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GullySystem
Automotive · Software for bike service workshops

One record for each bike’s card and parts.

A bike workshop sees the same machines again. History is its real asset. The job card, odometer reading, fitted parts and next service due date sit in one record, with coupon visits under the maker’s schedule counted apart from paid work. We design pickup rounds and the spares counter beside the mechanics and counter staff who run them every day, never working from a desk.

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At a glance

Bikes arrive in the morning rush for oil changes, chain slack, brake shoes, carburettor jets, tubeless punctures and spoke truing, and riders ask for the price before anything else. A paper tag with the registration number and a few lines in a ledger is often all that exists for a machine that has visited four times. The history is thin.

Workshop software starts at the job card. Mechanics, the service advisor, the spares counter and the cashier all read that one record, so nobody re-asks the rider what was already said at the gate. The estimate approval and the coupon marking follow the way your own mechanics and advisor already work.

How the work runs today

The service advisor writes the complaint on a job card: a rattle at the telescopic fork, a clutch plate that slips, a scooter whose variator drags. The bike is checked on the stand. An estimate goes to the rider by phone. Mechanics work in bays on a lift or a floor stand with a feeler gauge and torque wrench, and a kickstarter that spins free is traced to its spring. Nothing is guessed. The card moves from inspection to repair, then to wash and a final road test on the same stretch of road each time, before anyone rings the rider. Nothing skips a step.

Parts come from the counter: chain and sprocket sets, brake shoes, spark plugs, air filters, inner tubes, flasher relays and engine oil by the litre. Visits under the maker’s coupon schedule are marked apart from paid work, and a pickup rider collects bikes from homes and returns them by evening. At closing the cashier matches each card to a receipt and counts the day’s takings against the cards closed, drawer by drawer. Gaps show.

Where it breaks

What goes wrong for bike service workshops without a proper system.

The bike’s past leaves with the tag

The registration number lives on a paper tag. The tag is thrown away at delivery. Months later a telescopic fork seal leaks again after one season, and nobody at the counter can see that the same seal was already replaced under another card.

Estimates are agreed on a call

The rider says yes to a figure over the phone, then a monoshock bush and a wheel bearing are added on the lift. The argument at the cash desk begins. Nobody wrote down what was approved, and trust frays between the advisor and a rider who has used the shop for years.

Coupon visits blur into paid ones

Coupon services and paid repairs share one register, so claims to the maker are retyped at month end from memory and torn pages. A missed coupon number means a lost claim.

Spares leave the counter unlinked

A spark plug goes to a mechanic. A magneto cover gasket goes to a neighbour. A litre of oil goes to a walk-in rider. None of it is tied to a bike. The popular chain set runs out. Nobody noticed.

Reminders depend on memory

Riders forget the thousand-kilometre mark. The workshop rings only the few it remembers, and the rest drift to a roadside mechanic with no record of what was last done.

What the software does

What we would build for bike service workshops.

Named the way your team already talks about the work. We start with whichever part the audit shows is costing you most.

Job cards and gate inspection

Open a card for each bike, logging registration number, odometer reading and rider complaint on the spot, before the key is taken to the board. A gate checklist covers fuel level, mirrors, speedometer glass, tank scratches and loose saddlebags, so damage found later is never blamed on the shop.

Estimates and rider approval

Build an estimate from your labour rates and parts list, then send it to the rider’s phone for a reply before any spanner is lifted. Extra work found on the lift, such as a worn headstock bearing or a swingarm bush, goes in as a separate line with its own yes.

Bays and mechanic allocation

Assign each card to a bay and a mechanic. A board shows which bikes wait for a part, for a rider’s answer or for the wash, so a lift never sits blocked without a stated reason.

Spares counter and stock

Record chain sets, brake pads, plugs, filters, tyres, tubeless valves and oil by the litre, then issue each to a job card or a counter sale. Low sizes get flagged.

Coupon service and warranty log

Mark coupon number, service interval and claim status on each visit, so the maker’s claim is raised from the record without retyping. Totals stay apart from paid work.

Service reminders

Send a reminder by SMS or WhatsApp when a bike nears its next service, whether by date or by the odometer reading logged at the last visit. Riders reply to book.

Pickup and drop rounds

Log each pickup with the home address, the rider who collected it and the hour it was returned, so a bike on the road is never untraced.

Before you talk to a supplier

A requirements checklist for bike service workshops.

What to cover, which reports to ask for and what to put to every vendor, ready to print or save as a PDF.

Open the checklist
Ready product

A product already built for bike service workshops.

It is adapted to how your business works before it goes live, and anything your trade needs that it lacks is added then.

Bike Service Workshop Management Software

Job cards, bays, spares, coupons.

See the product
More products

Other products in the same sector as bike service workshops.

Solutions inside

The business modules bike service workshops use most.

Each one is also available on its own, or inside a system built for you.

All solutions by area

AI by department

Where AI can help bike service workshops.

Each one reads records you already keep, and a person approves every decision.

Services

The services behind it.

Business Process Automation

Approvals, reminders, follow-ups and reports that run on their own instead of on someone remembering.

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Web and Mobile Application Development

Web and mobile apps for customers, field staff and dealers, built to work on ordinary phones.

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WhatsApp Business API and Chatbots

WhatsApp Business API work covers number onboarding, template approval, opt-in records and a chatbot with human handover, all set up under the client’s own Meta account. It connects WhatsApp to a CRM, billing or booking system, so every message is sent from an existing record and every reply is written back. It suits businesses that already take orders, payments or bookings in chat.

Learn more

All our other services

How it works

How the work runs from Bengaluru for your city.

  1. 1

    The audit, by call

    A screen-share and a look at the sheets, accounting reports and WhatsApp groups your team uses. No travel needed.

  2. 2

    A written proposal

    Scope, what we build first and the cost, agreed in writing before anything starts.

  3. 3

    Build in short rounds

    Working screens shared every few weeks. Your team tests them from your own office.

  4. 4

    Go-live, in person when it helps

    For data migration and training we can come to your city. Travel is agreed in advance.

  5. 5

    Support online

    Fixes, changes and hosting handled remotely by the same team that built it.

Published case studies

The work we have published.

We only name clients whose work is published. None of them is in this trade; they show how the team works, not that it has built for this trade.

All case studies
Pet care and veterinary services

PetSeva: matching owners to the right vet, at any hour

A two-sided veterinary platform where vets are searchable by specialisation and bookable outside clinic hours. It now carries more than 2,000 veterinary doctors.

Read the case study Paying guest accommodation

SAM Atithi Pavathi: bed-level occupancy as the source of truth

PG management software where allocation, rates and invoices are derived from bed-level occupancy and not maintained in parallel spreadsheets.

Read the case study School transport services

SAM Tours: school transport on a single ledger

Registration, fee collection, routing and finance write to the same records, closing the gap between journeys run and fees collected.

Read the case study Microfinance and Self Help Groups

Vikasa RDO: making SHG loan recovery auditable

Loan proposals, recoveries and commissions sit on one record, with a person attached to every state change, so a business handling a bank’s money can show where each rupee went.

Read the case study
Common questions

Questions bike service workshops ask before they call.

Does it work for scooters and electric two-wheelers?

Yes. Make, model and fuel type are recorded per bike. An electric scooter’s card carries battery and charger notes where a petrol bike carries oil, plugs and a choke cable. Checklists are drawn up with your head mechanic.

Can free coupons be kept apart from paid jobs?

Yes. A card is marked as a coupon service with its number and interval, and these cards total on their own at month end. The claim format is agreed with the maker.

How do we find a bike’s earlier visits?

Search by registration number or the rider’s phone number. Earlier cards, parts and odometer readings appear beside the new card, so the advisor sees the fork seal before quoting a second one.

Can our old customer register be loaded?

Yes. We bring across rider names, phone numbers and registration numbers from the register you keep today, whether it is a ledger or a sheet. Staff spot-check some job cards first.

What makes a workshop’s quote larger or smaller?

Bays, mechanics and counter staff set the user count. Pickup riders, a spares counter with stock to value and an old customer register to load come on top. No figure is quoted early. Job cards and coupon visits are sketched on your own bikes, then the pricing follows.

What should the workshop bring along first?

A few filled job cards, the coupon visit log, a spares stock list and the customer register as it stands. Include the sheet used for pickup rounds. Choose a service advisor and a counter lead to try each screen.

Do rider histories stay ours if we change tools?

They do. Every bike, visit and fitted part belongs to the workshop, and so does the programme. A complete copy in open formats can be requested whenever. The mechanics’ screens keep getting fixes from whoever wrote them. We run the servers by default.

What happens after I share my requirements?

An engineer reads what you send and replies within one business day. We then look at the software, spreadsheets and WhatsApp groups your business runs on today and write down what works, what slows your team down and what is missing. A demo login, a screen-share or a few screenshots are enough. You get a short written summary ordered by priority, with no obligation to hire us afterwards.

How much will the software cost?

We don’t publish a price, because it depends on what the system has to do. That first review settles the scope, and the cost goes into a written proposal before any work starts.

Related

Related industries.

Category

Part of a wider group.

Talk to us

Tell us how your business runs today.

A few lines on your spreadsheets, software and WhatsApp groups is enough. We reply the same working day.

What happens after you share your requirements

  1. A senior engineer reads your answers. Nobody phones first.
  2. Within one business day you get a written note: what we understood, what we would start with, and the questions we still have.
  3. If it fits, a proposal follows with the order of work, what we need from you and what you receive at each step.
  4. 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