One job file for every shipment, with its documents, charges bought and sold, and agent accounts.
Manage enquiries, rate sheets, quotations, bookings, house bills, shipment milestones, vendor bills, selling invoices and overseas agent accounts in one system. Each sea or air job carries its parties, routing, documents and every charge on both sides, so margin is readable before the file closes. The pricing desk, operations, documentation and accounts all open the same job.
- Your existing job numbering, charge heads and bill formats carried into the new screens
- Live jobs, agent balances and unpaid vendor bills moved over ahead of go-live
- Carrier rates keyed with the validity dates printed on each rate sheet
Rates, quotations, bookings, house bills, milestones, vendor bills, selling invoices and agent statements of a forwarder are handled together here, configured by GullySystem around your job flow. Each sea or air shipment has one job file holding its parties, documents, charges bought and charges sold, so the job’s margin can be read before the file is closed.
What goes wrong before the software.
How the work flows through it, step by step.
- 1
Enquiry and rate
A shipper asks for a lane, a container type or a weight and volume. The pricing desk picks the buying rate from the carrier or consolidator sheet that is still valid and adds local charges. Rates have dates.
- 2
Quotation
Ocean or air freight, terminal handling, documentation and delivery charges are listed with margin on each line. The quote goes to the shipper and the outcome is recorded. Margin is set per line.
- 3
Booking and job opening
Once a quote is accepted, it turns into a job holding the incoterm, routing, cargo details and vendors. Operations books the space, arranges the haulier and the customs broker, and records the confirmations. Vendors are attached.
- 4
Documents and cargo movement
Documentation prepares the house bill draft from the shipping instruction, checks it against the master bill, and releases it. Each step from stuffing to gate-in, departure and arrival is stamped when it happens. Releases are logged.
- 5
Agent and delivery
A pre-alert goes to the overseas agent after departure. On arrival the delivery order is released against the original bill or an agreed release, and proof of delivery is filed. The cargo is handed over.
- 6
Billing and closing
Vendor bills are matched to the job, selling invoices are raised, and the margin is checked. The file closes when every charge on both sides has a document behind it. Both sides are documented.
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.
- Quote & Proposal Management
A quote adds margin and local charges to a valid buying rate, and every revision and outcome stays on the shipper’s record.
- Order Management
An accepted quote opens one job that carries parties, routing, vendors and cargo through booking, movement and delivery until the file closes.
- Document Management
Bill drafts, shipping instructions and arrival notices are prepared from the job, checked by documentation staff, and filed with the version that was released.
- Invoice Management
Selling invoices are raised from the charges on the job, each lined up with the vendor cost it must cover.
- WhatsApp, SMS and Email Notifications
When operations records departure or arrival, the shipper is told by email or messaging app without a call to the desk.
- Multi-Currency Support
Costs paid and charges collected abroad stay in their own currency on the agent’s running account, with the statement showing both sides.
- Vendor Management
Carriers, terminals, hauliers and brokers each have a record, and every bill is matched to a job before it is approved.
- Credit Limits and Control
Each shipper has a credit limit and terms, and jobs where cargo release is near on an overdue account are listed for accounts staff.
How we would put it in.
Setup, data migration, integrations and anything built on top.
One system, each person sees their part.
For owners and branch heads
See jobs open, margin by job and shipper, agent balances and vendor bills awaited, without asking each desk for its own sheet. Each desk sees its own list.
For pricing and sales staff
Keep rate sheets current, answer enquiries with a valid buying rate, and follow quotes that have not been accepted. Expired sheets are flagged.
For operations staff
Book space, arrange hauliers and brokers, record each milestone and watch free days on every container in transit. Free days stay visible.
For documentation staff
Prepare house bills and shipping instructions from the job, check them against the master bill, and release drafts to the shipper. Releases are logged.
For accounts staff
Match vendor bills, raise selling invoices, post receipts and prepare agent statements from the charges recorded on each job. Statements print from the job.
The numbers the owner asks for.
- Margin by job, shipper, lane and salesperson
- Jobs open by mode, stage and expected departure
- Vendor bills awaited, by job and vendor
- Free days running out, by container and terminal
- Agent accounts with balances and unsettled items
- Shipper outstanding against agreed credit days
- Quotations won, lost and expired by lane
Who this is built for.
- Forwarders that move full containers and part loads by sea
- Air freight forwarders that book space with airlines and consolidators
- Consolidators who build shared containers from many shippers
- Forwarders that deal with overseas agents and settle profit share
- Non-vessel carriers that issue their own house bills
When it is not the right choice.
- A shipping line or airline that owns the vessels or aircraft needs scheduling and cargo systems built around its own fleet.
- A customs broker who only files import or export declarations will find the filing tools of the customs authority closer to the task.
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
- Messaging apps
- Carrier and airline tracking feeds where available
- Accounting export
- Rate sheet import from spreadsheets
Questions owners ask before a demo.
Does it file customs declarations?
No. Filing stays with your customs broker or the authority’s own system. The job can hold the declaration reference and the copies the broker sends back.
Can it handle both sea and air jobs?
Yes. A job records mode, routing, container or weight, and the documents differ accordingly, with a house bill for sea and an air waybill for air.
How does margin show before the file closes?
Every charge sold sits beside the matching cost bought. Until a vendor bill arrives, the expected cost is shown as an estimate and flagged, so the job is not mistaken for a profitable one.
Can we quote one shipper in several currencies?
Yes. Each charge keeps its own currency, and the quote can show whichever currency the shipper pays in. How exchange rates are applied is settled with your accountant.
How are overseas agent statements produced?
Each job adds its profit share, collect charges and costs paid for the agent to a running account. The statement lists them by job number, and settlements are posted against it.
Can shippers see their own cargo?
Shippers get an update by email or messaging app at each milestone. A portal for watching their own consignments is an add-on, discussed during the first workshop.
Can tracking come from carriers automatically?
Where a carrier or tracking provider opens a feed to your account, the milestones can be read in. Otherwise operations staff enter each date from the carrier’s notice.
What about consolidated cargo from many shippers?
A master job holds the container and its cost. Each shipper’s part load is a child job with its own house bill and charges, and the master cost is shared across them by rule.
Can we leave with our records?
Yes. Jobs, documents, charges and agent accounts leave as spreadsheets and files, with the format fixed in the written proposal before work starts.
What decides the price we pay?
Desks, branches and document layouts drive the price. First you watch a demo on one of your own lanes, then a proposal in writing arrives for you to read.
Wondering what it would cost? Share your requirements and an engineer will come back with a scope.
Businesses that use this.
See Freight Forwarder 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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