One connected system for surveys, quotes, materials, crews and stage bills.
Manage hardscaping surveys, quotations, material orders, crew and plant schedules, variations and stage bills in one system. A job carries its measured areas, deliveries and remaining balance from the first site visit through to final payment. On a phone, a crew leader opens only the day’s own jobs, while the office watches what each one is costing.
- Your rate list, material catalogue and job types keyed in as you price work
- Live customers, jobs and outstanding bills brought over from your files
- GullySystem staff make rate and stage changes on request
Patios, walls and paved yards go from survey to final bill in Hardscaping Contractor Management Software, which GullySystem configures around quotes, material orders, crews and stage bills. Each job carries its measured areas, the materials ordered and delivered, the crews and plant booked and the invoices raised. Variations are priced and approved on the same record.
What goes wrong before the software.
How the work flows through it, step by step.
- 1
Enquiry and survey
An enquiry is logged and a survey booked. Measured areas, depths, levels, falls, drainage and access are recorded with photographs, and the neighbour’s boundary wall is noted.
- 2
Quotation
A quote is built from measured quantities and your own rates for labour, plant and materials, so a patio or a retaining wall prices from one list. The customer accepts, asks for changes or declines.
- 3
Orders and scheduling
Aggregates, pavers and kerbs are ordered by job and crews and plant are booked. Delivery dates are planned around the stages of work.
- 4
Build
Excavation, geotextile, sub-base, bedding, laying and jointing are recorded as stages complete. Weather stops are noted, and the programme is re-planned.
- 5
Billing
Deposit, stage and final invoices are raised from work recorded. Approved variations are added, and receipts are posted.
- 6
Handover and aftercare
The customer inspects, snags are closed and the job is signed off. Aftercare visits such as joint sanding or sealing are booked.
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
Measured areas and depths multiply your unit rates into a quote, and each revision the customer saw stays on file.
- Purchase Order Management
Orders for aggregate, block and pavers are raised per job, and each delivery is received against its order.
- Goods Receipt (GRN)
A drop is checked on arrival against its delivery note, so short or damaged pallets are noted before the driver leaves.
- Resource Allocation
Crews and plant are shown by day, so a free excavator or a crew without a job is visible before dates are promised.
- Project Timelines with Gantt Charts
Each job lays its stages on a calendar, and a weather delay moves the dependent stages and deliveries with it.
- Workflow and Approvals
A change is priced, sent for the customer’s approval and added to the bill only once it has been accepted in writing.
- Invoice Management
Deposit, stage and final invoices are raised from work recorded, with tax set per country and retentions tracked.
- Project Management Reports
Materials, plant hire and labour are set against each job, so cost can be read beside what has been billed.
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 jobs in progress, quotes awaiting answers, deliveries due and stage invoices still unpaid, with job cost set beside billing.
For estimators
Record surveys, measure areas and falls, build quotes from rate lists and follow each quote to a decision.
For crew leaders
Open the day’s jobs on a phone, mark stages complete, record aggregate deliveries and add photographs.
For the office
Place orders, book plant and skips, raise invoices, post receipts and chase variations awaiting approval.
For customers
Receive quotes and variations to approve, and see progress, invoices and aftercare dates for their own job.
The numbers the owner asks for.
- Quotes still open, won and lost
- Jobs by stage and by crew, with days lost to rain
- Aggregates, pavers and kerbs ordered, delivered and used per job
- Cost of each job beside what has been billed
- Variations pending and approved
- Stage invoices raised and received, with retentions held
- Outstanding balances per customer, oldest at the top
Who this is built for.
- Contractors who build patios, paths, driveways and paved yards for homes
- Firms that construct retaining walls, steps, terraces and outdoor kitchens
- Landscaping companies with a separate hardscape crew and plant
- Contractors who work for developers, builders and garden designers as subcontractors
- Businesses that order stone, block, sub-base and sand in bulk from several suppliers
When it is not the right choice.
- A contractor who lays only a few patios a year is well served by a spreadsheet and an invoice template.
- Firms that mostly plant, mow and maintain gardens will find Landscaping Management System closer, and general builders may prefer Construction Project 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
- WhatsApp or other messaging
- Card payment gateway
- Accounting software export
- Supplier price list import
Questions owners ask before a demo.
Can quotes be priced by area, depth and tonne?
Yes. Rates are entered per unit for each material, for labour and for plant. A quote multiplies them by the measured areas and depths, and every revision is kept.
Can several deliveries be tracked for one job?
Yes. Each order can receive many deliveries of sand, sub-base or pavers. Quantities received are compared with the quote, so a shortfall or an excess shows before the job closes.
Does it cope with weather delays?
Yes. A job can be paused and its crews, plant and deliveries re-planned in one place. Customers are told of new dates by message from the job record.
Can customers approve variations?
Yes. A variation, such as added steps or a deeper dig, is priced on the job and sent by email or message. The accepted figure is added to the next stage bill.
Can it handle retentions on commercial work?
Yes. Retention terms are held per contract, and the amount withheld and its release date are tracked. The terms themselves are set with you.
Is the crew leader’s view usable from a phone on site?
Yes. They open the day’s jobs, mark stages complete and add photographs. Entries made on a remote site reach the office once signal returns.
Can we bring over jobs in progress and bills still owed?
Yes. Your customer list, live jobs, supplier accounts and outstanding bills can be brought in from spreadsheets. Someone in your office reviews the result before the first quote goes through it.
Who owns the data?
You do. Your job and material records are yours to take out, and the export format is settled in the quotation.
What does it cost?
Estimator and crew leader numbers matter, as does the way you build paving and wall jobs. You first see a live walkthrough using a patio or retaining wall job. The proposal that follows gives the figure.
Wondering what it costs? Six questions give you a written scope and the buckets any quote should separate.
Businesses that use this.
See Hardscaping Contractor 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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