One connected system for bulking estimates, machine hours, haulage, fuel and progress claims.
Manage an excavation business in one system. Each job carries its quoted cut and fill quantities, its programme, the excavators and operators sent to it, the loads hauled to the tip and the fuel burned. Foremen log the day on a phone, the yard tracks servicing, and the office raises claims from the same figures.
- Machine rates, tipper rates, tip charges, swell factors and job types entered the way you price
- Client list, open jobs, fleet register, stockpile balances and unpaid claims migrated
- Edits to rates, forms and job types handled by GullySystem staff when asked
Earthworks firms that dig, grade and haul for builders, developers and utilities keep estimates, jobs, site logs, machine hours and haulage in Excavation Company Management Software from GullySystem. Each job carries its quantities, machines, operators, loads and fuel. Foremen record the day on a phone, and progress claims are raised from the log.
What goes wrong before the software.
How the work flows through it, step by step.
- 1
Enquiry and estimate
A builder or developer asks for a price. The estimator measures cut and fill, applies swell and bulking, prices machines, tippers, labour and tip fees, and sends a quote by unit rate or lump sum.
- 2
Job and programme
An accepted quote opens a job with its start date, stages such as strip, bulk dig, trim and backfill, and the machines and operators it needs.
- 3
Daily site log
The foreman records hours, loads, weather, groundwater, photographs, prestart checks and client instructions each day from a phone.
- 4
Haulage, fuel and plant
Weighbridge tickets, fuel issued, silt fence and sump pump hours, and hired plant hours are entered against the job as they happen.
- 5
Claims and variations
Measured quantities and agreed stages become a progress claim. Variations and dayworks carry the log entries behind them.
- 6
Close-out and review
Final quantities are agreed. Retention is tracked, and the job’s actual cost is set beside the estimate.
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.
- Estimate/Quotation Management
Bids are built from measured cut and fill and stored machine, tipper and tip rates, and each revision stays with the enquiry.
- Resource Allocation
The planner sees which excavators, tippers and operators are free before a new job is promised a start date.
- Attendance & Time Tracking
Operators, drivers, banksmen and labourers are marked present against a job, and wages and overtime follow from those entries.
- Vehicle and Trip Management
Every truck load is a trip with its material, source, tip and weighbridge ticket, so loads can be totalled by job and by tip.
- Fuel and Driver Records
Fuel drawn by each machine and tipper is logged beside hours worked, which shows where consumption runs high.
- Asset AMC Tracking
Each unit holds its service calendar, grease schedule and repair history, so servicing is planned before an hour limit is passed.
- Vendor Management
Plant hirers and subcontract crews are held with their agreed rates, so their hours and invoices are checked against the job log.
- Invoice Management
Claims are raised from measured quantities or agreed stages, with retention and receipts tracked against each client.
How we would put it in.
Setup, data migration, integrations and anything built on top.
One system, each person sees their part.
For owners
Watch live jobs, how busy each excavator is, cost against estimate, and which claims are still unpaid by client.
For estimators
Build bids from stored rates and swell factors, compare past jobs and follow open quotes.
For site foremen
Open the day’s job on a phone, log hours, loads and instructions, tick the prestart check and attach photographs.
For the yard and workshop
Plan servicing, record fuel, hoses and repairs, and see which machine is free.
For accounts
Raise claims and invoices, check hired plant bills, post receipts and prepare data for the accountant.
The numbers the owner asks for.
- Estimates open, won and lost by job type
- Job cost against estimate
- Machine hours and utilisation by excavator and tipper
- Loads hauled by job, material, tare and tip
- Fuel issued against hours worked
- Claims raised, paid and held back as retention
- Hired plant, dumpers and subcontract cost by job
Who this is built for.
- Contractors that dig foundations, trenches, culverts and basements for builders and developers
- Companies that clear sites, strip topsoil, form subgrade and grade land
- Firms that haul spoil and import granular fill with their own tipper trucks
- Utility and pipeline contractors that open, shore and backfill trenches
- Contractors that hire in scrapers, dumpers and subcontract crews to cover peaks
When it is not the right choice.
- A one-excavator owner on short hire jobs is well served by a diary and an invoice book.
- Businesses that mainly sell or rent machines, rather than use them on earthworks, will find Heavy Equipment Dealer 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
- WhatsApp or other messaging
- Payment gateway
- Accounting software export
- Telematics feeds
Questions owners ask before a demo.
Can it cost each job from machine hours?
Yes. Hours recorded in the daily log are priced at each excavator’s rate and added to the job, with fuel, tippers, labour and hired plant set beside them.
Can foremen use it from a phone?
Yes. A foreman opens the job in a phone browser, logs hours, loads and instructions, and attaches photographs. Signal matters. A site with none cannot save entries until the phone is in range.
Does it handle unit-rate and lump-sum pricing?
Yes. A job can be priced by volume, by the hour or as a lump sum. Claims follow measured quantities or agreed stages, as the contract sets.
Can we track our own tipper trucks and load tickets?
Yes. Each load is recorded with material, source, tip and weighbridge ticket, and loads are totalled by job, truck and tip.
Can it show when a machine is due for service?
Yes. Intervals by hours are set per unit, hours come from the daily log, and the yard sees what is due before the programme slips.
Can hired machines and subcontractors be tracked?
Yes. Each hired machine or crew is entered on the job with its agreed rate and hours, and the supplier’s bill is checked against the site log before payment.
Can existing jobs and unpaid claims be loaded?
Yes. Your client list, running jobs, plant register and outstanding claims are imported from the sheets you use now. The office spot-checks a few jobs before the first site log opens.
Who owns the data?
You do. The quotation spells out, before work starts, how your jobs, rates and claims can be taken out as files.
What does it cost?
No price is published. The figure reflects how many people log hours and how the system is configured. You first see a demonstration built on sample weighbridge tickets and excavator logs, then receive a quotation.
Wondering what it costs? Six questions give you a written scope and the buckets any quote should separate.
Businesses that use this.
See Excavation 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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