Every garden scheme with its drawings, plant schedules and fee stages.
A scheme holds its boundary survey, tree positions, revision letters, nursery quotes and stage approvals from first visit to last planting inspection. The designer on site opens the current planting plan on a phone. Sheet C is never guessed. Enquiries, fee proposals, plant schedules, nursery orders and stage invoices sit beside the drawings, which keeps a pond edge, a path width or a retained tree out of dispute.
- Fee stages, drawing numbering and plant list entered the way you work
- Open schemes and unpaid stage invoices migrated from your files
- Changes to stages and templates made by GullySystem staff when asked
Garden design studios keep surveys, drawing revisions, planting schedules, nursery quotes and fee stages for each scheme in software set up by GullySystem, and invoice only approved stages. Site instructions are typed on a phone. Aftercare visits start once planting is accepted.
What goes wrong before the software.
How the work flows through it, step by step.
- 1
Enquiry and brief
A homeowner phones about a rear garden, and whoever answers records the plot address, the budget band, the style the client describes and their own name against the enquiry. The call is never lost.
- 2
Survey and fee proposal
The designer walks the plot with a staff and level, recording spot heights, tree girths, soil type, manholes and service covers. A staged fee proposal follows, stating what each stage delivers, which drawings it includes and how many revision rounds the fee covers.
- 3
Design and drawing issue
Concept boards, developed design sheets and construction drawings are issued by sheet number and revision letter, each issue notes who received it, and the older sheet is marked superseded. Old sheets stay readable.
- 4
Plant schedule and sourcing
Species, container size and quantity are fixed for each planting zone, and quotes are requested from nurseries and stone yards, compared and tied to the schedule. Stock gaps appear early.
- 5
Site supervision
The designer visits during construction and planting, checks setting out against the pegged drawing and the quality of rootballs, and records every instruction given on the visit note. Changes beyond the fee become priced variations.
- 6
Handover and aftercare
A snag list is closed, the planting is accepted by the client, and aftercare visits for watering, pruning and the plant count go onto the calendar against the agreed period. Failed plants are tracked.
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.
- Lead Management
Each enquiry keeps its source and plot address, while spot levels, soil notes, tree positions and boundary photographs stay with the scheme.
- Quote & Proposal Management
A proposal is assembled from your stage template, listing deliverables, drawings and included revision rounds, and each version sent to the client stays on record.
- Project Document Management
Drawings are filed by sheet number and revision letter with the recipient and date of each issue, so a superseded planting plan cannot be built from.
- Project Time Tracking
Designers book hours to the stage in hand, which shows when a fixed concept fee is spent before the client has signed the developed design.
- RFQ and Quote Comparison
A schedule of shrubs, trees and paving goes out to chosen nurseries and stone yards, and their prices return against the same lines for comparison.
- Invoice Management
A stage invoice is raised when approval is recorded, and a change beyond the agreed rounds is priced as a variation for the client to sign first.
- Client Portal
Clients sign in to view current drawings, comment on concept boards and approve a stage, and the dated approval stays on the scheme.
- Service Reminders
Watering checks, pruning visits and the end-of-period plant count come up as reminders on the dates agreed at handover, with replacements tied to the supplying nursery.
How we would put it in.
Setup, data migration, integrations and anything built on top.
Every part of the system, by area.
Take the modules you need. Each one works on its own or inside a larger system built for you.
- Applicant Tracking (5)
- CRM (8)
- Finance & Accounting (10)
- Helpdesk (4)
- Human Resources (13)
- Inventory Management (5)
- Project Management (7)
- Manufacturing (6)
- Procurement (4)
- Sales and Distribution (6)
- Field Service (5)
- Statutory and Compliance (4)
- Retail and POS (4)
- Bookings and Appointments (3)
- Subscriptions (2)
- Assets and Fleet (4)
- Platform (6)
- Analytics (2)
- Documents (1)
- All business solutions
One system, each person sees their part.
For principal designers
See schemes by stage, fee billed against hours spent and proposals still waiting for an answer, without opening each file or asking the studio office for a spreadsheet. Stage margins are visible.
For designers and draughtspeople
Open the schemes assigned to you, issue drawings with the right revision letter, and write site visit notes from a phone while standing beside the setting-out pegs. No notebook is retyped.
For the studio office
Prepare fee proposals, keep the issue register, chase client approvals and raise stage invoices, with nursery quotes and orders handled from the same screen as the drawings. Each sheet has one owner.
For clients
View the current drawings, approve a stage and see what has been invoiced, while earlier revisions stay readable but are plainly marked as replaced by the newer letter.
The numbers the owner asks for.
- Fee billed and hours spent, by scheme and stage
- Drawings issued, by revision and recipient
- Plant schedule quantities against nursery orders, by zone
- Proposals still open, won or lost, by source
- Variations raised, approved and unpaid
- Aftercare visits due and plants replaced, by scheme
Who this is built for.
- Studios that design private gardens for homeowners
- Firms that produce planting and hard-surface plans for developers and housing schemes
- Design practices that supervise the contractor who builds their drawings
- Rooftop, courtyard and terrace garden designers working beside architects
- Small practices that sell design and also source plants for the client
When it is not the right choice.
- A lone designer producing two gardens in a year can keep plans in a folder and send fees from one invoice template. That is enough.
- Firms whose income is mostly mowing and maintenance rounds will find Landscaping Management System closer, and construction-only teams will prefer Hardscaping Contractor Management Software.
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 and messaging apps
- Calendar
- Accounting export
- Cloud file storage
Questions owners ask before a demo.
Do we draw inside this system?
No. Designers keep their drawing tools. The register holds sheet numbers, revision letters and approvals around each file, and the PDF issued to a contractor is stored with its recipient, date and revision.
How does a client approve a stage?
The client opens the concept board in the portal and presses approve, and the name and date are stored against the scheme. The stage then becomes ready to invoice.
Can one scheme have several gardens in it?
Yes. A villa plot splits into front garden, rear lawn, courtyard and roof terrace, each with its own plant schedule and drawing set, while fees roll up to one client.
What happens when a nursery changes a species?
The line in the plant schedule is edited with the reason, and the old species stays visible beside the new one, so the client can see the change and approve it. Substitutions leave a trail.
Do hours get tracked against fixed fees?
Yes. Hours are booked to a stage, and the screen shows the stage allowance beside the time used, so a fourth revision round is noticed before the invoice goes out.
Will the demonstration use a garden like ours?
Yes, the demonstration uses a garden plot like yours, with a survey sheet, a drawing set and a planting list for one zone. Your own stage template goes in first. Send us your zone list and we quote against the planting schedule you actually run.
Who looks after it after launch?
GullySystem staff stay on hand for fixes and for changes to stage templates, drawing numbering or plant lists, while your office handles the daily entries. Ask and it is changed.
Can we take our drawing register out later?
Yes. The drawing register, plant schedules, visit notes and invoice history can be written out to spreadsheet and PDF files, and the layout is agreed with you before build work starts.
What drives the cost for a design studio?
Cost follows the stages in your template, how many designers and office staff sign in, and whether the client approvals portal is in the opening build. Plant and supplier lists, drawing numbering and open schemes to be migrated add work. Screens are shown on one of your schemes before we write anything. Each module carries its own price.
How soon can the studio start running schemes in it?
Proposals and drawings come first. Enquiries and surveys, fee proposals by stage, the drawing issue register and plant schedules make up release one. Design time, programme, nursery quotes, stage invoices and aftercare follow. Start-up speed depends on how many open schemes are carried in. Sequence and dates are stated in the proposal.
What should we gather before the build starts?
Gather your stage template, drawing numbering scheme and a few live schemes with fee proposals. Add a sample plant schedule and the nursery and stone supplier lists. Name a principal designer and a studio office person to answer questions. Calendar and file storage access is needed. Real schemes beat samples.
Wondering what it would cost? Share your requirements and an engineer will come back with a scope.
Built for.
The trades this product is set up for. Pick yours to see how the work runs there.
See Garden Design Firm Management Software set up around your records.
Tell us how you run things today. An engineer reads it and writes back with what fits as it is, what would need changing, and what we would start with.
What happens after you share your requirements
- A senior engineer reads your answers. Nobody phones first.
- Within one business day you get a written note: what we understood, what we would start with, and the questions we still have.
- If it fits, a proposal follows with the order of work, what we need from you and what you receive at each step.
- No call is booked and nothing is paid until you have read the note. Your details stay with us.
Start with your requirements
Seven short steps that tell us what you need. A senior engineer reads them before anyone gets in touch.
Share your requirements