One record for client formulae, batch dossiers, free-issue actives and release packs.
Hold client enquiries, technology transfers, quality agreement terms, master batch records, dispensing, in-process checks, deviations, change requests and release packs in one system. Each client’s product stays separate across shared tablet presses, blister lines and filling suites, and free-issue active ingredient is counted apart from the plant’s own excipients. Production, quality assurance and the client’s reviewer read one batch record, so every signature, in-process result and clearance sheet is in the pack. Nothing is chased.
- Client list, product masters and master batch record templates entered from the documents you already issue
- Open campaigns, free-issue lots and unpaid tolling invoices migrated before the first live batch
- Edits to record layouts and approval routes made by GullySystem staff when your quality head asks
Plants compressing tablets, filling capsules or sterile vials for client companies hold product masters, batch records and release packs in one system that GullySystem configures to the site. Free-issue actives and deviations sit beside them. Each client’s formula, quality agreement and campaign stay separate; tolling invoices follow recorded quantities, and the client’s quality unit reviews one pack.
What goes wrong before the software.
How the work flows through it, step by step.
- 1
Enquiry and agreement
A client’s request is logged with dosage form, batch size and target market, and the quality agreement terms, approved contacts and notice periods are stored on the client record. Sales sees the same file.
- 2
Technology transfer
The transfer package, draft master formula, feasibility runs and exhibit batches carry owners and dates, and the file stays open until the client and your quality head approve the master batch record.
- 3
Campaign plan and materials
A campaign is booked on a line, and free-issue actives and plant-bought excipients are checked against the master formula; lots in quarantine are blocked from the dispensing booth.
- 4
Batch manufacture
Line clearance, dispensing, granulation, compression or filling, and packing steps are signed in the batch record as the work happens, never afterwards. Hardness, fill weight and yield are keyed in at the press.
- 5
Review and release
Laboratory results, deviations and the completed record form one pack; the client’s quality unit reviews it, raises any query against the page concerned, and records its release decision.
- 6
Dispatch and invoice
Each released lot leaves with its packing list and certificate of analysis, and the conversion invoice follows from the quantities booked during the run, stated in the currency the client contracts in.
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 client record holds contacts, agreement terms and products, so supervisors see whose yield limits and hold times apply before a batch is started.
- Production Planning
Campaigns are booked on presses and filling lines with clearance steps between products, and the plan shows which are waiting on materials or release.
- Bill of Materials
The approved master formula lists each ingredient and overage, and every batch record is issued from it with yield reconciled to theoretical afterwards.
- Batch and Serial Tracking
Excipient, bottle and foil lots are received with certificates and sampling status, so only released lots reach the dispensing booth.
- Quality Control
Weight variation, hardness and assay results are read against the product specification, and an out-of-limit value opens an investigation on the spot.
- Workflow and Approvals
A deviation or change request moves through production, quality and the client in order, and cannot close without the corrective action recorded.
- Job Work Management
Client-owned active ingredient is tracked as received, dispensed, returned and balance, so each campaign reconciles to what the client supplied.
- Invoice Management
Conversion charges, plant-bought material and testing are billed from released batch quantities in the client’s currency and tax rules.
How we would put it in.
Setup, data migration, integrations and anything built on top.
One system, each person sees their part.
For plant heads
Read campaigns by line, batches awaiting release, open deviations by client and tolling invoices not yet raised; utilisation of the compression and filling lines shows beside them.
For production supervisors and operators
Open the batch record for the shift, sign each step, key in yields and see which line clearance is still pending before the next product starts.
For quality assurance
Review records, manage deviations and change requests, and assemble the dossier the client’s reviewer will open; open investigations are listed by age, not by memory.
For client contacts
View the pack for their own products only, answer queries against the page concerned, and record release or rejection on the batch, so the email chain with attachments stops. Nothing else is shown.
For stores and finance
Receive materials by owner, keep client stock apart from plant stock, and raise conversion invoices from batch quantities, with free-issue statements printed from the same ledger. One ledger, two owners.
The numbers the owner asks for.
- Batches by client, product and status
- Open deviations and change requests by client and age
- Free-issue active reconciliation per campaign
- Yield against theoretical by product and line
- Release pack turnaround at client review
- Compression, blister and filling line utilisation across campaigns
- Tolling invoices raised and unpaid
Who this is built for.
- Plants that compress tablets or fill capsules for client brands
- Contract makers of syrups, creams or ointments
- Sterile contract manufacturers handling client-owned vials and ampoules
- Plants that run campaigns for several clients on shared lines
- Manufacturers that accept technology transfers from client laboratories
When it is not the right choice.
- A company that makes only its own branded products will find the pharmaceutical manufacturer product closer.
- A distributor or repacker without a manufacturing line needs stock and sales tools instead.
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
- Accounting export
- Barcode labels for lots and containers
- Balance and laboratory instrument export
- Client login for pack review
Questions owners ask before a demo.
Can the same line run products for different clients?
Yes. Every product carries its own master and batch records, and the clearance sheet between campaigns closes one client’s run before the next client’s opens.
How does it keep a client’s active ingredient apart?
The lot is tagged to the client on receipt and held in its own account, so only that client’s batches can draw from it, and a reconciliation prints when the campaign closes. Plant stock stays apart.
Does it write the master batch record for us?
No. You or your quality staff author the master. The software issues batch records from it, enforces step order and keeps each signed copy beside the deviations raised against it.
Can the client approve a deviation inside the system?
A client login can be given for the deviations and packs of its own products, and which items need the client’s approval is set from your quality agreement. Nothing else is shown to the client.
What happens when a yield falls below limit?
The operator keys in the figure and a deviation opens as the entry is saved, then routes to quality and, where the agreement says so, to the client. Every date is kept.
Can we track technology transfer separately from routine batches?
Yes. A transfer has its own checklist of actions, exhibit batches and owners, and it closes only when the master batch record is approved.
Will invoices follow batch quantities?
Conversion invoices draw their quantities from the released batch record, so the figure on the bill matches what the plant made and what the client received.
How do we bring in our existing records?
Client lists, product masters and open stock come over from spreadsheets during set-up, and past batch records are loaded to the depth you decide, with scanned older files kept as attachments. Older files can stay as scans.
How is a quotation for a plant like ours decided?
The number of client products, the lines in use and the logins needed set the scope, and you watch a demonstration built on your own records before any proposal is written.
Who maintains templates after go-live?
GullySystem staff edit record layouts and approval routes when you ask; your quality head approves each edit before it is used on a batch.
Wondering what it would cost? Share your requirements and an engineer will come back with a scope.
Businesses that use this.
See Contract Pharma Manufacturer 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.
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