Computers and IT · IT and Network Company Management Software

One register for client sites, assets, licence renewals, support tickets and contracts.

Client sites, device registers, licence keys, tickets, engineer visits, quotations, purchase orders and invoices sit in one system. The account manager and the service desk read the same record. Each asset carries a serial number. Renewals are quoted before they lapse.

Share your requirements

Client sites, devices and licence keys loaded from your existing sheets, with duplicates listed for your engineers to confirm before go-live
Contract types, ticket categories and priorities named exactly the way your service desk already sorts an incoming call or email
Changes to ticket rules, response targets and quotation layouts made by GullySystem staff whenever you ask, after the first workshop too

This system is for companies that sell hardware, install cabling, firewalls and wireless access points, and support clients under annual contracts. It holds each client’s assets, licence keys and warranty dates, logs tickets against the contract, plans engineer visits, and raises quotations and invoices from distributor rates.

Where it breaks today

What goes wrong before the software.

Assets live in an engineer’s own file

Serial numbers, licence keys, VLAN lists and rack positions sit in a sheet on one laptop. When a switch fails, the warranty claim starts with a search through old emails and installation photographs. Time is lost.

Subscription end dates are tracked by memory

Firewall, antivirus, backup and mailbox licences lapse on different days across dozens of clients, and the distributor’s reminder arrives late. The quotation is then prepared after the service has already stopped. Clients notice first.

Tickets arrive by phone, chat and email

An office manager reports a dead printer by chat, then rings again the next morning, while two engineers start the same job and a third request is never logged. Nobody sees the pattern.

Support contracts are not measured against usage

Some clients use far more visits than the contract covers while others use none, yet at renewal nobody can show the hours spent or the tickets raised. The price is argued from memory.

Quotations ignore the distributor’s current rate

Hardware prices move between the quotation and the order, so the margin on a cabling or server job is known only after the supplier’s invoice arrives. By then the client has signed.

Installation projects end without a handover pack

Admin passwords, IP plans, configuration backups and as-built cabling drawings stay with the engineer who did the work, and when he leaves nothing is written down. The next engineer starts blind.

How it runs

How the work flows through it, step by step.

1
Enquiry and site survey
A new client or an existing site asks for a firewall, a cabling job or a support contract, and the survey notes racks, switches, access points and users. The account manager owns the lead. No survey sheet goes missing.
2
Quotation and order
Distributor rates and labour charges form the quotation, and once the client signs off the orders go to the distributors. Each delivery note is matched to its order when the boxes reach the store room.
3
Installation and handover
Engineers install and configure, then record serials, licence keys and IP addresses against the site, and the client signs a handover note on the day. The support contract starts from that date.
4
Support and visits
Calls become tickets, and each ticket carries a priority and a target response time. Engineers are assigned, preventive visits are booked, and the hours worked are posted to the ticket before leaving site.
5
Renewals and warranty
Licences, subscriptions and warranties are listed by due date, and quotes for lapsing licences are drafted before the end date arrives. A failed device is tracked through its return to the vendor. Nothing waits in a drawer.
6
Billing and review
Hardware, labour and monthly contract fees are invoiced, and each quarter the account manager reads usage against the contract before the renewal talk begins. The figures lead the conversation. Guesses do not.

Modules

What is inside.

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

Client sites and asset register

Record each device with its serial number, make, warranty end date, rack or desk location and the person who uses it, grouped by client site.

Licence and subscription renewals

List every licence key, seat count and subscription by end date, with the quotation drafted in time and the distributor order linked to it.

Support tickets and response clocks

A call, email or chat becomes a ticket on the client’s contract record, gets a priority and an engineer, and starts a response clock the desk can see.

Engineer scheduling and site visits

Plan preventive visits and installation days against engineer availability, and see who is on which site before a second person is sent.

Support contracts and usage

Hold each contract as full cover, labour only or remote only, with the visits and hours used against what it covers, ready for renewal.

Quotations from distributor rates

Build quotations from supplier price lists and labour, with the margin shown before the offer goes out. Every revised version stays on file. The client’s last copy is never in dispute.

Purchase orders and goods receipt

Raise orders to distributors and check delivered cartons against the delivery note, recording serial numbers as each item is booked in. Short deliveries are flagged the same day. The engineer is not sent early.

Warranty claims and vendor returns

Log a return authorisation number against the device, track the replacement from dispatch to the client’s desk, and keep the claim history.

Installation projects and handover

Track cabling, rack and configuration tasks per project, then compile the handover pack with IP plans, configuration backups and as-built notes for the client to sign. Nothing stays in one head.

Invoices and recurring contract billing

Raise invoices for hardware, labour and monthly contract fees, then post receipts as money arrives. Each client’s balance shows the oldest unpaid invoice first. The follow-up call starts with the right document.

Runbooks and client documentation

Keep procedures for each client environment, such as how to restore a backup or reset the guest network, where every engineer can find them.

Solutions inside

The business modules it is built from.

Each one is also available on its own, or inside a system built for you.

Asset AMC Tracking
Each device is held with serial number, warranty end and the contract covering it, so a failed switch is traced from the client site.
Service Reminders
Licence, firewall and backup end dates raise a reminder in advance, so the renewal quotation reaches the client before the service stops.
Ticket Management
Calls, emails and chat requests become numbered tickets with a priority, a named engineer and a response target that the service desk can watch.
Technician Scheduling
Preventive visits and installation days are placed against engineer availability, so two people are not sent to one site while another goes unattended.
AMC and Service Contracts
Contracts are stored as full cover or labour only, with visits and hours consumed shown beside what the client paid for.
Estimate/Quotation Management
Quotations start from supplier price lists plus labour, show margin before sending, and keep each revision the client has seen.
Purchase Order Management
Orders to distributors are matched to the delivery note on arrival, and serial numbers are recorded as each item is booked in.
Knowledge Base
Procedures for each client environment, such as restoring a backup, sit in articles that any engineer can open from the ticket.

Services

How we would put it in.

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

Who uses it

One system, each person sees their part.

For owners and directors

Read contract profitability, renewals at risk, tickets by client and the margin on each project without asking the service desk for a list.

For account managers

See the client’s contract, renewal dates and open quotations together, then prepare the renewal offer with visits and hours already to hand. Send it before the licence lapses.

For the service desk

Log calls as tickets, set the priority and assign an engineer, then update the client when the ticket closes. Response clocks near breach stand out on the board.

For engineers

Open the day’s tickets and visits on a phone, read the asset record on site, and post time and parts before leaving.

For purchase and stores staff

Order from distributors, receive goods against the delivery note and book serial numbers into the register. A returned switch is then traced to the carton it arrived in.

Reports

The numbers the owner asks for.

Licences and warranties ending this quarter, by client
Tickets by client, category and engineer
Contract usage against visits and hours
Quotation margin against supplier invoice
Open purchase orders awaiting delivery
Warranty claims and vendor returns open
Receivables by client, oldest first

Good fit

Who this is built for.

Managed IT support firms that look after client offices under annual contracts, patching workstations and answering the daily calls from reception
Network integrators who install structured cabling, wireless and firewalls on client sites, and then stay on to maintain them under contract
Hardware resellers that also run a service desk and an engineer team
Value-added resellers who bundle licences, subscriptions and support
Small system integrators delivering server, NAS and backup projects

Honest answer

When it is not the right choice.

One freelance technician serving a few clients can manage on a plain sheet. This system pays off with a desk and several engineers.
Remote monitoring needs a dedicated monitoring tool, since this system holds the register, tickets and contracts. An alert from that tool can open a ticket here. Your engineer rules then apply.

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.

Contract types and service levels

Full cover, labour only and remote support contracts are named as you sell them, each with its own response targets, visit allowance and monthly fee. Your terms are copied, not replaced.

Ticket categories and priorities

Categories such as network down, user request, hardware fault and change request mirror the way your service desk sorts an incoming call.

Distributor price lists

Supplier rates, labour charges and margin rules are loaded so a quotation starts from your real costs, and price lists are refreshed whenever your buyer sends a new file. No stale rates.

Assets and licences migrated

Existing client sheets, serial numbers and licence keys are cleaned and loaded before the first ticket is logged, and duplicates and gaps are listed for your engineers to settle. Then work begins.

Messages and tax settings

Ticket updates go by email, SMS or other messaging, and invoice layouts follow the tax rules of each country, reviewed during implementation.

Works alongside

Email
SMS
Messaging channels
Remote monitoring alerts
Accounting export
Payment gateway

Common questions

Questions owners ask before a demo.

Can it hold both hardware sales and support contracts?

Yes. A cabling job or server sale runs as a project with quotation, orders and handover. The support contract that follows is kept against the same site and asset list, so nothing is entered twice.

Does it watch client machines remotely?

No. Your monitoring tool does that work. An alert can be set up to open a ticket here, and the ticket then follows the contract and engineer rules you define.

How are licence renewals kept from lapsing?

Each key or subscription carries an end date and a seat count. The renewal list shows what is due, so a quotation goes out before the supplier’s notice arrives. Lapses become rare.

Can clients raise tickets themselves?

Yes, through email or a messaging link set up with you. The ticket is created against the right client and contract, and the client receives an update when it closes. Walk-in calls still go through the desk.

Can I see how much support a contract really used?

Yes. Tickets, visits and engineer hours are totalled against each contract, and the account manager reads that page before agreeing a renewal price with the client. The figures settle the argument.

Will it post to my accounting package?

No, because there is no ready connector. Your accountant receives invoices, receipts and client balances as an export file, and the column layout is fixed with them during the first workshop. Month-end needs no retyping.

Can we bring our current asset sheets in?

Yes. Your sheets are cleaned and loaded by client site, and duplicate serial numbers and missing warranty dates are listed for your engineers to confirm before go-live. The register starts clean.

Is the software hosted for us?

Yes, on a cloud server managed by GullySystem. If a client’s contract demands it, installation on your own server can be discussed during the first workshop, along with backup arrangements. Ask early.

What determines the cost for us?

Cost follows the headcount of engineers and service desk staff and the number of client sites. A working demo comes first, and the quotation then lists exactly what is included. No surprises follow.

Wondering what it would cost? Share your requirements and an engineer will come back with a scope.

Industries

Businesses that use this.

IT and network companies

Related products.

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