Sites, stages, material issue and running bills for builders, one record per site.
Each site carries its own stages, labour attendance, subcontractor work orders and the cement, rebar and aggregate issued against it. Measurements from the measurement book become a running bill, the running bill becomes a payment certificate, and retention is held back automatically. Photographs and delay reasons are recorded on the day they happen.
- Stage names, rate list and bill format configured before the first site is entered
- Running sites migrated with measurements, advances and retention already held
- Set up, hosted and supported by one small team over remote video sessions
Builders and civil contractors use Construction Project Management Software, which GullySystem sets up for their sites. Site engineers and the office share one record. It holds stages from plinth to handover, labour attendance, subcontractor work orders, indents and issues, and running bills with retention held back. Measurements become a bill, and you certify what is paid.
What goes wrong before the software.
How the work flows through it, step by step.
- 1
Project set-up
Enter the client, site address, contract value and the stages you bill on, from plinth and damp-proofing to plastering and tiling, each with planned dates. Budget heads for material, labour and subcontract work sit under the site, drawn from the bill of quantities.
- 2
Work orders
Issue each subcontractor an order with scope, rate and site. Mobilisation advances are recorded against the order and recovered from later bills in the instalments agreed, with variation orders added as separate lines.
- 3
Daily site record
The supervisor marks attendance at the gate on a phone, split between own labour and subcontract gangs, and uploads photographs of formwork, rebar cages and curing. If work stops, the reason is recorded that day, not the following weekend.
- 4
Material issue
The site engineer raises an indent and the storekeeper issues against it. Store stock reduces. The material sits on that site’s account, with the gate pass or goods received number beside each line, whether cement, aggregate or lintels.
- 5
Measurement to running bill
Enter quantities measured this month against the stage and its rate, such as brickwork in cubic metres or shuttering in square metres. The running bill is built with advance recovery deducted and retention held back, and it shows the net payable before anyone signs.
- 6
Certification and payment
Record the certified amount, date and who certified it. Payment received closes the bill. Retention moves to a separate list until it falls due, with the defects liability period beside it, and the certifier named on each line.
What is inside.
Every module can be switched on, left out or changed to match how your team already works.
Sites and stages
Keep one record per project with client, address, contract value, start date and billing stages. Each stage, from piling or plinth to the final snag list, shows planned against actual dates and the amount billed.
Learn moreBudget heads and actual spend
Budget material, labour, subcontract work, machinery hire and overheads per site. Every issue, wage sheet and vendor bill posts against its head, so a cement or rebar overrun appears before the next pour, not after the slab is cast.
Learn moreLabour attendance and wages
Mark attendance at the site, separated into your own labour and each subcontractor’s gang. Rates by trade build a weekly wage sheet with advances deducted. Masons, bar benders, carpenters and helpers are each paid at their own rate.
Learn moreContractors and work orders
Give each subcontractor a work order per site with scope, rate and advance. Raise their bills against it and recover the advance in agreed instalments, with variation orders added as separate lines for formwork, masonry or screed.
Learn moreMaterial indent and issue
Raise an indent from the site, issue from the store and move stock site by site. Returned material is recorded with who sent it and why. Each line quotes its gate pass or goods received number, so a missing bag of cement has a name against it.
Learn morePurchases and vendor bills
Raise purchase orders, record goods received at the site or central store, and check the vendor bill against both. List payments due vendor by vendor, so ready-mix, steel and brick suppliers are not paid twice for one delivery.
Learn moreRunning bills and payment certificates
Build running bills from measurements with deductions for advance recovery, retention and rework. The payment certificate prints the certified amount, date and certifier, ready for the client’s engineer to countersign at the next site meeting.
Learn moreRetention and advance recovery
Total retention held per subcontractor and per client with the agreed release date, and show the advances still to be recovered. Both lists update as each running bill is certified, so nobody counts them by hand.
Learn moreSite photos and daily progress
Attach photographs to the date taken, with the stage and a line of text. The daily progress report carries work done, labour present and material received. It follows the format of a site diary, with cube test and slump entries.
Learn moreDelays and their reasons
Record a stopped day with its reason, such as rain, material, labour, drawing or client approval, so that slippage reads as a list of dates. Any claim for extension of time starts from that list, with photographs.
Learn moreClient billing and receipts
Raise bills to the client with the applicable tax against a stage or running bill, and record receipts so that the outstanding per site is always visible. Variation orders and extra work are billed on their own lines, apart from the contract items.
Learn moreDrawings and site documents
Attach drawings, approvals, agreements and handover notes to the site and its stages, with the current drawing marked and older revisions still visible. Snag lists and waterproofing test sheets are kept beside the handover notes.
Learn moreThe business modules it is built from.
Each one is also available on its own, or inside a system built for you.
- Project Management Reports
Material, labour, contract work, machinery and overheads are budgeted per site, and each issue, wage sheet and vendor bill posts against its head.
- Project Timelines with Gantt Charts
Each site record holds client, address, contract value, start date and billing stages, with planned dates set against actual ones.
- Attendance & Time Tracking
Site attendance is marked separately for own labour and each contractor’s, and category rates build a weekly wage sheet with advances deducted.
- Work Order Management
Each contractor receives a work order per site with scope, rate and advance, and their bills are raised against it.
- Purchase Order Management
Purchase orders and goods received at the site or central store are checked against the vendor bill, with payments due listed vendor by vendor.
- Project Document Management
Drawings, approvals, agreements and handover notes attach to the site and its stages, with the current drawing marked and older ones still visible.
- Receipts Management
Receipts are recorded against client bills, so the outstanding amount for each site is always visible to accounts.
- Invoice Management
Running bills are built from measurements with deductions for advance recovery, retention and rework, and the payment certificate prints certified amount, date and certifier.
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
Tools it connects to.
Each connection is scoped for your own account, one data flow at a time.
Topics beyond the modules.
Each page covers one part of how the system is used, connected or controlled.
Reports for Builders and Project Managers
These reports combine the money, material, labour and schedule of each site. The owner reads one page where there were four registers.
Learn moreIntegrations and Connections for Construction Sites
The software connects to WhatsApp, to your accounting package through an export agreed at set-up, to Excel for rate lists and measurement sheets, and to bank transfer and payment records.
Learn moreViews by Role for Builders and Contractors
Owners, project managers, site engineers, billing engineers and storekeepers use the same site records for different work, each seeing the screens that their job needs. Subcontractors see only their own orders.
Learn moreOne system, each person sees their part.
For owners and partners
See every site, what has been billed and certified, what is still to come in and which stages have slipped. Approve work orders and subcontractor advances above the limit you set, and read the retention held per gang.
For project managers
Work across sites on stages, subcontract scope, indents awaiting approval and the delay list. Reassign a masonry gang. Move a stage date and see which bills it shifts.
For site engineers and supervisors
Mark attendance, raise indents, upload photographs of formwork and rebar, and record why work stopped, all from a phone at the gate.
For billing engineers
Enter measurements and prepare the running bill with its deductions. Track what the client’s engineer has certified against what was claimed, line by line. Chase the difference with the measurement sheet in hand.
For storekeepers
Receive material and issue it against indents to each site. Record returns. Stock is visible without walking the yard or counting bags of cement in the rain.
The numbers the owner asks for.
- Budget head against actual spend, site by site
- Running bills raised, certified and still unpaid, by client
- Retention held per contractor, and when it falls due
- Material issued to each site this month, against its indents
- Labour days and wages per site, split by contractor
- Stage progress against the planned date, with the reason for every stopped day
- Contractor advances paid and how much is still to be recovered
Who this is built for.
- Builders running three or four sites at once with their own site engineers
- Civil contractors billing on running account bills with retention and advance recovery
- Turnkey and interior contractors issuing material from one central store
- Project management consultants certifying bills raised by other agencies
- Firms whose labour is a mix of own staff and piece-rate contractors
- Builders whose site photographs live in WhatsApp groups nobody can search
When it is not the right choice.
- A single flat renovation. A rate list on paper and one WhatsApp group will see you through it.
- Contractors already planning in Primavera or MS Project. This records the site and the money, not a critical path network.
- Anyone who wants structural design or BIM models kept here. Drawings can be attached to a stage, but nothing is drawn or checked in this 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 click-to-chat
- Your accounting package, through an export agreed at set-up
- Excel imports of rate lists and measurement sheets
- Bank transfer and payment records
Questions owners ask before a demo.
Is it suitable for small builders?
Yes, if you run more than one site and bill on running account bills. It follows how small builders work: stages, piece-rate masonry and bar bender gangs, material issued from a central store, retention and certified bills.
Can it prepare a running account bill with retention and advance recovery?
Yes. Measurements go in against the stage and its rate, and the bill deducts the advance being recovered and holds back retention at the agreed rate. The payment certificate prints the certified amount and certifier.
Does the site engineer need a laptop?
No. Attendance, indents, photographs and stoppage reasons are entered on a phone at the gate. Billing and purchase screens are easier on a laptop in the site office, where the measurement book and drawings sit.
Does it connect to our accounting package?
Not directly today. Vendor bills, client bills and receipts are listed here for your accountant. An export can be written at set-up, where retyping is heavy and a bookkeeper’s time is short.
Can sites already in progress be brought in?
Yes. Each site arrives with its stages, bills raised, subcontractor advances and retention held. Two running bills are checked against your files before go-live, line by line.
Does it make us compliant with building regulations?
No software does that. It keeps the record: stage dates, measurements, certified bills, material issued and money received per site. Your auditor and legal adviser decide what a filing or inspection needs.
Can we see what material went to each site?
Yes, issue by issue. Each indent shows what the site asked for, what the store gave and what came back, with the person who issued and the person who signed. Cement, rebar and aggregate are each tracked this way.
Who owns the site records?
Your firm does. The proposal explains how the whole record can be taken out.
What does it cost?
Live sites, the people who log in and how exactly the running-bill layout from your client contracts must be reproduced shape the quotation. Rate lists, accounting exports and sites in progress to bring across are listed as parts. A demonstration on one of your sites comes first.
Should we continue with Excel?
For one site, Excel can be enough. It becomes difficult when several sites share a store, subcontractors have advances running and retention spans years of bills.
How long before site engineers record work in it?
Site engineers need sites and stages, budget heads with actual spend, labour attendance and contractor work orders first. Material indents, vendor bills, running bills and retention follow. How many sites are live affects timing. Your proposal puts a date against every stage.
What should the builder have ready?
Bring the stage list, rate lists, measurement sheets, contractor agreements, recent running bills and the material indent format. A project manager, a billing engineer and a storekeeper should be named for queries and screen checks.
Wondering what it would cost? Share your requirements and an engineer will come back with a scope.
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.
- Running Account Bills and Payment Certificates
- Site Labour Attendance and Weekly Wage Sheets
- Material Indent and Store Issue by Site
- Site Photographs and Daily Progress Reports
- Contractor Work Orders, Rates and Advances
- Retention and Advance Tracking for Contractors
- Sites and Stages, Planned Against Actual
- Delay Reasons Recorded for Each Stopped Day
- Purchase Orders and Vendor Bills for Builders
- Drawings and Site Documents for Builders
- Budget Heads and Actual Spend for Construction Sites
- Client Billing and Receipts for Builders
- Reports for Builders and Project Managers
- Integrations and Connections for Construction Sites
- Views by Role for Builders and Contractors
Built for.
The trades this product is set up for. Pick yours to see how the work runs there.
Related products.
See Construction Project 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