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GullySystem
Real Estate · Software for property rental agencies

Keep each tenancy, rent due and repair visit in one place for every landlord you manage.

Rental agencies let flats, houses and shop units for owners, collect the rent, send plumbers and electricians, and renew agreements before they lapse. The agency product ties the listing, viewing, application, tenancy agreement, rent ledger, repair job and landlord statement to one property record, so each owner receives a single account.

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At a glance

An agency serves two parties at once, the landlord who wants rent on its due date and the tenant who wants the leak mended and an honest deposit account. Both rely on one office. Neither sees the other’s papers.

Each unit has its own agreement, rent day, deposit, inventory list and meter readings, and the receipts and renewal dates live in a spreadsheet. The repair calls live on a phone. The filing cabinet has the rest. Things slip.

How the work runs today

A lettings negotiator lists the unit with floor-plan photographs and an asking rent, books viewings, and collects an application form, identity papers and an employer reference from every prospective tenant. The landlord picks one applicant. Staff then prepare the tenancy agreement, record the deposit, start date and first rent, and hands over keys against a signed inventory.

Each month the accounts clerk chases rent that has not arrived, issues receipts, deducts the management fee and pays the landlord the balance by bank transfer. Repairs reach the property manager by phone. A plumber or electrician is sent, and the bill goes to the owner for approval before the invoice is paid.

The manager books a checkout inspection, compares it with the move-in inventory, itemises any deduction for a stained carpet or a missing key, and settles the deposit. Renewal dates are watched. An empty unit earns nothing.

Where it breaks

What goes wrong for property rental agencies without a proper system.

Rent due dates are chased from a sheet

Fifty units carry fifty different due dates, part payments and late fees, so the clerk cannot say at a glance which tenants are behind or by how many weeks. Arrears hide there.

Landlord statements take a day to build

Rent collected, the letting fee, repair bills and the amount paid out come from the bank statement, the receipt book and a repairs folder, and are joined by hand. Owners wait for the figure.

Repair requests have no owner

A leaking tap reported by message is forgotten until the tenant calls again, and the landlord hears about the plumber’s bill only after the work is done. The tenant calls again.

Deposits are disputed at move-out

The move-in condition report is a paper form in a folder and the photographs are on a negotiator’s phone, so neither is found at checkout. The deposit is argued over.

Renewals are missed

An agreement ends, the tenant stays on without a signed renewal, and the old rent carries on because nobody saw the expiry date or sent a rent review letter. The rent stays old.

What the software does

What we would build for property rental agencies.

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

Listings, viewings and applications

Hold each vacant unit with its asking rent, photographs and floor plan, book viewings, and keep every applicant’s identity papers and references against the unit they want. Papers stay with the unit.

Tenancy agreements and deposits

Store the agreement, term, rent, notice period and deposit for each tenancy, and show the renewal date and the rent review date well ahead of time.

Rent ledger and receipts

Raise rent on its due date, record part payments and arrears for each tenant, apply late fees under the agreement, and print a receipt for every amount taken.

Maintenance requests and contractors

Log each repair call against the unit, send it to a plumber, electrician or locksmith, and keep the quote, the visit and the invoice together.

Landlord statements and payouts

Show each owner the rent collected, the management fee, the repair costs and the net amount paid out for the month, with every line traced to a receipt or invoice.

Inspections and move-out

Record the inventory with photographs at move-in and again at checkout, and work out any deposit deduction from the two, line by line, for the tenant to see.

Before you talk to a supplier

A requirements checklist for property rental agencies.

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 property rental agencies.

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

Property Rental Agency Management Software

Listings, viewings, tenancy agreements, deposits, rent ledger, repair jobs, inventories, inspections, renewal notices and landlord statements for lettings agencies managing flats, houses and shop units.

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More products

Other products in the same sector as property rental agencies.

Solutions inside

The business modules property rental agencies 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 property rental agencies.

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.

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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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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.

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Business Process Automation

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

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

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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 property rental agencies ask before they call.

Can an owner see their own units and statements?

Yes, through a login limited to the flats and shop units they own, where he sees rent received, repair invoices approved and payouts made. Another landlord’s units stay hidden.

Does it hold the deposit separately from rent?

The deposit sits as its own balance. If the law requires a protected scheme or a separate client account, your advisers define that rule and we build the deposit workflow to follow it.

How are we expected to bring in our current tenancies?

Units, owners, tenants, rents, deposits and agreement dates come across from your sheet, and scanned agreements are attached afterwards unit by unit. Your clerk checks the first month of the rent ledger against the bank statement and the receipt book before the system goes live for every landlord.

Can tenants report repairs themselves?

A tenant can send a request through a web form or a messaging app, and it opens a repair job against the unit with the photograph attached. Which channels to accept is the office’s decision.

How is a rental agency system priced?

Start from the parts chosen: listings and viewings, tenancy agreements and deposits, rent ledger, maintenance requests, landlord statements and inspections. Property count, branch count and staff accounts affect the size, and a banking or accounts link is separate work. Current tenancies must come across. The quotation then gives every part a separate price.

What should a rental agency bring ahead of the project?

Collect the property list, a tenancy agreement, the rent ledger, a maintenance request log, a landlord statement and an inspection form. Each of a negotiator, an accounts clerk and a maintenance coordinator is asked to take our questions and test the screens. Name them before kickoff.

Who keeps the tenancy records if the agency changes tools?

The agency keeps everything, from the software to each tenancy, ledger and statement. Ordinary spreadsheets and documents can be pulled out on request. Support is provided by the developers. GullySystem hosts it, and a different arrangement can be agreed.

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