One connected system for tenders, bids, public contracts, deliverables, subcontractors and billing.
Manage public sector work in one system. Opportunities are logged with their closing dates, bids go through review, and each award becomes a contract record with its lines, milestones and reporting duties. Subcontractor work, time and costs are booked to the same contract. Invoices to the buyer follow from the entries.
- Contract lines, buyer layouts and approval steps set as your firm works
- Open contracts, option dates and past proposals migrated
- Edits to rate cards and report formats handled by GullySystem staff when asked
Firms that sell to public buyers keep bids, awards and delivery in one system that GullySystem configures around their tender process. Bid managers, contract managers, delivery leads and finance staff work from it. Each award carries its terms, lines, milestones, subcontractors, time, costs and invoices, so billing and reporting to the buyer come from one record.
What goes wrong before the software.
How the work flows through it, step by step.
- 1
Opportunity
A notice is logged with the buyer, closing date, estimated value and owner. Amendments and clarification answers are attached as they appear. The bid team sees every open tender in one list.
- 2
Bid review
A pursue or pass decision goes to the named approvers. Pricing, risk, bond requirements and partner choices are signed off before work starts on the response.
- 3
Proposal
The team builds the response from rate cards, staff profiles and references. The submitted version and its price are kept, with the compliance checklist and every addendum acknowledged.
- 4
Award and contract set-up
A won bid becomes a contract record with its value, lines, term, option periods, reporting duties and subcontractors. A lost bid keeps its debrief notes for the next response.
- 5
Delivery
Deliverables, milestones, hours and costs are booked to contract lines. Modifications and call-off orders are added to the record as they are signed, with the value each one changes.
- 6
Billing and renewal
Invoices go out by line or milestone in the buyer’s layout. Overdue ones are listed, and option and expiry dates raise reminders.
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.
- Opportunity Management
Each public notice becomes an opportunity with a buyer, closing date and estimated value, so the bid manager reads one list of live tenders.
- Workflow and Approvals
A pursue or pass decision, the pricing sign-off and the risk review each wait on a named approver before the response is built.
- Quote & Proposal Management
Responses are assembled from rate cards, staff profiles and references, and every submitted version is stored with the price offered.
- Contract Management
Awards are held with value, term, option periods and reporting duties, and each signed modification is added so the current position stays clear.
- Vendor Management
Partners and subcontractors have one record each, with agreements, work packages and rates linked to the contract lines they support.
- Project Time Tracking
Staff book hours to the contract line they served, which lets the contract manager compare effort with the budget for that line.
- Invoice Management
Invoices are raised by line, milestone or period in the buyer’s own layout, with tax and currency set for the country concerned.
- Collections and Payment Follow-Up
Outstanding invoices are listed by buyer approval step and age, and each query or promised date is logged for the next caller.
How we would put it in.
Setup, data migration, integrations and anything built on top.
One system, each person sees their part.
For the bid manager
See every open tender, its closing date, the review stage, the proposal owner and the documents still missing.
For contract managers
See each award with its lines, milestones, reporting duties, modifications and the next date that needs action.
For delivery leads and subcontractors
See assigned deliverables, due dates and the hours or costs to be booked against each contract line.
For finance
See invoices by buyer and approval step, receipts, aged balances and costs against each line.
For directors
See the bid pipeline, awards won and lost, contract value in hand and margin by contract.
The numbers the owner asks for.
- Open tenders by closing date and owner
- Bids won and lost by buyer
- Contract value, billed and remaining by line
- Deliverables due and accepted
- Subcontractor cost against contract budget
- Invoices by buyer approval step and age
- Option and renewal dates in the next quarter
Who this is built for.
- Consulting and professional services firms that bid for public work
- Construction and engineering firms with public awards
- IT and software suppliers working under framework agreements
- Facility and support services companies with public buyers
- Prime contractors that manage several subcontractors
- Small firms moving from one public contract to several
When it is not the right choice.
- A firm with one public award and no subcontractors can run it from a tracker and a contract folder.
- A firm that mostly builds physical projects on site will find the construction product better for site measurement and stage billing.
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
- Calendar
- SMS
- Accounting software export
- Document storage
- Buyer portal exports
Questions owners ask before a demo.
Does it submit bids to government portals?
No. Submission happens on the buyer’s own portal. The system keeps the notice, the amendments, the review, the submission pack and the outcome in one record.
Can one award have many contract lines and several buyers?
Yes. Lines carry their own value, milestones and cost, and indefinite-delivery awards with many call-off orders sit beside fixed-price work. A firm can run awards for different public bodies side by side.
How are modifications to a signed contract recorded?
Each change is added with its date, the value or term it alters and the signed copy, so the current position and the history are both visible on the record.
Can subcontractor costs be tied to the right contract line?
Yes. Partner agreements, work packages and invoices are booked to the line they support, and the margin on that line updates.
Does it handle different currencies and tax rules?
Each country and each contract can use its own currency and tax treatment. Your accountant confirms the treatment itself during implementation.
Who can see pricing and staff rates?
Permissions follow job role. A delivery lead can see deliverables without seeing the price sheet, and finance can see billing without editing a proposal.
Can open contracts and old proposals be loaded?
Yes. The contract manager supplies awards in hand, option dates, references and past submissions from your folders. Then the imported entries are read against the originals before bids are worked in the system.
What happens to our records if we leave?
The records belong to your firm. What you receive back, whether contracts, bids or invoices, and in which file form, is fixed in the quotation before work starts.
How is the system priced?
Quoting takes in the user count, the number of contract lines under management and the amount of configuration needed. A demonstration on your own tender and contract examples comes first.
Wondering what it costs? Six questions give you a written scope and the buckets any quote should separate.
Businesses that use this.
Related products.
See Government Contractor Management Software with your own data.
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