One system for grower agreements, plots, input advances, procurement and settlement.
A grower’s file holds the signed agreement, plot areas, seed and fertiliser advances, field visit notes, weighbridge slips and settlement statements from signing to the final payment. Field officers log visits on a phone. Finance reads each grower’s balance before payment. The procurement head books trucks for each cluster from the visits already recorded, so a collection day is planned from forecasts rather than hopeful phone calls.
- Grower registry, plots and agreement terms loaded from your registers
- Price bands, grade rules and recovery rules entered as your contracts state them
- Changes to terms and crop calendars made by GullySystem staff when asked
Companies that buy from contracted growers keep agreements, plot registers, input advances, officer visits, weighbridge slips and settlements in Contract Farming Company Management Software from GullySystem. Payment follows accepted weight, grade deductions and advance recovery, and processor intake is reconciled against centre totals lot by lot, so a gate shortfall has a source. Each grower sees one statement.
What goes wrong before the software.
How the work flows through it, step by step.
- 1
Sign the grower
The sourcing team records the grower, the plots with survey numbers, the crop and the agreement terms, and a cluster and a field officer are assigned to the file. Terms are entered as fields.
- 2
Issue inputs
Seed, fertiliser and crop protection leave the store against the agreement with batch numbers noted, and the value is added to the grower’s advance balance the same day.
- 3
Visit and forecast
Field officers log germination, crop stage, pest notes and a yield estimate for each plot, and the forecast for the cluster is built from those visits. Nobody forecasts from memory.
- 4
Plan procurement
Each plot carries a harvest week, and from it the system books trucks and pickup days for the whole cluster, then messages every grower with the slot and the collection centre.
- 5
Weigh and grade
Each lot is weighed at the centre, read for moisture or grade, and printed on a slip showing gross, tare and net weight. Rejected quantity gets a reason.
- 6
Settle and dispatch
Payment is computed from accepted weight, price band and advance recovery, lots go to the processor with delivery notes, and intake weight is reconciled against centre totals.
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.
- Contract Management
Each grower agreement keeps its crop, price band, grade rules and delivery window as fields, and a revised term is dated instead of overwritten.
- Stock Tracking and Alerts
Seed, fertiliser and crop protection are received by batch number and issued against agreements, with the stock left in each store always visible.
- Expense Tracking
Each seed issue, urea bag and cash advance adds to the grower’s balance, so finance reads exposure by cluster before the first truck is weighed.
- Task Management
Visits are assigned to officers by cluster, completed on a phone with notes and photographs of the crop stage, and rolled up into the forecast.
- Goods Receipt (GRN)
A lot is received at the centre with truck number, gross and tare weight and rejected quantity, then a slip is printed for the grower.
- Quality Control
Moisture, size or sugar readings are checked against the grade in the agreement, and the deduction on the slip follows that rule.
- Vehicle and Trip Management
Collection runs are booked on hired or own trucks, with loads, diesel and trip costs recorded and each freight bill matched to its run.
- Batch and Serial Tracking
Lots dispatched to a processor keep their centre and grower origin, so a shortfall at the processor’s gate can be traced back to a source.
How we would put it in.
Setup, data migration, integrations and anything built on top.
One system, each person sees their part.
For the sourcing head
See agreements signed, area under crop, forecast by cluster and growers falling behind plan, without ringing each area office for a number. Slipping clusters show first.
For field officers
Log plot visits and yield estimates on a phone, and check a grower’s advance balance before promising more seed or sprays. Promises match the ledger.
For collection centre staff
Weigh trucks, grade lots and print slips, with the grower’s price band and deduction rules showing on the weighbridge screen instead of a call to the area office.
For store managers
Receive and issue seed and fertiliser by batch number, and see which growers still hold open advances before a further issue is made.
For finance
Check settlements before release, recover advances and pay growers in one bank run, then reconcile processor invoices against the lots collected from each centre.
The numbers the owner asks for.
- Agreements, area and expected volume by crop and cluster
- Input issues and advance balances by grower
- Field officer visits done against plan
- Forecast against procured weight, by cluster and week
- Grade deductions and rejected quantity by centre
- Settlements released with advance recovery
- Processor intake against centre totals, by lot
Who this is built for.
- Processors that buy vegetables, potatoes or pulses from contracted growers
- Exporters that source fruit and herbs on written agreements
- Seed companies that run multiplication plots with growers
- Poultry and dairy integrators that supply stock and feed on credit
- Sugar, tea and spice buyers with a network of outgrowers
When it is not the right choice.
- A buyer that purchases only on the open market with no agreements, advances or field staff does not need this.
- Greenhouse growers who run their own crop cycles will find Hydroponic and Greenhouse Farm Management Software closer.
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
- Weighbridge indicator
- Bank payment file
- Accounting export
Questions owners ask before a demo.
Does it hold the agreement terms or only a scan?
Both. The scan is attached, and the price band, grade rules and delivery window are entered as fields that the weighment reads, and a changed term is dated.
Can one grower have more than one crop?
Yes. Each agreement has its own plots, advances and terms, and the grower’s statement shows them together, with recovery applied to the crop you choose.
How are grade deductions applied?
The clerk enters the moisture reading, size band or sieve result, and the grade rule from the agreement sets the deduction that the slip then prints with its reason.
Can it show which growers may be side selling?
It lists the gap between estimate and delivered weight for every grower, so a thin delivery from one plot stands out against its cluster. Staff then visit the plot and decide, because hail, pests or a second buyer can all explain a low lot.
Can it read from our weighbridge indicator?
Often, yes, depending on the make. Many load cell indicators send a reading through a serial port or USB cable, so we check yours before the scope is agreed.
Do field officers need signal in the plots?
The system runs online, and notes written without signal wait on the phone until it reconnects, usually at the cluster office or on the main road.
Can finance see advances before harvest?
Yes. The advance ledger shows each grower’s balance as inputs are issued, so finance can see exposure by cluster well before the first truck is weighed.
Are last season’s agreements still there next year?
Agreements, weighment slips and settlement statements stay stored from season to season, and each downloads to a spreadsheet or PDF whenever finance or an auditor asks for it. The quote names the file layout before work begins.
How is the system priced?
The number of growers, collection centres and weighbridge links sets the scope, and you watch a walkthrough built on your own crops and clusters before any quote is written.
Wondering what it would cost? Share your requirements and an engineer will come back with a scope.
Businesses that use this.
See Contract Farming Company 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
Start with your requirements
Seven short steps that tell us what you need. An engineer reads them before getting in touch.
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