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GullySystem
Field Services · Facility Management Software

One connected record from site deployment to complaint, maintenance and contract bill.

Run a facility management contract in one system. Each site carries its own posts, service schedule and the headcount agreed with the client. The roster shows which housekeeping, technical and garden staff report where, attendance is marked at the site, and a resident complaint opens a ticket against that site. Planned maintenance on lifts, pumps and the DG set, consumable issue and the monthly contract bill read from the same records.

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  • Site list, staff categories, shift patterns and contract rates entered the way your agreements read
  • Existing sites, deployed staff, asset lists and pending complaints loaded from your sheets and registers
  • Later changes to categories, checklists and billing heads carried out for you on request

Facility management companies holding housekeeping and technical contracts run their sites on this system, set up by GullySystem. Supervisors and the back office share it. Each site carries a deployment plan, shift roster, site attendance, resident complaints, planned maintenance on lifts and pumps, and the monthly contract bill. You settle the rates and billing cycle per site.

Where it breaks today

What goes wrong before the software.

Deployment drifts away from the agreement

A contract fixes so many housekeeping boys, so many technicians and a supervisor. What actually stands at the site each morning is never set beside that figure.

Complaints live in a WhatsApp group

A resident posts about a choked drain or a dead tube light. Someone replies, a boy is sent, and no record survives of who attended or when it closed.

Service schedules sit on a clipboard

Pump greasing, lift servicing and water tank cleaning are written on a chart at the site. A skipped round is noticed only when the equipment stops.

Nobody has the asset list

Make, capacity, serial number and warranty of the pumps, panels and motors at each site are known to the old supervisor and to nobody else.

Consumables are indented over the phone

The supervisor calls the office for phenyl, garbage bags and hand wash. Issue from the godown is not set against the quantity allowed for that site.

Bills and wages are assembled at month end

Attendance sheets come in from every site on paper. The invoice per site is typed afresh, and overtime, advances and deductions are matched much later.

How it runs

How the work flows through it, step by step.

  1. 1

    Contract and site set-up

    A new client site is opened with its address, the categories deployed, the rate per category and the services the agreement covers.

  2. 2

    Deployment and roster

    Staff are posted to the site by category and shift. A reliever is named against absence, so the supervisor knows who is coming.

  3. 3

    Shift start at the site

    Attendance is marked where the staff report, with a photo or a device reading. Short posts show on the operations screen the same morning.

  4. 4

    Complaints and service work

    A resident or an office admin raises a complaint. It is categorised, given to a technician or housekeeping, and closed with what was done.

  5. 5

    Scheduled and inspection rounds

    Planned maintenance falling due is listed per site. The facility manager walks the checklist round and records readings, photographs and pending points.

  6. 6

    Month end

    Attendance, extra duties, consumable issue and AMC work build the invoice for each site. The wage sheet is drawn from the same duty records.

Modules

What is inside.

Every module can be switched on, left out or changed to match how your team already works.

Sites and contracts

Hold each client site with its blocks, posts, service scope, rate per category, billing cycle and the dates the agreement runs.

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Deployment and headcount

Set how many of each category a site must carry, and compare the plan against who is actually posted there today.

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Staff records

Keep housekeeping boys, technicians, gardeners, pantry staff and supervisors with their papers, skills, wage basis and site history.

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Shift roster and cover

Build the monthly roster by shift and post, mark weekly offs, and send a reliever when a post falls vacant.

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Attendance at the site

Mark in and out where the staff report, by phone with a photo and location or through a device at larger sites.

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Complaint helpdesk

Log complaints from residents, tenants and office admins by category, assign them, set the reply time and close with the work done.

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Planned maintenance

Schedule lift, pump, DG set, STP and fire equipment rounds at the interval the contract names, with a checklist for each.

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Asset register

List the equipment at every site with make, capacity, serial number, warranty, AMC vendor and the service history against it.

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Consumables and indents

Raise indents from the site, issue phenyl, bags and cleaning material from the godown, and read consumption site by site.

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Inspection rounds

Record the facility manager round against a checklist, with readings, photographs, pending points and the date each point is cleared.

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Contract billing

Raise the monthly bill per site from deployed headcount, extra duties, consumables and AMC work, and follow the payment due.

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Wages and deductions

Build the wage sheet from marked duties, with overtime, night allowance, advances and the deductions your office applies.

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Solutions inside

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 client site is held with its blocks, posts, service scope, rate per category, billing cycle and the dates the agreement runs.

  • Attendance & Time Tracking

    Staff mark in and out where they report, by phone with a photo and location, or through a device at the larger sites.

  • Helpdesk Automation

    Residents, tenants and office admins log complaints by category, the desk assigns them with a reply time, and closure records the work done.

  • Fixed Asset Register

    Equipment at every site is listed with make, capacity, serial number, warranty and AMC vendor, and its service history stays against it.

  • Invoice Management

    The monthly bill for each site is raised from deployed headcount, extra duties, consumables and AMC work, and the payment due is followed.

  • Payroll Management

    The wage sheet is built from marked duties, adding overtime and night allowance, then subtracting advances and whatever deductions the office applies.

  • Employee Database

    Housekeeping, technicians, gardeners, pantry staff and supervisors are kept with their papers, skills, wage basis and the sites they have worked.

Services

How we would put it in.

Setup, data migration, integrations and anything built on top.

More on this product

Topics beyond the modules.

Each page covers one part of how the system is used, connected or controlled.

Facility Management Software Views by Role

One site is handled by the owner, the operations manager, the site facility manager and the helpdesk, and each gets its own screens.

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Reports for Facility Management Company Owners

These reports come from the deployment, attendance, complaint and billing entries that your sites already make.

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Facility Management Connections to WhatsApp and Devices

The system connects to the messaging, attendance and payment tools a facility company already uses.

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Who uses it

One system, each person sees their part.

For owners and directors

See every site with its deployed strength, open complaints, maintenance overdue, bills raised and the payment still to come in.

For operations managers

Work the roster, fill short posts, watch complaint ageing across sites and move staff between contracts.

For site facility managers

Mark attendance, assign complaints, run the checklist round and raise indents for the site you hold.

For helpdesk staff

Take calls and messages, log each complaint under the right category and site, and chase the ones past their reply time.

For the client admin or association

See complaints raised from the site, what was done, the maintenance rounds completed and the bills against the contract.

Reports

The numbers the owner asks for.

  • Headcount deployed against headcount contracted, site by site
  • Attendance, absence and reliever cover by site and category
  • Complaints logged, attended and pending, by site and type
  • Planned maintenance due, completed and overdue
  • Consumable indent and issue per site
  • Contract bills raised, with payment outstanding by client
  • Wage sheet with overtime, advances and deductions
Good fit

Who this is built for.

  • Facility management companies holding manpower contracts at offices and tech parks
  • Housekeeping and maintenance contractors deployed at apartment complexes and gated layouts
  • Companies running a resident helpdesk for mall, hospital and campus clients
  • Firms supplying several categories together: housekeeping, technicians, gardeners and pantry staff
  • Single-city facility firms with a dozen sites and one back office
  • Facility companies carrying AMC and planned maintenance work on client equipment
Honest answer

When it is not the right choice.

  • A company that only posts guards against duty points will find Security Agency Management Software closer to its work.
  • A business taking house-by-house cleaning bookings per visit is better served by the Home Cleaning Management System.
  • A single building with its own in-house caretaker and two staff does not need a contract and billing system.
Made to fit

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.

Your categories and contract rates

Staff categories, shift patterns, rate per category and the billing heads on your invoice go in as your agreements read today.

Complaint categories and reply times

The complaint types residents actually raise, who each one goes to and the reply time you commit are set with your operations team.

Maintenance checklists per equipment

Lift, pump, DG set and tank checklists follow the points your supervisors already sign, with the interval each contract names.

Sites, staff and assets loaded

Site lists, deployed staff, asset sheets and open complaints come across from your files, and the operations manager reviews them before go-live.

Attendance capture at the site

Phone marking with a photo and location, or a device at the gate, is chosen site by site with you.

Hosting across sites

GullySystem runs the hosting, so every site and the back office read one set of records. Edits to rules are done by GullySystem staff.

Works alongside

  • WhatsApp
  • SMS and email
  • Biometric or GPS attendance devices
  • QR labels on assets and checklist points
  • Payment collection links
  • Ledger export
Common questions

Questions owners ask before a demo.

Can it show whether a site is short of its contracted strength?

Yes. The plan per category sits against the attendance marked that morning, and the short posts are listed for the operations manager.

How are resident complaints recorded?

Each complaint is logged under a site, a block and a category, given to a person, and closed with a note of the work done.

Does it cover planned maintenance on client equipment?

Yes. Lift, pump, DG set, STP and fire equipment rounds are scheduled at the interval your contract names, each with its own checklist.

Will the client be able to see anything?

Yes, if you want that. A client login can be opened to show complaints, maintenance rounds and bills for that site alone.

Is attendance marked at the site or at the office?

At the site. Staff are marked by phone with a photo and location, or through a device where the site has one.

Can one person be deployed to more than one site in a month?

Yes. A transfer between sites carries the date it took effect, and the wage sheet and the site bill both follow the duty marked.

Does it work out wages?

It builds the wage sheet from duties marked, with overtime, allowances, advances and deductions. Statutory treatment belongs with your own tax advisor.

What about a link to our ledger?

Not built in. Billing and wage figures go out as an export your accountant can open. An export shaped for your accounting package is quoted after your ledgers are explained.

Can existing sites and assets be moved over?

Yes. Site lists, deployed staff, asset sheets and pending complaints are loaded from your files, and your managers check them before go-live.

What does it cost?

No price is published. The number of sites, categories, devices and the set-up work all shape the figure, which arrives in a written proposal.

Wondering what it costs? Six questions give you a written scope and the buckets any quote should separate.

Industries

Businesses that use this.

Related

Related products.

Book a demo

See Facility 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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  • A reply within one business day
  • Your details stay private

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Seven short steps that tell us what you need. An engineer reads them before getting in touch.

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