One register for member firms, dues, endorsements, events and sector councils.
Run a chamber of commerce from one register of member firms. Each firm carries its sector, size band, contacts, tier and subscription history. Dues, endorsement fees, expo stands and sponsorship post to the same record. Councils and committees list their members from it, and the secretariat sends circulars to exactly the firms a message is meant for.
- Tiers, fee schedule and council lists entered as your chamber applies them
- Member register and open invoices migrated from your files
- Edits to tiers and document types made by GullySystem staff when asked
Member tiers, endorsement fees, council seats and the secretariat’s daily routine are what this system is fitted to at each chamber of commerce. The membership officer, finance clerk, trade desk and events team work from one register of firms. Each firm carries its tier, dues, endorsed documents, event bookings and council seats. Lapse lists need no separate sheet.
What goes wrong before the software.
How the work flows through it, step by step.
- 1
Enquiry and joining
A firm applies with its sector and size. The membership officer checks the application, assigns a tier and opens the member record.
- 2
First subscription
The first invoice is raised on the tier fee, the payment is posted, and the firm appears in the active register with its contacts.
- 3
Services during the year
The firm books expo stands and delegate seats, brings documents for endorsement and joins sector councils. Each service posts to its record.
- 4
Endorsement desk
A request is logged, the firm’s standing is checked, the officer endorses the document, and a numbered entry with the fee is added.
- 5
Renewal cycle
Renewal invoices go out ahead of the due date. Reminders follow, and firms still unpaid move to a lapse list for the director.
- 6
Council and committee cycle
Agendas go to council members, attendance is recorded, and minutes are filed against the council for the next meeting.
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.
- Contact & Account Management
Each member firm is one record with its own contact people, so a new finance officer is entered once and reaches invoices, circulars and council lists.
- Subscription Billing
Yearly or quarterly subscriptions are raised from the tier fee, so the chamber sees which firms renewed and which are now overdue by tier.
- Document Management
Every endorsed certificate is stored with its number, the firm and the fee, so a bank query is answered from the register, not the paper book.
- Receipts Management
Delegate seats and guest fees are receipted against the firm or the individual, and the receipt shows whether member or guest rates applied.
- Workflow and Approvals
A new application waits for the membership officer to confirm the tier, and any firm moved to a lower fee needs the director’s sign-off.
- WhatsApp, SMS and Email Notifications
Renewal reminders, event invitations and customs notices go by email or SMS to the sector or tier chosen, and each send is logged against the firm.
- Resource and Room Booking
The boardroom and the main hall are booked by member and outside hirers, with the date held against the rate that applies to each.
- Dashboards and KPIs
Directors open one screen of active firms, lapses this quarter, renewal income against target and event takings before a board meeting.
How we would put it in.
Setup, data migration, integrations and anything built on top.
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.
- Applicant Tracking (5)
- CRM (8)
- Finance & Accounting (10)
- Helpdesk (4)
- Human Resources (13)
- Inventory Management (5)
- Project Management (7)
- Manufacturing (6)
- Procurement (4)
- Sales and Distribution (6)
- Field Service (5)
- Statutory and Compliance (4)
- Retail and POS (4)
- Bookings and Appointments (3)
- Subscriptions (2)
- Assets and Fleet (4)
- Platform (6)
- Analytics (2)
- Documents (1)
- All business solutions
One system, each person sees their part.
Chief executive and directors
See active firms, lapses, income by tier, event takings and sponsorship due, ahead of a board meeting.
Membership officer
Handle applications, tier placement, renewals, resignations and the list of firms to call this week.
Finance clerk
Raise subscription and event invoices, post payments, and read arrears by firm without opening a second file.
At the trade desk
Check standing, log each endorsement, take the fee and print the numbered certificate on the chamber’s own template.
Events and sponsorship team
Manage seat sales, stand allocation, sponsor promises and the guest list for each function.
The numbers the owner asks for.
- Active, lapsed and resigned firms by sector
- Renewals due, reminded and overdue by tier
- Endorsements issued by month and document type
- Event attendance and takings by function
- Expo stands sold and deposits outstanding
- Sponsorship promised against delivered
- Council attendance by member firm
Who this is built for.
- Local chambers of commerce serving a town or district
- Regional and provincial chambers with several branches
- Sector chambers for trades such as textiles, mining or agriculture
- Bilateral chambers that link firms in two countries
- Chambers that run expos, trade missions and certificate desks
When it is not the right choice.
- A small business club that meets monthly and collects a flat fee can use a shared spreadsheet.
- A federation that only passes policy papers between member chambers has little to bill or log here.
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 gateway or bank feed
- Accounting export
- Website member directory
- Calendar invitations
Questions owners ask before a demo.
Is this built for a chamber or for any membership club?
For a chamber. Firms rather than individuals are the members, and the endorsement register, sector councils and expo stands come with it. A leisure club needs a different product.
Does it decide which documents the chamber may endorse?
No. Your officers and your own rules decide that. The system records the request, the firm’s standing, the fee and the number issued, then prints on your template.
Can a firm belong to several councils?
Yes. A firm can sit on any number of sector councils and committees, and each roster reads from the same member record.
How are tiers decided?
By the rules your board has set, such as turnover band or headcount. The rule is stored once and the officer sees which tier a new firm falls into.
What happens to a firm that stops paying?
After the reminders, the firm moves to a lapse list for the director to review. Whether it loses member rates on documents is a rule your chamber sets.
Can we sell expo stands and track deposits?
Yes. Each stand is allocated to an exhibitor, a deposit and balance invoice are raised, and the show manager sees which stands are paid.
Can we send a circular only to importers?
Yes. Firms carry sector and activity tags, and a notice goes to the tag chosen. A record of what each firm received is kept.
Can member data be exported?
Yes. Register, invoices and endorsement log leave as spreadsheets, and the secretariat signs off the layout before anything is built or handed over.
How is the chamber charged?
Member count is not the only lever. Tiers, directors and officers logging in, expo and hall hire modules, and links to a payment gateway, website directory or accounting export all shape the quotation. A member list kept in sheets must be moved across. The chamber sees screens on its own tiers, then receives prices per part.
Does a chamber with few members need this?
Perhaps not yet. A chamber with a few dozen firms and no document desk can manage on a spreadsheet. Share your requirements first.
When could the secretariat stop using separate lists?
Tiers, the member register and subscription invoicing replace the most lists at once, so they are built ahead of the rest. Endorsements and the standing check follow, then events, expo stands and councils. Circulars and hall hire come last. The proposal lays out the stages and calendar.
What does the secretariat need to gather?
Gather the member list with fee tier and dues history, the fee schedule, and the endorsement templates with their old register. Add council membership lists, an event sheet and a circular as sent. A membership officer, a finance clerk, the trade desk lead and the events team each need a slot. Payment gateway and website access are needed for linking.
Wondering what it would cost? Share your requirements and an engineer will come back with a scope.
Built for.
The trades this product is set up for. Pick yours to see how the work runs there.
See Chambers of Commerce Management 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
- A senior engineer reads your answers. Nobody phones first.
- Within one business day you get a written note: what we understood, what we would start with, and the questions we still have.
- If it fits, a proposal follows with the order of work, what we need from you and what you receive at each step.
- 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