiday. That is the sheet this replaces.

Who sees what

Partner
Payroll team
Compliance team
Recruiter
Account manager
Accounts
Client HR
Client approver
Employee
Candidate

Selling it to other consultancies

If the aim is software other HR firms pay for, each firm’s clients and payroll data have to sit in their own compartment from the first screen.

Separate data per consultancy
Client and employee limits by plan
Subscription billing
Branding per firm
Onboarding a new firm
Configuration without code
Support desk
Usage reporting

What it connects to

Tally and accounting software
Biometric attendance machines
Bank salary upload files
Job portals and resume sources
Email and calendar for interviews
WhatsApp and SMS
Background verification agencies
Existing client HR systems

Job portal feeds and verification agencies each decide what they open up, and the terms change. We check before any of it goes into a plan.

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.

Requisition
Sourcing
Interview
Offer
Joining
Onboarding
Attendance
Payroll
Filing
Appraisal
Exit
Settlement

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
Clients and payroll
Client setup, each client’s rules, attendance intake and the payroll run. The month stops being three days of retyping.
2
The calendar and the queries
PF, ESI, PT and TDS dates per client with filing status, plus the employee help desk that eats your afternoons.
3
Recruitment
Requisitions, the candidate database, interviews, offers and the follow-up that decides whether a joiner actually joins.
4
Billing and the client portal
Fees by headcount, one-time work, invoices, outstanding, and the portal that lets a client upload and approve on their own.

How we work

How a build actually runs.

01
Watch a payroll month
We sit through one cut-off with your team, including the client who sends attendance on the second.
02
Map
Clients, their rules, your team, approval chains, due dates and every format a sheet arrives in.
03
Design
Screens for the payroll executive, the recruiter and the client, which are three different jobs.
04
Build
Attendance intake and payroll first, because that is where the hours go.
05
Run in parallel
One month is processed both ways, old and new, and the two are compared employee by employee.
06
Deploy
Go-live with a few clients before the whole book moves across.
07
Extend
The client portal, recruitment, appraisals and reporting, once the monthly run is steady.

What we can build

Systems we can put together for you.

HRMS platforms
Payroll software for multiple clients
Statutory compliance trackers
Applicant tracking systems
Recruitment agency software
Contract staffing management systems
Employee onboarding systems
Employee self-service portals
Performance management systems
Training management software
Client portals
Consultancy billing systems
HR dashboards
Multi-tenant HR SaaS platforms

Common questions

Questions owners ask before starting.

What is custom HR consultancy software?

It is software built around a consultancy running HR for other companies, rather than an HRMS built for one employer. The difference is that every client is a separate rule set.

Can it handle thirty clients with thirty different attendance formats?

Yes, and that is usually the reason to build. Each client gets its own intake and its own rules, and your team stops converting sheets by hand.

Does it file PF and ESI returns for us?

No. Filing happens on the department portals under your own professional judgement. The system holds the calendar, the working, the challans and the status per client.

Should we buy your employee records product instead?

If you are one company managing your own staff, very likely. It covers the master record, documents, shifts, attendance, leave and payslip downloads, and it starts sooner.

Can recruitment and payroll sit in the same system?

Yes, and it helps. A candidate who joins becomes an employee record without anybody retyping the details, and the recruitment invoice is raised on joining.

Can clients approve payroll themselves?

Yes, through a client portal. They upload attendance, see the working, approve it, and the approval is recorded with a date and a name against it.

Can employees of our clients get their own login?

Yes. Payslips, tax documents, leave balance and queries can sit on a login, which is what takes the WhatsApp load off your team.

Can it read our clients’ biometric machines?

Sometimes. It depends on the machine, its software and whether the client will open it. Where they will not, the export stays a file upload.

Can we bill by the number of employees processed?

Yes. Fees can be worked out from the headcount actually processed that month, with one-time work added as it happens rather than from memory.

Can we sell this to other HR firms?

Yes, though that is a product rather than an internal tool. Each firm’s clients, payroll data and logins belong in their own compartment, and you will also need plans, invoices and a way to stop a defaulter.

What will it not do?

It will not interpret labour law for you, and it will not make a client send attendance on time. It will show you who has not sent it, early enough to ring them.

Your trade

How we work with this trade.

HR consultancies

Already built

Software we already run for this work.

If one of these fits, it is cheaper and faster than building from scratch. We will say so.

Employee Records and Self-Service Software

Build the system your HR practice runs its month on.

A consultancy is judged on dates it does not control and formats it did not choose. The software should absorb that mess rather than add to it.

Send us the input format three of your clients push at you on the first of the month. If those three can be made to land in one shape, your payroll fortnight gets shorter, and that is the build.

Tell us how you work

Tell us how your hr consulting 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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