Client scope, document queues, reviewer sign-off and the month-end close in one workspace.
Every client engagement holds its scope, coding rules, cut-off dates and contacts, so nothing depends on one processor’s memory. Supplier invoices, expense claims and bank statements move through coding, review and posting, while reconciliations, query logs and the close checklist stay tied to the client and period. Hours and fee invoices share one record.
- Scope notes, coding rules and close checklists for payables, receivables and payroll entered the way your processors work each of them today, client by client
- Live client lists, open document queues and fee terms moved over from the workbooks your team keeps at present, then read back to your staff for correction
- Currency and sales tax set-up for every client checked with your reviewers before the first posting is allowed to reach any ledger
Accounting outsourcing firms use this software to hold each client’s scope and coding rules, queue supplier bills and bank lines, and send postings to a reviewer before export. It also tracks the close checklist and bills fees from logged hours. GullySystem configures it for your service lines.
What goes wrong before the software.
How the work flows through it, step by step.
- 1
Onboarding
A signed scope letter becomes an engagement. The chart of accounts is mapped, approval limits and cut-off dates are set, and the client’s contacts and service package are recorded before the first document is accepted.
- 2
Document intake
Bills, claims and statements arrive by email, upload or shared folder, and each is filed under the client and period and queued for the team that handles that service line. Duplicates are caught on entry.
- 3
Processing
A processor codes the document using the client’s rules and attaches a query to anything unclear, then the batch goes to a reviewer who reads the coding beside the source image. Nothing posts unchecked.
- 4
Review and posting
Each posting is approved or returned by the reviewer with an error tag. Approved journals and bills are exported to the client’s accounting package in the layout agreed for that engagement, ready for the client’s own controller to review.
- 5
Reconciliation and close
Bank lines are matched, open items are listed by age, and the close checklist is worked line by line through accruals, prepayments and the trial balance. Then the reporting pack is released to the client.
- 6
Time and billing
Logged hours are set against the scope. The monthly retainer, per-document charges and extras are invoiced, and receipts are matched to the engagement so that fee debtors are visible beside the work.
What is inside.
Every module can be switched on, left out or changed to match how your team already works.
The business modules it is built from.
Each one is also available on its own, or inside a system built for you.
- Contract Management
Each engagement keeps its signed scope letter, priced services, renewal date and amendments, so staff read what was agreed before they accept extra work.
- Document Management
Bills, claims and statements are filed under the client and period they belong to, with the original image kept beside the coded entry.
- Workflow and Approvals
Postings pass from processor to reviewer under each client’s approval limit, and a returned item goes back to the same processor with an error tag.
- Bank Reconciliation
Statement lines are matched to ledger entries per client account, and unmatched items are listed by age for the controller to explain.
- Collections and Payment Follow-Up
Overdue customer invoices of the client are chased on its behalf, with promise dates and call notes recorded against each debtor.
- Task Management
Each close line becomes a task with an owner and due date, so a team lead sees what blocks the reporting pack across clients.
- Project Time Tracking
Hours are logged by client, task and person and compared with the hours the scope assumed, so a losing engagement shows in the month.
- Invoice Management
Monthly fees, per-document charges and extra work become tax invoices in the client’s currency, with receipts matched to the engagement.
How we would put it in.
Setup, data migration, integrations and anything built on top.
One system, each person sees their part.
For delivery managers
See queues, ageing documents, closes due and engagements running over their priced hours, grouped by client and team, and spot trouble before the client rings. Nothing is chased by email.
For team leads
Allocate documents and reconciliations to processors, watch the close checklists, and return anything stuck on a client query to the person who raised it. Workload is visible across the whole team.
For processors
Open one queue, read the client’s coding rules beside each bill, and raise a query without leaving the document. No rule book to carry, and no hunting through folders for yesterday’s answer to the same question.
For reviewers and senior accountants
Approve or return postings with an error tag, and see which processors and clients repeat the same mistakes, so that training goes where the errors actually are.
For client controllers
Upload documents, answer logged queries and download the approved month-end pack through a portal login, so that nothing arrives by courier or as a forwarded spreadsheet. Everything is dated.
The numbers the owner asks for.
- Documents received, coded and posted by client and period
- Review error rate by type, processor and client
- Unmatched bank items by account, with age
- Close checklist status across all clients this month
- Open client queries by age and owner
- Hours logged against hours priced, by engagement
- Fees invoiced and unpaid by client
Who this is built for.
- Firms that run payables and receivables processing for other companies, including supplier statement checks, payment runs and debtor follow-up on the client’s behalf
- Bookkeeping providers that close monthly accounts for small and mid-sized clients, answering to each owner for the numbers and for the dates they were promised
- Shared service teams that sell finance outsourcing to group companies, including intercompany matching, accruals and the month-end reporting pack for each entity
- Outsourcing firms that prepare payroll inputs and reporting packs as part of a wider finance package, each with its own checklist and due dates
- Practices that have outgrown spreadsheets for tracking client deadlines, open queries and the unposted pile across a growing client list
When it is not the right choice.
- A single bookkeeper with a handful of clients can manage with a shared folder and a calendar. Dozens of engagements, several processors and a reviewer soon outgrow it.
- Firms whose work is mainly audit, tax advice or legal practice may prefer CPA Firm Management Software, which is built around engagements of that kind.
Adapted to your business before it goes live.
You are not handed a login and left to it. The product is set up around your records, your people and the tools you already use.
Works alongside
- Client accounting packages
- Bank statement files
- Cloud storage
- SMS and messaging
- Payment gateway
Questions owners ask before a demo.
Does it replace the client’s accounting package?
No. It sits around the posting work, and reviewed postings are sent to whichever package the client keeps, in a layout settled separately for each engagement. The client’s ledger stays exactly where it is.
Can a processor handle several clients without mixing rules?
Yes. Opening a document shows that client’s account mapping, approval limit and cut-off date, while the rules for other clients stay out of view. A processor cannot code a bill by another client’s rules.
How are review errors recorded?
A reviewer returns a posting with a tag such as wrong account, missing tax line or duplicate bill. Counts by processor and client appear in a review report. Team leads use it in coaching.
Can we run payables for one client and full bookkeeping for another one?
Yes. Each engagement lists the services bought, and only those queues and checklists appear. Adding a service later changes the engagement and creates no new client record. Nothing is rekeyed.
How does the close checklist work?
Every client gets lines for reconciliations, accruals and the reporting pack, each with an owner and due date. Late lines show across all clients on one screen, oldest first.
Can clients log in?
Yes. A controller uploads documents, answers logged queries and downloads the approved pack, and access stays limited to that client’s own records. Every upload is filed under the correct period automatically.
How are fees billed?
A monthly fee, a per-document rate or an hourly rate sits on the engagement, and extra work is listed beside it on the tax invoice in the client’s currency. No surprises at payment.
Can our existing client list and queues be loaded?
Yes. Fee terms, unprocessed documents and unpaid invoices are lifted out of your workbooks, then your team verifies each client’s list before launch. Corrections are made while the old file is still to hand.
Who owns the records?
You and your clients do. Either side can take back its engagement files and posting history as spreadsheets, and the written quote states which export layout each client will receive before work starts.
How is a client engagement priced, and can we first try it on a single client?
No figure is published here. Cost follows staff numbers, client count and service lines, and a pilot on one client is welcome. You see a demo on sample engagements. A written proposal follows.
Wondering what it would cost? Share your requirements and an engineer will come back with a scope.
Businesses that use this.
Related products.
See Accounting Outsourcing Firm Management Software with your own data.
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