Build pharma distribution and field-force software around your stock, stockists and doctor calls.
A pharma business runs on two clocks at once. Stock moves from the carrying and forwarding agent (CFA) to the stockist to the chemist, and a field team moves from doctor to chemist along a beat. The two clocks rarely meet in the same software.
Most of the gap is filled by hand. Primary sales sit in your accounting software and secondary sales arrive as stockist statements on the fifth. Daily call reports come in on WhatsApp, and near-expiry stock is found by somebody walking the racks.
A system built by GullySystem can hold both clocks in one place. Batch, expiry and licence sit on the stock side. Beat plan, doctor call and chemist order sit on the field side.
Pharma businesses we can build for.
A single-district stockist and a company with a field team across several regions argue about different numbers. The number argued about most decides how the system is organised.
- Pharmaceutical manufacturers
- Marketing and branded generic companies
- Companies appointing franchise partners by district
- Units manufacturing for other pharma brands
- Super stockists
- CFA operators
- Pharma distributors
- Stockists and sub-stockists
- Surgical and disposables distributors
- Medical device distributors
- Diagnostic reagent distributors
- Ayurvedic and nutraceutical companies
- Veterinary pharma companies
- Generic medicine chains
- Institutional and hospital supply businesses
- Export-oriented pharma businesses
- Cold chain distributors
- Multi-division pharma companies
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.
Product and batch master
The record that everything else in a pharma system reads from.
- Product name and composition
- Brand and generic name
- Pack size and unit of measure
- Division and therapeutic segment
- Tax classification code and sales tax or VAT rate
- Retail price, price to retailer and price to stockist
- Batch number
- Manufacturing and expiry date
- Manufacturer and marketer
- Storage condition
- Schedule classification
- Barcode
Stock by batch, not by product
In pharma a quantity without a batch is not a stock figure.
- Batch-wise stock on hand
- Warehouse and rack location
- Free and blocked quantity
- Stock in transit
- Damaged and quarantined stock
- Cold chain stock
- Opening and closing balance
- Stock transfer between warehouses
- Physical stock count and adjustment
Batch tracking only works if the person receiving goods enters the batch. It can refuse an entry without one, but somebody still has to read the carton.
Expiry and near-expiry
Near-expiry stock is the costliest stock, so it is listed early.
- Near-expiry list by month
- Expired stock
- Slow-moving batches
- Expiry alert by product and party
- Batch recall list
- Saleable and non-saleable returns
- Breakage and expiry claim
- Credit note against claim
- Destruction record
Primary sales
- Stockist order
- Credit check
- Batch allocation
- Invoice
- Transport document
- Dispatch
- Delivery confirmation
- Payment
Secondary sales
What the stockist sold onward, which is the number the field team is judged on.
- Stockist sales statement upload
- Chemist-wise secondary sales
- Product-wise secondary sales
- Territory and beat rollup
- Primary against secondary comparison
- Stockist closing stock
- Scheme consumption
- Missing statement tracking
Where a stockist sends no statement, the month is shown as missing and is not filled with an estimate.
Stockist and chemist master
- Party name and type
- Drug licence number and validity
- Tax ID
- Territory and beat
- Credit limit and credit days
- Price list applicable
- Delivery address and route
- Contact person
- Outstanding balance
- Transaction history
A wholesale supply needs the buyer’s drug licence on record. The system can block an invoice where the licence has lapsed, and that rule is set by you.
Order booking
An order can arrive from a field representative, a telecaller, a stockist login or a phone call, and reach the same place.
- Order entry by representative
- Stockist self-ordering
- Repeat and standing orders
- Scheme application
- Minimum order quantity
- Free goods
- Order approval
- Partial order
- Order status
Schemes and offers
- Quantity slab schemes
- Free goods schemes
- Value-based discount
- Product combination offers
- Division-specific schemes
- Party-specific schemes
- Scheme start and stop date
- Scheme cost tracking
A scheme left running with no stop date is one of the reasons a pharma ledger stops reconciling, so the date is compulsory in the record.
Invoicing and taxation
- Tax invoice with batch lines
- Multiple tax rates in one invoice
- Credit and debit notes
- Transport document details
- Electronic invoice details
- Transporter and receipt number
- Sales returns
- Invoice cancellation with reason
Dispatch and logistics
- Pick list by batch and rack
- Packing slip
- Carton and case count
- Transporter and vehicle
- Transport receipt and docket number
- Cold chain handling instruction
- Delivery proof
- Short and damaged delivery
- Return pickup
The field force application
What a medical representative needs on a phone, standing outside a clinic.
- Today’s beat and call list
- Doctor and chemist profile
- Call reporting
- Products detailed
- Sample and input issue
- Order booking at the chemist
- Stock check at the counter
- Geo-stamped call entry
- Expense entry
- Leave request
- Offline entry with later sync
Location capture depends on the phone, the signal and the permission the representative grants. In a basement clinic it will not be reliable, and the report can say so rather than record a false point.
Beat plan and tour programme
- Monthly tour plan
- Manager approval
- Daily beat
- Calls made
- Deviation recorded
- Coverage report
Doctor coverage
The doctor list is the main asset in a prescription business, and it often lives in a representative’s own notebook.
- Doctor profile and speciality
- Clinic and hospital attachment
- Category and call frequency
- Preferred call time
- Products discussed
- Prescription potential
- Chemists near the clinic
- Visit history
- Inputs and samples given
- Relationship owner
Whatever is recorded against a doctor must follow the marketing code your company has adopted and its own legal advice. We design the record your policy permits, and we do not advise on what that policy should be.
Chemist coverage and prescription audit
The retail chemist prescription audit is recorded at the counter and not written up at night from memory.
- Chemist profile
- Products stocked
- Competitor brands seen
- Prescription movement observed
- Orders booked
- Outstanding at the counter
- Expiry lying at the counter
- Visit history
Daily call report
- Calls planned against calls made
- Doctor and chemist split
- Orders booked value
- Samples issued
- Joint working with manager
- Deviation reason
- Submission time
- Manager remarks
Field expenses
- Daily allowance
- Travel by mode and distance
- Lodging
- Local conveyance
- Bill upload
- Manager approval
- Rejected claims with reason
- Monthly settlement
- Payroll handover
Sales hierarchy
Each level sees the level below it, and its own numbers.
- Medical representative
- Area manager
- Regional manager
- Zonal manager
- Sales head
- Division head
- Distribution and warehouse team
- Accounts team
- Management
Territory and division
- Headquarter and territory mapping
- Beat allocation
- Vacant territory
- Division-wise product list
- Division-wise field team
- Territory transfer
- Target by territory
- Coverage against plan
Targets and achievement
- Monthly and quarterly targets
- Product-wise target
- Territory-wise target
- Primary and secondary achievement
- New doctor addition
- New chemist addition
- Incentive calculation input
- Shortfall tracking
Incentive rules differ in every pharma company and change every year, so the calculation is built to your scheme and kept editable.
Outstanding and collections
- Party-wise outstanding
- Ageing buckets
- Credit limit breach
- Cheque, card and bank transfer receipts
- Post-dated cheques
- Collection by representative
- Cash handover
- Payment reminders
- Statement of account
Purchase and production input
- Requirement
- Purchase order
- Manufacturer or CFA
- Goods receipt with batch
- Quality check
- Stock entry
- Purchase invoice
- Payment
Third-party manufacturing
For companies that market rather than manufacture, the contract manufacturing trail and the licences behind it.
- Manufacturer and unit
- Product allocation
- Batch planning
- Raw material and packing material supply
- Batch release
- Artwork version
- Dispatch to CFA
- Costing per batch
CFA and depot
- Depot-wise stock
- Stock transfer note
- Depot receipts
- Depot dispatches
- Depot closing stock
- Depot claims
- Depot reconciliation
- Depot expenses
Stockist portal
Where the stockist places the order directly, phone calls and retyping both go away.
- Place orders
- View price list and schemes
- Order status
- Invoice download
- Ledger and outstanding
- Expiry claim submission
- Credit note status
- Upload secondary sales
Institutional and tender supply
- Tender record
- Rate contract
- Institution master
- Supply schedule
- Batch supplied
- Delivery note
- Bill submission
- Payment follow-up
Management dashboards
- Primary sales by division
- Secondary sales by territory
- Stock cover in days
- Near-expiry value
- Returns and claims
- Field coverage against plan
- Doctor call average
- New party addition
- Outstanding and ageing
- Scheme cost
- Top and bottom products
- Vacant territory impact
WhatsApp, SMS and email
- Order confirmation to stockist
- Dispatch and transport receipt details
- Payment reminder
- Ledger statement
- Near-expiry alert to party
- Scheme announcement
- Field team daily summary
An order confirmation or a pending payment note to a stockist is routine. Anything that reads as promotion of a drug to a patient is not.
Integrations
- Accounting software
- Tax and e-invoice portals
- Transport document generation
- Payment gateways
- SMS and WhatsApp providers
- Existing distribution software
- Barcode scanners
- Payroll software
Stockist software in this trade is often an old desktop package with a printed report and little else. We look at what yours can export before promising a connection, because sometimes the honest answer is a nightly file.
Access and audit trail
Who changed a rate, a batch or a credit limit, and when.
- Price and scheme changes
- Credit limit changes
- Invoice cancellation
- Batch adjustment
- Call report edits
- Expense approvals
- Login history
- Data export history
One connected workflow, end to end.
Every stage below can sit in one system, so nobody re-enters what the last stage already captured.
- Tour plan
- Doctor and chemist call
- Order booking
- Credit check
- Batch allocation
- Invoice and transport document
- Dispatch
- Stockist receipt
- Secondary sales
- Expiry and claims
- Collection
- Incentive input
- Management review
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
Stock and billing
Product and batch master, stock by batch, order booking, invoicing with transport document details and party outstanding. The warehouse and the billing desk work on this much alone.
- 2
The field team
The representative application, beat plans, doctor and chemist coverage, daily call reports and expenses.
- 3
Stockists and secondary sales
The stockist portal, secondary sales capture, expiry and breakage claims, credit notes and depot reconciliation.
- 4
Targets and dashboards
Targets, incentive inputs, management reporting and the integrations with your accounting software and the tax portals.
How a build actually runs.
- 01
Understand
We sit with how your stock and your field team move today, including the statements that arrive as photographs.
- 02
Map
Divisions, territories, parties, batches, schemes, approvals and the points where one person hands work to the next.
- 03
Design
Screens and permissions drawn around that map, with the representative application designed for a phone first.
- 04
Build
Stock and billing usually come first, since they make the system useful soonest.
- 05
Test
Your own billing desk and two or three representatives run a real month through it before go-live.
- 06
Deploy
Go-live is division by division, with the field team trained on their part of it.
- 07
Improve
More integrations, more automation and better reporting as the divisions and the team grow.
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
Batch master, stockist list and scheme sheets
Provide the product and batch master, a stockist list with territories, current schemes and a sample invoice. Field call report formats help. Spreadsheets suit.
- 02
Regional manager, depot in-charge, accountant
A regional manager, a depot in-charge and an accountant comment on draft screens. Divisions can clash over territory rules. The sales head decides.
- 03
Scheme stacking, near-expiry cut-offs and stockist credit
How schemes combine, the cut-off for near-expiry stock and credit ceilings per stockist need answers before billing screens settle. Each owner tries the screen they will use.
- 04
Batch stock, stockist ledgers and field phones
Stock by batch with expiry, stockist balances and territory assignments come across. Field staff phones are readied for the app. The sales head approves.
Systems we can put together for you.
- Pharma distribution software
- Pharma ERP
- Stockist and distributor management systems
- Batch and expiry tracking systems
- Sales force automation applications
- Medical representative applications
- Doctor and chemist CRM
- Secondary sales capture systems
- Stockist ordering portals
- Depot and CFA management systems
- Field expense and reporting systems
- Management dashboards
- Multi-division pharma platforms
- Multi-tenant pharma SaaS platforms
Questions owners ask before starting.
What is custom pharma distribution software?
The software is fitted to one company’s divisions, territories, schemes, batch rules and party terms, instead of a package that every distributor configures the same way. The difference shows up wherever your trade practice is unusual.
Can it track batch and expiry properly?
Yes. Stock is held by batch, expiry is carried from goods receipt to invoice, and near-expiry lists can be raised by month, by party and by product.
How is secondary sales data captured from stockists?
Through a stockist portal upload, a file import or entry by your own team. Where a stockist sends nothing, the report shows a gap rather than an estimate.
Can medical representatives report from a phone?
Yes. Call reporting, order booking, prescription audit, samples and expenses can all be entered on a phone, including where the signal drops and the entry syncs later.
Can the software generate transport documents?
The details are prepared and carried, and the tax authority’s portal is reached through an approved provider. What the portal accepts is set by the portal, and we build to that.
Is it compatible with our accounting software?
Usually yes. Invoices, receipts and credit notes can pass to your accounting software, like Zoho Books or QuickBooks, so your accounts team keeps working the way it does now.
Are multiple divisions supported?
Yes. Products, field teams, territories, targets and reporting can all be separated by division, with management seeing the whole company.
Can incentives be calculated in the system?
Yes, to your own scheme. Incentive rules change most years, so the calculation is built to be edited by your team rather than rebuilt by ours.
Do you already have a product for this?
Partly. The ready ordering product handles stockist logins, price lists, schemes and order placement. If ordering is most of your need, fitting that is simpler and we will say so.
Can we start with only stock and billing?
Yes. Get batch stock, invoicing and outstanding right first, then add the field force once the warehouse is steady.
Can it handle cold chain products?
Storage conditions, handling instructions and the batches involved are recorded. It cannot monitor a fridge on its own unless a device that reports temperature is connected.
Is a version for other pharma companies possible?
Yes, if the decision is taken at the start. Selling to other companies means each one’s product list, stockist network and field team stay sealed from the next, which changes how the database is laid out.
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 pharma system that knows your batches and your beats.
A pharma business is not one business. It is a warehouse, a billing desk, a field team, a set of stockists and a doctor list, and each of them keeps its own version of the truth today.
Ask your warehouse what expires in the next quarter and your field team what is lying at the stockist. If the two answers do not fit together, batch visibility is the first build, and the doctor list can wait.
Tell us how your pharma companies and distributors 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