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GullySystem
Retail · Building Material Trading Software

Dated rates, credit limits, delivery notes and site ledgers for building material yards.

Run a cement, steel, sand and hardware yard that sells on credit. Rates carry the date they apply from, and every order is booked against a contractor and a site. Loads go out on a delivery note that returns signed or photographed, part loads stay open until the second trip, and ledgers age site by site.

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  • Items, brands, grades and rate lists loaded before the first order
  • Contractor balances and site-wise dues migrated from your accounting package or Excel
  • Set up and supported by a single team over remote video sessions

This building material trading software runs a yard that sells to contractors on credit. GullySystem sets it up around dated rate lists, contractor and site registers, delivery notes and site-wise ageing. Orders past the credit limit wait for the owner. Set-up begins with your rate lists and warehouses.

Where it breaks today

What goes wrong before the software.

Signed delivery notes are not retained

The signed copy never returns. The site supervisor signs a copy that does not come back to the file, so a later dispute over a short delivery of rebar is hard to settle.

Balances are not visible at order time

The limit lives in memory. A contractor asks for steel, and since the credit limit sits in the owner’s head, the person taking the order cannot check what the contractor already owes.

Rate changes are not reflected in bills

Cement and steel prices change midweek. An invoice may go out at the old figure because that is what the quotation said, and the yard loses the difference on every bag and bundle.

Part loads are forgotten

A lorry cannot take everything, or the site cannot unload, and without a record of what is still due the contractor has to remind you.

Returns are settled informally

Returns come back by lorry. Unused bags and cut lengths of rebar return, and where credit is promised by phone and stock is not updated, the ledger and the yard drift apart.

One balance covers several sites

A contractor pays for one job. Your ledger shows a single figure, so it is unclear which site is clear and which is behind on a running account.

How it runs

How the work flows through it, step by step.

Illustration with sample figures. Your screens are built around your own records.
  1. 1

    Rates

    Enter cement by brand and grade, steel by diameter, and sand, gravel and aggregate with the date each rate applies from. Quotes and invoices pick the correct figure automatically.

  2. 2

    Order booking

    Select the contractor, site, material and delivery slot. The outstanding and limit appear on the same screen, so the clerk sees them before saying yes.

  3. 3

    Loading and delivery note

    The yard supervisor loads against the order and raises the delivery note, and transport document details are prepared from it for the provider you use.

  4. 4

    Delivery

    The driver photographs the signed delivery note at the site. If only part of the load went, the balance stays on the order as a second trip, listed for tomorrow.

  5. 5

    Billing and returns

    The invoice is built from what was delivered. Unused bags come back on a credit note, and yard stock is updated in the same step.

  6. 6

    Collections

    The collection list opens by contractor and site, oldest first. Cheque, card and transfer receipts are entered as they arrive, and each clears the bill it was meant for, not the oldest by default.

Modules

What is inside.

Every module can be switched on, left out or changed to match how your team already works.

Rate lists with dates

Give every item a rate and a start date. Old bills keep the old rate, and a quotation shows which list it was built from, so a midweek steel revision never corrupts a bill.

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Contractor and site register

Record each contractor with sites, the engineer or supervisor at each, the delivery address and who may sign for a load, so a stranger’s signature is never accepted.

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Order booking

Book material, quantity, rate, site and delivery slot against a contractor, from a call or message at the counter, with the site’s earlier orders shown.

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Credit limit and hold

Limit and outstanding show while the order is taken. An order that crosses the limit waits for the owner to release it. Each release records who approved it and when.

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Delivery notes and trips

Create delivery notes by trip with the lorry, driver and what was loaded. A part load leaves the balance quantity open on the order. The second trip is planned.

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Driver proof on a phone

Give the driver one screen for the trip and the site, plus a camera to capture the signed delivery note or the unloaded material, tarpaulin and all.

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Site-wise ledger and ageing

Show outstanding per contractor by site and by age. A payment is then applied to the job it came from, not to whichever bill is oldest.

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Returns and credit notes

Record bags, rods, stirrups and fittings returned from a site with a reason, then add them back to yard stock and credit the right invoice.

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Yard stock

Track cement by brand and grade, steel by diameter and weight, and sand, gravel and aggregate by load. Stock falls as delivery notes go out and rises with returns and purchases, so the count matches the yard.

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Purchases and landing cost

Record company and depot purchases with freight and unloading added, so selling rates are set against actual cost, including demurrage on a delayed lorry.

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Lorry hire and freight

Record own and hired lorries against each trip. Hire charges are passed on to the site where your terms allow.

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Collections

Enter cash, cheque, card and bank transfers against bills. Post-dated cheques are held with their due dates and reminders, and a bounced one reopens the bill.

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Solutions inside

The business modules it is built from.

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

  • Price Lists and Schemes

    Every item has a rate with a start date, so old bills keep their old rate and a quotation shows which list it used.

  • Order Management

    Counter staff book material, quantity, rate, site and delivery slot against a contractor from a call or message.

  • Credit Limits and Control

    The order screen shows each contractor’s limit and outstanding balance, and an order past the limit waits for the owner to release it.

  • Transport Documents

    Delivery notes are created by trip with the lorry, driver and load, and a part load leaves the balance quantity open on the order.

  • Vehicle and Trip Management

    Own and hired lorries are recorded against each trip, with hire charges passed on to the site where the terms allow.

  • Sales Returns and Credit Notes

    Bags, rods and fittings returned from a site are logged with a reason, added to yard stock and credited to the right invoice.

  • Collections and Payment Follow-Up

    Cash, cheque, card and bank transfers are entered against bills, with post-dated cheques held against their due dates and reminders.

  • Stock Tracking and Alerts

    Cement by brand and grade, steel by diameter and sand by load fall as delivery notes go out and rise with returns and purchases.

Services

How we would put it in.

Setup, data migration, integrations and anything built on top.

All solutions

Every part of the system, by area.

Take the modules you need. Each one works on its own or inside a larger system built for you.

AI by department

More on this product

Topics beyond the modules.

Each page covers one part of how the system is used, connected or controlled.

Views by Role for Building Material Traders

Each person at a building material yard sees the screen their job needs, whether at the counter, in the yard or on the lorry.

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Integrations for Building Material Trading Software

The system connects to your accounting package, WhatsApp, SMS, payment gateways, a transport document provider and weighbridge printouts.

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Reports for Building Material Yard Owners

These reports read from the orders, delivery notes, stock and receipts a yard already records, so the owner reads one set of figures.

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Who uses it

One system, each person sees their part.

For owners

See outstanding by contractor and site, what is overdue and for how long, today’s loads and orders waiting on approval, all without asking the clerk.

For counter clerks

Take the order, see the balance and limit while doing it, and raise the delivery note the yard loads against.

For yard supervisors

See the loading list for the day by lorry and trip, with brands and grades stated, so the right bag goes on the right truck.

For drivers

See trips for the day on a phone. Close each one with the camera.

For accounts assistants

Record receipts against bills and issue credit notes for returns, then prepare the monthly file for your tax return.

Reports

The numbers the owner asks for.

  • Outstanding by contractor and site, with ageing
  • Loads delivered, with part loads still open
  • Rate history for cement, steel and aggregate
  • Yard stock by brand, grade and diameter
  • Returns and credit notes for the month
  • Collection list for Saturday, oldest bills first
  • Sales and purchase summary for the tax return
Good fit

Who this is built for.

  • Cement and steel traders selling to contractors on credit
  • Hardware shops delivering to sites by lorry
  • Yards supplying several sites for the same contractor
  • Traders whose rates move with company lists and the steel market
  • Tile counters attached to a material yard
  • Traders with several warehouses under one owner
Honest answer

When it is not the right choice.

  • A counter selling mostly for cash to walk-in customers. Simple billing software is enough.
  • Ready-mix plants and block manufacturers need a manufacturing system for batching and production, not a trading one.
  • Transport documents are prepared from the delivery note, not issued by GullySystem. They go out through the provider or portal your accountant already uses.
Made to fit

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.

Your items, brands and grades

Cement brands, steel sections, sand and aggregate are loaded with the units and names your yard uses, along with your current rate list.

Balances brought forward

Contractor outstanding, site-wise dues and credit limits are brought in from your accounting package or Excel, so ageing starts from real bills.

Delivery note and invoice formats

Your delivery note, quotation and invoice layouts are set up as customers know them, with your terms and tax number printed.

The yard and the drivers

Loading screens and the driver app are tried on the phones your drivers carry, in the yard, before the first live trip.

Training and support

Counter staff, yard supervisors and accounts are trained on their own screens. Hosting, backups and later changes stay with our team, who are reached over video.

Works alongside

  • Accounting package export
  • WhatsApp
  • SMS
  • Card, transfer and payment gateways
  • Transport document data through your provider
  • Weighbridge printouts
Common questions

Questions owners ask before a demo.

Can it stop a load going to a contractor who is over the limit?

Yes. The limit and outstanding appear on the order screen, and an order past the limit is held until you release it, with your name and the time saved.

How are part loads handled?

The delivery note records what actually went. The balance quantity stays open on the order and appears on the pending list, so the second trip is planned.

Can it prepare transport documents?

It prepares the data from the delivery note, with vehicle, distance and value ready. The document itself is still generated through the provider or portal you already use.

Will our accounts stay in our own package?

They can. Invoices, credit notes and receipts export for your accountant to import under the ledger names used today.

Can our contractor balances be brought across?

Yes. Balances, credit limits, item rates and open orders are brought in from your accounting package or a spreadsheet before go-live. Large contractors are checked line by line.

Can drivers manage the phone screen?

Most do. It shows a trip, a site name and a camera, nothing else. Where a driver cannot manage it, the yard supervisor closes the delivery note from the office.

Who owns the ledgers and delivery records?

The firm does. You can take a full copy whenever you ask, and the written proposal sets out the terms.

What does it cost?

No price is published. Yards, counters and users drive it. Delivery with trips and driver phones is a further part you can switch on. Contractor balances brought across and any weighbridge or accounting link add to it. A written proposal prices each part after you see your own ledgers.

Is it too much for a small yard?

It may be. If one person carries the limits and delivery notes reliably, paper may serve for now. Tell us how many credit accounts and delivery notes you carry daily, and we will judge whether moving off paper helps.

How soon can the yard work from it?

Rate lists, the contractor and site register and order booking tend to start things, with credit holds beside them. Delivery notes, driver proof, site ledgers, returns and landing cost come later. The proposal dates every stage.

What do we have to gather beforehand?

Collect the rate list, contractor and site balances, some delivery notes and invoices, and a stock sheet by brand and grade. Note the credit limits you hold. A counter clerk, yard supervisor, driver and accounts assistant need to check screens.

Wondering what it would cost? Share your requirements and an engineer will come back with a scope.

Inside this product

Every part, on its own page.

Each page covers one part of the system: what it records, who uses it and what it hands on.

Industries

Built for.

The trades this product is set up for. Pick yours to see how the work runs there.

Related

Related products.

Selling online

Selling these goods online as well?

These e-commerce pages describe the online side: the storefront, dealer ordering and the connections to a system like this one.

Your requirements

See Building Material Trading Software set up around your records.

Tell us how you run things today. An engineer reads it and writes back with what fits as it is, what would need changing, and what we would start with.

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