Build a property system where rent, repairs and owner payouts share one ledger.
You sit between two people who judge you on different things. The owner asks whether the money arrived on the fifth. The tenant asks whether the plumber came.
Both questions should be answerable from a phone, and usually neither is. The lease is a PDF. Rent comes in as UPI credits with handles nobody recognises, the plumber was paid in cash, and the owner statement is rebuilt in Excel every month.
A system built for your firm by GullySystem holds the lease, the demand, the receipt, the ticket, the vendor bill and the payout in one ledger. The first week of the month stops being spent assembling it.
Property businesses we can build for.
Managing forty flats for absent owners and running a commercial building with CAM reconciliation are different trades. The title on your card matters less than the portfolio you hold. If you hold the maintenance contract rather than the lease, the facility management companies page fits better. An operator letting desks by the month should read the coworking spaces page.
- Property management companies
- Rental management agencies
- Real estate firms with a rental desk
- Landlords with several buildings
- Managers acting for owners living abroad
- Commercial property managers
- Warehouse and industrial property managers
- Co-living operators
- Paying guest operators
- Student housing operators
- Serviced apartment operators
- Builders managing their own rental stock
- Apartment association managers
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.
Properties and units
- Property name and address
- Building, block and floor
- Unit number and type
- Carpet and built-up area
- Furnishing status
- Parking slots
- Owner
- Current tenant
- Market rent and current rent
- Vacant, occupied or under notice
Owners
Many of them live in another country and read only the statement you send.
- Owner details and contact
- Units owned
- PAN and bank account
- Management fee agreed
- Payout date preferred
- Statement format preferred
- Approval limit for repairs
- Communication language and time zone
Leases and agreements
Everything that matters is inside the agreement, which is exactly where nobody looks until it is too late.
- Tenant and unit
- Rent and maintenance
- Security deposit
- Start date and tenure
- Lock-in period
- Escalation date and rate
- Notice period
- Renewal date
- Painting and cleaning clauses
- Permitted use
The agreement itself is drafted by your lawyer, and stamping and registration happen through the proper channel. The system keeps the document, reads the dates you record and reminds you of them.
Tenant records
- Tenant and family or company details
- Identity documents
- Employer or business
- Previous address
- Emergency contact
- Police verification status
- Vehicles and parking
- Occupants
- Pets where permitted
Moving a tenant in
- Enquiry
- Viewing
- Terms agreed
- Token advance
- Agreement
- Deposit received
- Handover with inventory
- Rent cycle begins
Handover and fixtures
The list of what was in the flat on the day he moved in. Without it, the move-out argument has no facts.
- Room-wise fixture list
- Appliances and their condition
- Meter readings at handover
- Keys and access cards issued
- Photographs of every room
- Snag list agreed
- Signed handover sheet
Rent demands
- Monthly demand raised automatically
- Rent, maintenance and parking separately
- Part months on move-in and move-out
- Escalation applied on its date
- GST where the lease attracts it
- Late payment charges under the lease
- Demand sent on WhatsApp and email
Collection and matching
A credit lands from a UPI handle nobody at the office recognises. Somebody has to name it before the owner calls.
- Bank and UPI credits imported
- Matched against demands
- Unmatched credits queued for naming
- Part payments
- Cheque and bounce records
- Cash receipts
- Online payment link per tenant
- Receipt issued on matching
Automatic matching depends on what your bank’s statement or feed carries. Some payments arrive with nothing useful in the narration, and a person will still have to name those.
Dues and follow-up
- Rent due today
- Overdue by tenant
- Ageing
- Reminders before and after the due date
- Escalation to the supervisor
- Payment promises recorded
- Repeat defaulters
Deposits
- Deposit received and date
- Held against the unit
- Adjustments during the tenancy
- Interest where the lease provides for it
- Deposit due for refund
- Refund approval
- Refund paid
Move-out settlement
Do the arithmetic on paper, line by line, and the argument happens over a document instead of over the phone.
- Notice received and last date
- Inspection against the handover list
- Damages with photographs
- Painting and cleaning charges
- Pending rent and utilities
- Meter readings at exit
- Deductions shown line by line
- Net refund
Renewals, escalations and notice
- Leases expiring in the next quarter
- Escalation dates approaching
- Lock-in ending
- Renewal terms proposed
- Owner approval
- Tenant acceptance
- Fresh agreement
Maintenance tickets
- Tenant raises an issue
- Ticket created
- Priority set
- Vendor assigned
- Visit scheduled
- Work done with photographs
- Bill attached
- Owner approval where needed
- Ticket closed
Nothing closes without a photograph and a bill. That single rule removes most of the questions an owner asks three months later.
What the tickets are usually about
- Plumbing and leakage
- Electrical faults
- Carpentry and door repairs
- Air conditioner service
- Geyser and appliance repairs
- Lift breakdowns
- Water supply and tanker requests
- Pest control
- Painting and civil work
Vendors
- Vendor and trade
- Areas covered
- Rate card
- GSTIN where registered
- Jobs assigned
- Response and completion time
- Quality ratings from tickets
- Bills raised
- Payments made
Preventive maintenance
The work that stops tickets from happening, which is the work nobody schedules.
- Lift maintenance contract and visits
- Water tank cleaning
- Generator servicing
- Fire equipment checks
- Pest control visits
- Terrace and drainage checks before the monsoon
- Painting cycles
Utilities and meters
- Electricity meter readings
- Water meter readings
- Reading date and reader
- Consumption per unit
- Charges billed to the tenant
- Common area consumption
- Diesel for the generator
Common area charges
For commercial buildings and gated properties, where CAM is billed and then questioned.
- Common area expenses by head
- Allocation basis by area or unit
- Monthly CAM billing
- Advance collected
- Actual against advance
- Reconciliation statement
- Tenant queries on CAM
Owner statements and payouts
- Rent collected
- Maintenance and utilities collected
- Expenses incurred
- Vendor bills attached
- Management fee
- TDS where the tenant deducts it
- Net amount payable
- Payout made and reference
- Statement as a PDF on a fixed date
Tax deduction on rent, and how it is reported, is a matter for the tenant, the owner and their accountants. The statement records what was deducted and by whom.
Expenses and approvals
- Expense raised against a unit or property
- Category and vendor
- Approval limit by owner
- Approval recorded
- Bill and photograph attached
- Paid by the firm or by the owner
- Recovered in the statement
Documents
- Agreements and renewals
- Owner authorisations
- Identity documents
- Property tax receipts
- Khata and ownership papers
- Insurance policies
- Vendor contracts
Property visits
- Scheduled inspection
- Inspector assigned
- Checklist by property type
- Photographs from the visit
- Issues observed
- Tickets raised from the visit
- Report to the owner
Vacant units
A vacant month is the most expensive thing in this business, and it usually goes unmeasured.
- Units vacant and since when
- Expected rent
- Enquiries received
- Viewings arranged
- Feedback from viewings
- Listings posted
- Broker involvement
- Offers received
Brokers and channel partners
- Broker records
- Units shared with them
- Enquiries brought
- Closures
- Brokerage agreed
- Brokerage paid
- Outstanding to brokers
Commercial leases
Longer, larger and with clauses that residential leases never carry.
- Company tenant details
- Lease and licence structure
- Fit-out period and rent-free months
- Escalation schedule
- Lock-in and exit clauses
- Deposit held, or a bank guarantee where the lease calls for one
- Bank guarantee expiry and renewal dates
- CAM and utility terms
- Purchase orders and invoicing requirements
Co-living, PG and serviced stays
Where the unit is a bed rather than a flat, the counting changes completely.
- Beds and sharing type
- Occupant records and KYC
- Monthly rent and food charges
- Joining and leaving mid-month
- Notice and deposit rules
- Mess and housekeeping
- Visitor records
Our Paying Guest Management System already runs beds, tenants, deposits and monthly billing. For a portfolio that is mostly shared accommodation, adapting it beats building from nothing.
Association and society work
- Member records
- Maintenance billing by area or flat
- Corpus and sinking fund
- Collection and defaulters
- Common expenses
- Committee meetings and minutes
- Notices and circulars
- Facility bookings
How a registered association must keep its books and hold its meetings is governed by its own rules and its auditor. The software keeps records, and it settles nothing about governance.
Site staff
- Supervisors and caretakers
- Housekeeping staff
- Security deployed
- Attendance
- Duties by property
- Petty cash issued and accounted
The tenant app
- Rent due and payment
- Receipts and ledger
- Raise a complaint with photographs
- Ticket status
- Agreement copy
- Notices from the office
- Utility readings and charges
The owner portal
- Units and their status
- Current tenant and lease dates
- Rent collected this month
- Expenses with bills
- Statements and payouts
- Approve a repair
- Vacancy and viewing updates
Management dashboards
- Rent demanded and collected
- Collection by the fifth
- Overdue by property
- Occupancy and vacancy
- Days vacant
- Tickets open and ageing
- Vendor response times
- Expenses by property
- Management fee earned
- Deposits held
What it connects to
- Tally and accounting software
- Bank statements and UPI
- Payment gateways
- WhatsApp and SMS
- Listing portals
- Digital signature services
Posting a listing to a property portal depends on what that portal allows a partner to do. Several offer nothing at all, and the listing stays a manual job.
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
- Viewing
- Agreement
- Deposit
- Handover
- Rent demand
- Collection
- Maintenance ticket
- Vendor bill
- Owner statement
- Payout
- Renewal or notice
- Move-out settlement
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
Properties, leases and rent
Units, owners, agreements with their dates, monthly demands and the collection matching that used to take a week.
- 2
Tickets and vendors
Complaints from tenants, vendor assignment, bills with photographs attached and the approval trail behind each one.
- 3
Owners and settlement
Owner statements, payouts, deposits, move-out arithmetic and the documents that support every deduction.
- 4
Portals and analytics
The tenant app, the owner portal, vacancy tracking, preventive maintenance and the dashboards a director opens on the sixth.
How a build actually runs.
- 01
Understand
We sit with your accountant in the first week of a month, because that is when this business shows its true shape.
- 02
Map
Properties, owners, lease types, billing heads, approval limits, vendor arrangements and every statement format an owner insists on.
- 03
Design
Four different views. The office, the site supervisor, the tenant and the owner each want a different screen.
- 04
Build
Leases, demands and collection first. A ticket system is pleasant, but the rent ledger is what you are paid for.
- 05
Test
One property is taken through a whole month, ending with a real owner statement held against the Excel one.
- 06
Deploy
Property by property, with tenants introduced to the app only after your own team is comfortable.
- 07
Improve
Owner portals, preventive maintenance, commercial CAM and whatever the largest owner starts asking to see.
Systems we can put together for you.
- Property management systems
- Lease and tenancy management
- Rent collection and reconciliation systems
- Maintenance ticketing systems
- Vendor management
- Owner portals and statement generation
- Tenant mobile applications
- Deposit and settlement tracking
- Facility management platforms
- Society and association management systems
- Commercial lease and CAM systems
- Co-living and shared housing platforms
- Portfolio dashboards
- Multi-tenant property SaaS platforms
Questions owners ask before starting.
What does property management software actually hold?
Leases with their dates, monthly rent demands, receipts matched to tenants, maintenance tickets with bills, deposits, and the owner statement built from all of it. One ledger rather than four spreadsheets.
Can rent payments be matched automatically?
Mostly. Bank and UPI credits can be imported and matched against demands, and the ones with no useful narration sit in a queue for somebody to name. That queue never quite empties.
Can owners see their own properties?
Yes, through a portal restricted to their units. Rent collected, expenses with bills attached, statements and payouts, which answers most of the calls an owner makes.
Can tenants raise complaints themselves?
Yes, through an app or a WhatsApp message. Each becomes a ticket with a vendor, a photograph and a bill, and tenants stop calling the supervisor at nine at night.
Do lease dates get flagged before they pass?
Yes. Escalation dates, lock-in ends, renewal dates and notice periods are read from the lease record and alerted in advance rather than noticed in arrears.
We manage PGs as well as flats. Does that fit?
It does. Beds, occupants, deposits and monthly billing are already covered by our Paying Guest Management System, and it can sit beside the flat leases under one login.
Will rent and payouts reach Tally?
Yes. Receipts, expenses and owner payouts post across using the ledger heads your accountant already keeps. He signs off on that mapping before go-live.
Does it prepare rental agreements?
It stores them and tracks their dates. Drafting, stamping and registration stay with your lawyer and the proper channel, because that is not a job for software.
Is Excel enough at twenty units?
Probably. A clean spreadsheet handles a handful of flats and a single owner. This earns its place when the owners multiply and each wants a statement in his own format.
What will it not fix?
It will not make a tenant pay, and it will not find you a plumber on a Sunday. It makes the record so clear that the conversation is short.
How we work with this trade.
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.
Build the ledger your properties actually run on.
This business is judged twice a month by two different people. Rebuilding the same statement in Excel every time is not the way to answer either of them.
Give us one lease, one escalation clause and one owner statement. Nothing else settles until the escalation is right, because a rent wrong by one revision stays wrong for the rest of the lease.
Tell us how your property 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.
- No obligation
- We reply the same working day
- Your details stay private