One system for units, fault calls, contract visits, refrigerant logs and parts.
Manage customer sites, refrigeration units, breakdown calls, planned maintenance, refrigerant records, van stock and installation jobs in one system. Each unit carries its history, so an engineer opens the site and sees what was fitted, which condenser it pairs with and what gas was added. Dispatchers choose by location and skill. Accounts invoice call-outs, parts and contracts from the same record.
- Unit register, contract terms and part catalogue entered from your records
- Customer sites, open calls and unpaid invoices migrated before go-live
- Fault types, visit checklists and gas categories adjusted by GullySystem when asked
Commercial Refrigeration Management Software, configured by GullySystem, gives refrigeration firms one place for customer sites, units, breakdown calls, planned visits, refrigerant logs and invoices. Each unit holds its service history, and engineers read it on a phone before they arrive. Service contracts, parts on the vans and new plant installations sit in the same place.
What goes wrong before the software.
How the work flows through it, step by step.
- 1
Site and unit setup
A customer site is added with each cold room, cabinet, evaporator and condensing unit, with its serial number, refrigerant type and contract cover.
- 2
Call or scheduled visit
A breakdown is logged by phone, message or monitoring alert. Otherwise a planned visit comes due from the contract calendar, and the unit’s earlier faults are shown beside it.
- 3
Dispatch
The dispatcher assigns an engineer by location and skill, with the unit’s history and the parts likely to be needed, such as a fan motor, a contactor or a defrost heater.
- 4
Visit and report
The engineer records pressure readings, superheat, faults found, parts fitted and gas added. A service report follows for the customer to sign.
- 5
Invoice
Call-out, labour, parts and gas are billed. Alternatively the visit is booked against a contract with no charge for planned work.
- 6
Renewal and follow-up
Contracts are renewed before they lapse, and repeat faults are reviewed by unit, make and compressor model.
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.
- Asset AMC Tracking
Each contract holds its covered units, visit count and renewal date, so a lapse is flagged before a cold room fails.
- Ticket Management
A breakdown becomes a numbered call with the unit, the symptom and stock at risk, and it stays open until the engineer closes it.
- Technician Scheduling
Planned visits from contracts are placed against engineers by day and area, with urgent faults able to displace a routine service.
- Service Reports and Proof of Visit
The engineer leaves a signed report listing readings, work done and parts used, which the customer keeps and the office files.
- Stock Tracking and Alerts
Compressors, fan motors and valves are tracked by van and store, and a reorder note appears when a common part runs low.
- Quote & Proposal Management
A cold room or cabinet quotation is built from equipment, pipework and labour rates, each revision is kept, and acceptance opens an installation job.
- Service Reminders
Customers are reminded of each planned visit by message, and the office is reminded when a unit is overdue for its next check.
- Invoice Management
Call-out, labour, parts and gas are invoiced with tax set for the country, and contract visits are recorded without a charge.
How we would put it in.
Setup, data migration, integrations and anything built on top.
One system, each person sees their part.
For owners
See calls open, contracts due, gas used, parts on hand and balances by customer.
For dispatchers
Log calls, pick engineers by location and skill, and tell customers who is on the way and which part is in the van.
For engineers
Open the unit history on a phone, record readings and parts, and get the customer’s signature before leaving the site.
For stores and purchasing
Track van and store stock, receive from wholesalers and reorder common parts such as contactors, glycol and fan motors.
For accounts
Invoice visits and contracts, post receipts and follow up overdue balances.
The numbers the owner asks for.
- Fault calls broken down by unit, type and engineer
- Recurring faults, by make and model
- Planned visits completed against missed
- Contracts approaching renewal
- Gas charged and recovered, unit by unit
- Leak test results by unit and date
- Parts used, and lines that have fallen below reorder level
Who this is built for.
- Firms that service walk-in coolers, freezers and cold rooms
- Companies maintaining display cases and ice machines for shops and restaurants
- Contractors that install refrigeration plant and pipework
- Service teams that hold maintenance contracts with supermarkets and food plants
- Refrigeration engineers running a small workshop and a fleet of vans
When it is not the right choice.
- A lone engineer who attends only a handful of breakdowns each week can get by with a phone and a pocket diary.
- Companies mainly installing and servicing air conditioning for comfort cooling may prefer HVAC Service Management Software.
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
- WhatsApp or other messaging
- SMS
- Temperature monitoring alerts
- Online payment gateway
- Accounting export
Questions owners ask before a demo.
Can it hold a record for every unit at a customer site?
Yes. Each cold room, cabinet, evaporator and condensing unit has its own entry with make, model, serial number, refrigerant type and every visit made to it.
How does the refrigerant log work?
The engineer records gas added or recovered against the unit and the cylinder. A report shows gas used by unit, cylinder and date, with leak test notes. Which fields your regulator wants is worked out with you.
Can planned visits be generated from a contract?
Yes. A contract sets how many visits are due and when. The calendar creates them, and a missed visit shows up on the board.
Does a temperature alarm create a call by itself?
If the monitoring system can send an alert, a call opens against the unit that raised it. Otherwise the dispatcher logs the call by hand. The link is scoped with your monitoring supplier.
Can engineers use it without signal in a cellar or cold store?
Entries need signal. An engineer can note readings on paper and key them in once back outside, and the report is saved against the same visit.
Can it track the parts on each van?
Yes. Each van is a stock location. Parts are issued from the store to the van and used against a job, and low levels trigger a reorder note.
Does it help us quote new installations?
A quotation lists equipment, pipework, lagging and labour from your price list, keeps each revision, and becomes an installation job with stages once accepted.
What happens to our current customer list?
Your files supply the customers, sites, units and running contracts. Someone in your office compares a few sites against the originals before anyone uses it for real calls.
How is the first demonstration run?
A sample site is walked from a fault call to the invoice, using units like your own. A written proposal follows after we understand your contracts and fleet.
Who supports it after launch?
GullySystem hosts it and answers requests from your office. Requests to change fault types, checklists or gas categories are handled as they arise.
Wondering what it costs? Six questions give you a written scope and the buckets any quote should separate.
Businesses that use this.
See Commercial Refrigeration Management Software with your own data.
Tell us how you run things today. We’ll show you the parts that matter to you and say plainly what would need changing.
- No obligation
- A reply within one business day
- Your details stay private
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