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GullySystem
Agriculture · Software for milk distributors

Every crate and pouch matched to the outlet that took it.

A milk distributor buys packed milk, curd, butter and ghee from the dairy and delivers to retail outlets and homes before dawn. Indents are recorded per route, with the crates that go out and come back, the packs returned unsold, outlet balances, and the dairy’s purchase bill alongside. Every pack has an owner.

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At a glance

A milk distributor carries a product that cannot wait. Pouches arrive from the dairy at night, are split across routes within hours, and reach the shop shelf or the doorstep by morning. Unsold, leaked or out-of-date packs come back. Someone carries the cost.

Milk distribution software follows the indent from the dairy’s dispatch note to the van, then to the outlet, then back to the ledger. Every pouch, tub and crate is counted at each handover. Every pack gets an address.

How the work runs today

The dairy sends its dispatch note late in the evening, listing pouches by type, cartons of curd and tubs of butter. The loader splits stock across vans by route sheet. Each outlet has a standing indent that changes with the weekday and the season. A route salesman delivers, collects empty crates, takes back leaked or expired packs and writes every quantity on a slip. Households get a pouch count each morning. They pay weekly or monthly.

By noon the salesman settles his cash and returns at the depot. The accountant matches those slips against the dairy’s purchase bill and raises the claim for damaged packs. Outlet balances are chased by phone, and crates are counted apart from stock. Cold room temperature is checked each shift. The log stays on paper.

Where it breaks

What goes wrong for milk distributors without a proper system.

Return packs have no owner

A leaked pouch comes back from a shop. The dairy asks which outlet, which route and which batch, and the slip gives only a number, so payment on the claim drags on or never arrives.

Crates leave and do not come home

Crates are lent to outlets against a deposit, and the counts live in a route book that only the salesman reads. A missing stack is noticed months later. Replacement crates then arrive on the dairy’s bill.

Standing indents drift

An outlet that wants forty litres on weekdays and sixty on Sundays is remembered by one salesman alone. With him on leave, the stand-in guesses from a tattered route book and loads it wrong. The outlet runs dry.

Dairy bill and route sheets disagree

The dispatch note says one figure, the loaded vans another, and the delivered slips a third. Sorting out the gap takes the accountant most of an evening, every week, with a calculator and a pile of slips.

Subscriber payments blur together

Households pay weekly, monthly or on a prepaid card, and skipped days are agreed over the phone with whoever picks up at the depot desk. The ledger shows a total. It does not show which mornings were delivered.

What the software does

What we would build for milk distributors.

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

Route indents

Hold the standing quantity for each outlet by product and weekday, with a one-day override for a festival or a closed shop. Loading sheets print from it.

Crate deposit ledger

Count crates out and in per outlet and per van. A deposit balance and a missing-crate list appear beside the outlet account, so a short stack is caught within the week and not months later.

Return and leakage claims

Record leaked, expired and unsold packs by outlet, route and batch, then raise a claim against the dairy with the numbers it asks for.

Dairy purchase and dispatch notes

Enter each dispatch note from the dairy and check it against what was loaded at the bay and delivered on each route. A shortfall shows before the bill is paid.

Outlet accounts and collections

Keep a ledger per retailer with credit limits, terms and the last payment received. The collector gets a daily list of shops to visit, starting with the oldest balance, and each balance traces to its delivery slips.

Home subscription deliveries

Keep a daily pouch count per household, with paused days, prepaid balance and a monthly statement printed from the delivery record. A skipped morning never becomes an argument at the depot desk.

Cold room log

Note chiller temperature and stock held at every shift. Name the person who checked it. A warm reading shows before the morning loading begins and the vans leave the bay.

Before you talk to a supplier

A requirements checklist for milk distributors.

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 milk distributors.

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

Milk Distributor Management Software

Standing indents, van loading sheets, crate deposits, leakage claims, outlet ledgers and home subscriptions for milk, buttermilk, curd and butter distributors working from a chilled depot.

See the product
Solutions inside

The business modules milk distributors use most.

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

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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Data Migration and Moving Off Spreadsheets

Data migration and spreadsheet replacement covers auditing existing files, cleaning and deduplicating records, loading them into a new system and reconciling the loaded result against known totals. Both systems then run side by side before cutover. Originals stay untouched.

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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.

Our work

Software we have built and run.

We only name clients whose work is published. These are systems our team designed, built and supports.

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Common questions

Questions milk distributors ask before they call.

Can it work out a van’s loading sheet from the indents?

Yes. Standing quantities per outlet are added up by product for each route, and the sheet is printed before the van is loaded. A change for tomorrow, such as a festival order or a closed shop, is entered once.

Do we keep crate deposits here?

Yes. Each outlet shows crates held, crates returned and the deposit taken, and the salesman updates the count at the doorstep. The depot sees the running total before settlement begins. Missing stacks surface early.

Can leaked packs be claimed from the dairy?

Yes, because the pack, outlet, route and batch are recorded, so the claim carries every detail the dairy asks for. The dairy’s own claim form and conditions are walked through with your staff at the start. Filing stays with your accountant.

Is it only for shops, or for homes too?

Both. Retail outlets run on indents and ledgers, while households run on a daily count and a prepaid or monthly balance. One distributor can hold both kinds on separate routes, with curd, butter and milk billed on the same record.

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.

  • No obligation
  • A reply within one business day
  • Your details stay private

Start with your requirements

Seven short steps that tell us what you need. An engineer reads them before getting in touch.

Share your requirements