Every September we chase clients for signed financials before the AOC-4 due date.
Company secretaries track ROC due dates in Excel, keep DSC tokens in a drawer and chase client documents on WhatsApp, so filings bunch up and late fees follow. GullySystem builds a compliance calendar and client workspace for each company you handle. It starts with a free technology audit of your current tracker.
Your clients are private limited companies, LLPs and a few Section 8 companies, each with its own year end, directors and filing history.
The work is not hard. Keeping track of which of your companies has done which filing, and who is holding up the next one, is.
Incorporations bring name approval, SPICe+ forms, DSCs, the INC-20A declaration and the first auditor’s ADT-1. After that each company falls into an annual rhythm: board meetings, the AGM, AOC-4 and MGT-7 or MGT-7A, DIR-3 KYC, DPT-3, MSME-1 and LLP Form 8 and Form 11.
Each filing needs something from the client: audited financials from the CA, the director’s OTP, board resolutions signed, a DSC that has not expired. Your staff chase these on WhatsApp and email, and note the status in a shared sheet.
Minutes, statutory registers and share certificates are kept in files per company. Fees are billed per filing or on retainer, and collecting them is its own follow-up.
What goes wrong for company secretaries without a proper system.
Due dates are in a spreadsheet nobody trusts
The tracker was right in April. By September, three people have edited it and nobody knows which AOC-4s are actually filed.
DSCs expire the week we need them
A director’s token lapsed in July, and nobody noticed until the form was ready to sign.
Clients send documents in pieces
Half the board resolution on WhatsApp, the financials by email, the director’s PAN on a photo. Staff spend hours assembling one filing.
Late fees get argued about
When a filing is late, the client says they sent everything. Without a record of the chase, it is your word against theirs.
What we would build for company secretaries.
Named the way your team already talks about the work. We start with whichever part the audit shows is costing you most.
Compliance calendar by company
Every form due per company, driven by its year end and type, with the owner and status on each.
Document request tracker
The list of items needed for each filing, what arrived and when, and automatic reminders to the client.
DSC register
Every token with holder, class and expiry date, flagged well before it lapses.
Statutory registers and minutes
Board and AGM minutes, registers and resolutions stored per company and searchable.
Client portal for uploads
Clients upload documents against the filing, instead of sending them on WhatsApp.
Fee billing and follow-up
Invoices per filing or retainer, with outstanding amounts by client.
The services behind it.
Business Process Automation
Approvals, reminders, follow-ups and reports that run on their own instead of on someone remembering.
Learn moreCustom Software and Product Engineering
Software built around how your business actually runs, when nothing off the shelf fits without workarounds.
Learn moreWeb and Mobile Application Development
Web and mobile apps for customers, field staff and dealers, built to work on ordinary phones.
Learn moreCybersecurity and Application Security
Logins, roles, backups and data exposure checked, so a staff exit or a lost phone is not a crisis.
Learn moreHow the work runs from Bengaluru for your city.
- 01
The audit, by call
A screen-share and a look at the sheets, Tally reports and WhatsApp groups your team uses. No travel needed.
- 02
A written proposal
Scope, what we build first and the cost, agreed in writing before anything starts.
- 03
Build in short rounds
Working screens shared every few weeks. Your team tests them from your own office.
- 04
Go-live, in person when it helps
For data migration and training we can come to your city. Travel is agreed in advance.
- 05
Support online
Fixes, changes and hosting handled remotely by the same team that built it.
Software we have built and run.
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Read the case studyQuestions company secretaries ask before they call.
Does it file forms on the MCA portal?
No, filing stays on MCA with your DSC. The software tracks what is due, collects documents and stores the SRN and challan after you file.
Will it work with our Tally billing?
Yes. Fee invoices raised in the software can post to Tally, or we can read them from Tally if you prefer to bill there.
Is there a ready compliance software we should use instead?
There are good ready tools for company secretaries, and for a small practice one of them may be enough. We build when your process, client portal or reporting doesn’t fit them.
Who can see our clients’ director details?
Only staff assigned to that company. PAN, Aadhaar and DIN details are visible by role, and every download is logged.
What happens in the free technology audit?
We 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 to start. You get a report ordered by priority, and there is 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. The audit settles the scope, and the cost goes into a written proposal before any work starts.
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.
- No obligation
- We reply the same working day
- Your details stay private