Client batches, keying packets, error checks and delivery files in one record.
Manage client batches, keying instruction sheets, work packets, double keying, accuracy sampling, delivery files and billing in one system. Each batch carries its intake count, its keyers and its error record from the courier’s drop to the invoice. The floor sees its own packets, the checker sees errors by field, and the client sees only its own work.
- Client field lists, keying rules and delivery layouts entered as you work today
- Open batches, keyer lists and client rate cards migrated
- Changes to layouts and rate cards made by GullySystem staff on request
Data Processing Firm Management Software covers batch receipt, keying packets, verification and delivery files for bureaus and in-house teams, with GullySystem building the client layouts and rules. Each batch holds the client’s count, the packets cut from it, keyer output, field-level error rates and the reconciled delivery file. Invoices follow records delivered against each client’s rate card.
What goes wrong before the software.
How the work flows through it, step by step.
- 1
Receipt
A batch arrives by courier, upload or secure transfer. The intake clerk counts cartons, pages or files, notes damage, and logs it against the client, the job type and the date promised.
- 2
Instruction sheet and packets
The batch is tied to the current keying instruction sheet. A supervisor cuts it into packets of a few hundred records and assigns them to keyers by skill and workload.
- 3
Keying
Keyers open their packets and enter records against the sheet. Every packet shows its start, finish and record count. A second keyer re-enters the same packet where double keying applies.
- 4
Verification
A checker compares the two keyings or reads a sample, and errors are logged by field and by keyer. A packet over the error limit goes back for rework.
- 5
Delivery
Accepted packets are merged into the client’s layout. The record count is reconciled with intake, rejects and exceptions, and the file is released through the agreed channel.
- 6
Billing and pay
Records delivered are priced from the client’s rate card, and keyer tallies are summed for payroll. Rework done at the firm’s cost is shown beside the invoice.
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.
- Document Management
Each client’s field list and blank-field rules are held as numbered versions, and every batch records which sheet it was keyed under.
- Task Management
A batch is cut into packets, each assigned to a keyer or verifier and tracked from open through rework to accepted.
- Quality Control
Two blind keyings or a sample of records are compared, and errors are counted by field and keyer against each client’s limit.
- Attendance & Time Tracking
Shift attendance and record counts per keyer feed a pay total, reduced by rejected work and matched to the packets.
- Invoice Management
Invoices are priced from records delivered against each client’s rate per thousand records or per page, including rush batches and extra passes.
- Dashboards and KPIs
Open batches sit beside their promised dates, with unassigned and rejected packets counted so a late file is visible earlier.
- Roles and Permissions
Keyers open only the batches given to them, while a client portal view shows its own batches and nobody else’s.
- Audit Trail
Every open, edit, download and export of client records is written against a named person, which answers a client’s question about who handled its forms.
How we would put it in.
Setup, data migration, integrations and anything built on top.
One system, each person sees their part.
For the intake desk
Receive batches, check counts, note damage and log the keying sheet version. Raise shortfalls with the client before keying starts.
For floor supervisors
Cut packets, assign keyers and watch the turnaround board. Move work between shifts when a batch looks late.
For keyers and verifiers
Open assigned packets, key or compare records, and see their own output and rejected fields at the end of each shift.
For quality checkers
Run field sampling, record errors and decide whether a packet passes. Report which fields and keyers need retraining.
For account managers and owners
Read volumes by client, error rates, rework cost, late batches and unbilled deliveries without asking the floor for a count.
The numbers the owner asks for.
- Batches received, in progress and delivered, by client
- Intake count against records delivered, with exceptions
- Error rate by field, keyer and keying instruction sheet
- Rejected packets and rework time by client
- Output per keyer per shift, before and after rejects
- Batches at risk of missing the promised date
- Records delivered and billed, by rate card
Who this is built for.
- Data entry and form-keying bureaus that serve insurers, banks and survey firms
- Firms that digitise archives of invoices, claims or registers from scanned images
- Processing teams that clean and reformat client exports before returning them
- Subcontract keying centres that pay keyers per record or per thousand keystrokes
- In-house back offices that run batches for several internal departments
When it is not the right choice.
- One freelancer keying a handful of files each week gets by with a spreadsheet and a shared folder, so this system would add little.
- Firms whose main work is answering calls and chats will find Customer Support Centre 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
- Secure file transfer
- Document scanner folders
- Accounting export
- Spreadsheet import
Questions owners ask before a demo.
Does it key the data itself?
No. Keyers or your own capture tool produce the records. The system assigns packets, compares keyings, counts errors and builds the delivery file from accepted work.
Can two keyers enter the same packet blind?
Yes. Each keyer enters the packet without seeing the other’s work, and mismatches are listed by field for a checker to settle. Which jobs use double keying is your decision.
How are field-level error rates counted?
The checker marks each wrong field against the source image. Counts roll up by field, keyer, packet and batch, using the thresholds you set for that client.
Can clients see the progress of their batches?
Yes, if you choose. A client can open a view of its own batches showing received count, packets done and expected delivery date. It cannot see other clients or keyer names.
Can we run different instruction sheets for the same client?
Yes. A client can have one sheet per job type, such as claims forms and enrolment forms. Each sheet is versioned, and each batch records which version it was keyed under.
How is confidential client data protected?
Access follows assignment, so a keyer sees only the packets given to them, and every open and export is written to a log. Retention and deletion terms are agreed with you for each client.
Can keyer pay be calculated from the output?
Yes. Records or keystrokes per keyer per shift, less rejected work, produce a pay total for payroll. The formula follows your own piece-rate rules and is set up with your accounts staff.
Can existing batches and client sheets be loaded?
Yes. Open batches, client field lists and rate cards are imported from your tracker or workbook. The intake desk checks a sample before the floor starts using it.
What does it cost?
The cost depends on keyer headcount, the number of client accounts and the count of delivery layouts to build. A working demo on your own batch comes first, and the quote follows in writing.
Wondering what it would cost? Share your requirements and an engineer will come back with a scope.
Businesses that use this.
See Data Processing Firm 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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