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GullySystem
Retail and distribution · Software for office and cleaning supply dealers

Turn monthly repeat lists and rate contracts into orders, deliveries and invoices without retyping.

Office and cleaning supply dealers live on monthly order lists from admin teams and housekeeping contractors, each with its own annual rate contract and PO number. Customers send the same list monthly. The ordering system is set up around those contracts and repeat lists, so nothing is retyped from email or messaging apps.

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At a glance

Your customers do not browse a shop. They send the same list every month with a few changes marked, and they want it delivered to three floors by Thursday morning. Errors show up at the door.

Repeat lists and rate contracts become orders, delivery notes and invoices without anybody copying them across. Each invoice carries the contract rate.

How the work runs today

An admin executive emails an Excel of A4 reams, pens, pantry items, tissue rolls, floor cleaner and garbage bags, usually with a few changes marked in a different colour. A facility management company sends a PO for housekeeping chemicals across six sites, and a government buyer places the same order through a public tender portal. Your team checks each line against the agreed rate contract, confirms stock, and cuts a separate delivery note for every floor and location.

Drivers take the loads out by van, collect a stamp or a signature, and bring the signed note back, often from several buildings in one run. The customer’s stores department raises a goods received note (GRN) against it. An invoice must carry the PO number and cost centre, or the payment sits in their accounts department until somebody chases it.

Month end is matching delivery notes against goods received notes and orders against invoices, then chasing the payments that are late.

Where it breaks

What goes wrong for office and cleaning supply dealers without a proper system.

Order lists are retyped from emails

Every Excel list is keyed into the accounting package line by line, and a mistake becomes a return. A return becomes a credit note.

Rates on the invoice differ from the contract

The customer’s accounts team rejects the invoice because the rate differs from the annual rate contract by a small amount on every ream. Payment restarts.

Signed delivery notes and GRNs go missing

Without the stamped delivery note, or the GRN number against it, the invoice is disputed and payment waits another month.

Pack sizes and units do not match the order list

The customer asks for twenty litres of floor cleaner and you supply five-litre cans, so the quantity on the delivery note reads differently from the PO. The accounts team queries it.

Declining customers go unnoticed

An office quietly shifts its housekeeping consumables to another vendor, and you find out months later when the monthly figure looks thin.

What the software does

What we would build for office and cleaning supply dealers.

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

Rate contract per customer

Record agreed rates by item, pack size and the date they apply from. Every order picks up the rate without anybody looking it up.

Repeat order lists

Keep last month’s list ready to edit and send as a fresh order. Matching an uploaded Excel to your item codes is custom work added on top.

Site-wise delivery notes

Record what went on each load, with the balance left open on the order. Splitting an order across floors and sites, and a photo of the signed delivery note, are extras we add to the product.

PO-linked invoicing

Build invoices from what was delivered, at the contract rate. PO number, GRN reference and cost centre fields, and a monthly invoice bundle, are fitted in when the system is configured.

Customer order trends

Show orders by customer and month, and list accounts that have not ordered this month. Sales can call them first.

Before you talk to a supplier

A requirements checklist for office and cleaning supply dealers.

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

The product we start from for office and cleaning supply dealers.

It is the closest ready product to this trade. The parts your work needs that it lacks are added before it goes live, and we say up front which those are.

Wholesale and B2B Ordering Software

A dealer login with his own rates and schemes, live stock, credit checks, picking and dispatch, part loads, returns and repeat orders.

See the product
More products

Other products in the same sector as office and cleaning supply dealers.

Solutions inside

The business modules office and cleaning supply dealers 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 office and cleaning supply dealers.

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

Services

The services behind it.

ERP, CRM and Business Software Implementation

One record of stock, orders, customers and accounts, set up so your team opens it every day.

Learn more

E-Commerce and Digital Commerce

An online store or B2B order portal wired to your stock, billing and dispatch.

Learn more

Business Process Automation

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

Learn more

API and System Integration

Accounting software, WhatsApp, payment gateways, tax portals and your own apps sharing one set of numbers.

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All our other services

Guides

Written for office and cleaning supply dealers.

Practical notes on running the business, not product marketing.

Month-End Close for Office and Cleaning Supply Dealers

How office and housekeeping supply dealers can match POs, signed challans, GRNs and invoices at month end, so corporate payments are not held back.

Learn more
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 office and cleaning supply dealers ask before they call.

Will our accounts system stay as the accounts system?

Yes. No direct link to the accounting package comes with it. A file of invoices and receipts for your accountant is an add-on, priced on its own.

Can our corporate customers raise orders online?

Yes. A customer login with their own contract rates and a saved list is often the first thing built, because it removes most of the retyping.

Can it place our bids on a government tender portal?

No. Bidding stays on the portal. An order won there is recorded with its contract rates, so deliveries and invoices run like any other account.

Can it hold safety data sheets and dilution charts for housekeeping chemicals?

Not as standard. A shelf for the safety data sheet and dilution notes per item can be made for you as custom work. It does not certify their content.

Which details change the quotation for a supply dealer?

Customers with rate contracts, delivery sites, the item range with pack sizes and the users in sales and dispatch all shape it. An online ordering page for customers is a separate part. A quotation is produced after your contract sheets are read.

What should a supplies dealer prepare first?

Send one customer’s rate contract, a repeat order list, a signed delivery note, a PO-linked invoice and your item range with its pack sizes. Pick someone from the order desk and someone from accounts to look over the screens.

Who owns the rate contracts and order history if we leave?

You, with the code. When asked, contracts, lists, deliveries and invoices export as simple spreadsheets. Support comes from whoever wrote it, and GullySystem arranges hosting unless the dealer prefers a different host.

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.

In Bengaluru

Bengaluru areas with many office and cleaning supply dealers.

Related

Related industries.

Category

Part of a wider group.

Selling online

Also sell online?

The e-commerce pages cover the online side of this trade: storefronts, dealer ordering and the link to your stock.

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