One connected system for units, leases, rent, maintenance, inspections and resident notices.
Run an apartment community from one system. Leasing agents track enquiries, referencing checks, guarantors and signed tenancies for each unit. Rent ledgers, deposits, holdover charges and late fees follow the addendum signed with the lease. Repair requests become work orders for the plumber or electrician. Move-in and move-out walk-throughs stay with the apartment, and every household has a login for notices, parcel alerts and replies to the office.
- Units, rent roll, charge types, utility submeters and lease terms entered as your community runs
- Resident list, open tenancies, guarantors and balances migrated
- Edits to charge types and notice templates handled by GullySystem staff when asked
Apartment communities of any size can use it, from one block with a caretaker to many blocks with a site office. Leasing agents, managers, plumbers, electricians, the gatehouse and residents each get their own view. Every apartment carries its lease, rent ledger, deposit, walk-through photographs and repair history. Expiring tenancies and move-outs are listed ahead for the manager.
What goes wrong before the software.
How the work flows through it, step by step.
- 1
Enquiry
A prospect asks about an apartment by phone, web form or gatehouse visit. The agent logs the source. A viewing is booked.
- 2
Application and lease
Referencing checks, guarantor papers and identity documents are collected and read. An approved applicant receives a tenancy agreement, and the signed copy is filed against the unit.
- 3
Move-in
The deposit and first rent are recorded, door keys and fobs are issued, and a walk-through notes scuffs, fittings and meter readings room by room with photographs.
- 4
Residency
Rent, service charges and submetered utilities are raised each month and payments recorded. Repairs flow from request to work order to sign-off by the superintendent.
- 5
Renewal or notice
Renewal offers go out ahead of each lease end. A resident who serves notice, or asks to sublet, starts the move-out checklist.
- 6
Move-out and turnover
The unit is inspected, the deposit is settled against the snag list, and the cleaner, painter and plumber are scheduled before the apartment is listed again.
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.
- Lead Management
Every enquiry is logged with its source and the apartment asked about, so leasing agents see which prospects still need a viewing or referencing.
- Contract Management
Each lease is held with its term, rent, addenda and break clause, and tenancies expiring soon are listed so offers go out before notice.
- Subscription Billing
Rent, service charges and metered utilities are raised monthly for every occupied apartment, with payments and credits set against the same ledger.
- Collections and Payment Follow-Up
Arrears become a call list for the office, showing who promised to pay, the ageing of each balance and which late fees the lease allows.
- Job Cards
A repair request becomes a work order on the apartment, recording the fault, the plumber or electrician, parts used and the closing note.
- Resource and Room Booking
The clubroom, courtyard court and guest suites are held by slot, so two households cannot book the same space for the same evening.
- WhatsApp, SMS and Email Notifications
A boiler shutdown or lift service notice reaches every resident, one block or a single household from one record, by each person’s preferred channel.
- Document Management
Move-in photographs, snag checklists and signed walk-through forms are filed against the apartment, ready to compare when the resident leaves.
How we would put it in.
Setup, data migration, integrations and anything built on top.
One system, each person sees their part.
For the community owner
See occupancy, rent collected, arrears, tenancies due for renewal and maintenance spend by block on one rent roll.
For leasing agents
Work the enquiry list, book viewings, chase referencing and guarantor papers, and see which apartments fall vacant and when.
For the community manager
Oversee renewals, arrears, walk-throughs, turnover and notices, with each task assigned to a named person and a due date.
For maintenance crews
Open the day’s work orders on a phone, record parts and hours, photograph the finished repair and close each request with a note.
For residents
See your lease, balance and receipts. Raise repair requests, book the clubroom and read notices from the office.
The numbers the owner asks for.
- Occupancy, vacancy and make-ready status by block and bedroom count
- Tenancies expiring by month with renewal offer status
- Rent roll with arrears ageing by resident
- Open and completed work orders by trade and technician
- Deposits held, deductions claimed and refunds pending
- Turnover days between residents by unit
Who this is built for.
- Single-building communities run by a caretaker and a small office
- Large communities with several blocks, a gatehouse and an on-site maintenance crew
- Owners with apartments in more than one location
- Managers who run communities on behalf of investors
- Communities that let furnished and unfurnished units
When it is not the right choice.
- An owner with a few flats let to long-term tenants can manage with a rent sheet and a shared folder.
- A business that lets rooms by the bed or runs short stays by the night will find the guest-house and hotel products closer to its needs.
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
- SMS
- WhatsApp or other messaging
- Payment gateways
- Accounting software export
- Access control and gate systems
Questions owners ask before a demo.
Is this for owners who let a few flats?
It is built for communities with many units and a management team. Owners with only a few flats usually do well with a simpler arrangement.
Can residents see their own balance?
Yes. A resident login shows charges, payments and receipts for that household only. Other residents’ balances, guarantors and documents stay hidden.
How does it list leases due for renewal?
Each lease holds an end date and a notice date. The renewal list shows tenancies expiring over the coming months, so offers can be priced with occupancy and rent roll in view.
Can it handle common-area repairs as well as unit repairs?
Yes. A request can be logged against an apartment or against a lift, stairwell, pool, boiler room or car park, and the cost lands on the right account.
What happens to the deposit at move-out?
The deposit is set against deductions found at the walk-through. Photographs and snag notes are attached, and the balance to return is calculated from them.
Does it work with several communities?
Yes. Each community has its own units, team and ledger, while the owner reads figures across all of them.
Can notices go by messaging apps?
Yes. Notices reach residents by email, SMS or a messaging app, according to each person’s consent and what your region’s rules allow.
How do existing households get onto it?
Share your rent roll spreadsheet or export. Fields are matched to the new record, and the manager reviews the imported households and guarantors before residents are invited.
Who owns the resident and lease data?
The community owner does. Any later hand-over of leases and ledgers is described in the proposal, so nobody is surprised at the end.
What does it cost?
The cost follows the number of units, communities and users. You tour the system first, then receive a quotation matching the modules you pick.
Wondering what it costs? Six questions give you a written scope and the buckets any quote should separate.
Businesses that use this.
Related products.
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