Installed machines, warranty, service contracts and breakdown calls for medical equipment dealers.
Manage hospital quotations, tender files, demo units, installation reports, installed machines, warranty and service contracts, breakdown calls and spare parts in one system. Each machine carries its serial number, site and contract dates. Sales sees renewals coming, and engineers open the machine history on a phone before they reach the ward.
- Each principal’s price list, model and contract type keyed in as you quote it
- Your hospitals, installed machines and running contracts brought in before go-live
- New models, visit schedules and report layouts are changed by GullySystem staff on request
Quotations, installation, warranty, contracts and breakdown calls for monitors, ventilators, imaging machines and lab analysers run on Medical Equipment Dealer Management Software, which GullySystem configures. Every installed machine keeps its serial, site, contract dates and visit reports. Loaners and spares are tracked by person.
What goes wrong before the software.
How the work flows through it, step by step.
- 1
Enquiry and quotation
A biomedical engineer or purchase manager asks for a machine. The principal’s price list plus your margin produces the quotation, and every revision stays filed under the hospital that asked.
- 2
Demo and tender
A demo unit goes out against a trial date and must come back by that date. For a tender, the compliance sheet and past orders are attached straight from the file.
- 3
Order and delivery
The order is placed with the principal and tracked until the machine reaches your store. Serial numbers and accessories are captured at goods receipt, before the unit is sent on to the hospital.
- 4
Installation and handover
The engineer installs the unit, records the site and ward, and gets the installation report signed. That date starts the warranty clock on the machine record. Nothing is typed twice.
- 5
Service and calibration
Breakdown calls and scheduled visits become job cards with the fault found, the spares fitted and the hospital’s signature. Calibration certificates are kept against the serial for the next audit visit.
- 6
Renewal
A contract ending soon goes to the sales executive with the machine’s visit history and call count. The renewal quotation starts from the existing record, not from a blank page.
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
The hospital quotation is built from the principal’s list with the dealer’s margin. Each revision stays on file until the order is won or lost.
- Batch and Serial Tracking
Every ventilator, monitor or analyser is numbered when it arrives from the principal, then followed to the ward where it is installed.
- AMC and Service Contracts
Each machine carries its contract type, the visits it owes and its expiry, so the dealer sees which hospitals are about to lapse.
- Job Cards
A breakdown becomes one job card holding the complaint, the fault found, the board replaced and the hospital’s signature on completion.
- Service Reports and Proof of Visit
The checklist completed at each visit and the calibration certificate are filed against the serial, ready when the hospital’s equipment officer asks.
- Service Reminders
A reminder reaches the sales executive weeks before a warranty or contract ends, carrying the machine’s call history for the renewal conversation.
- Stock Tracking and Alerts
Spare boards and probes are counted by engineer and warehouse, and faulty parts sent back to the principal stay listed until replaced.
- Technician Scheduling
Visits owed under contract are laid against each engineer’s month, so a hospital in the same area is covered in one trip.
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 owners
See contracts ending, quotations open, tender dates, demo units out and what each hospital’s service work earns against its cost. No one assembles a sheet before the Monday review.
For sales executives
Prepare quotations and follow trials. Before calling a hospital’s purchase manager, check the warranty end of every machine on its ward list and open the last quotation sent.
For service engineers
Open the day’s calls and visits on a phone, check the machine’s history, record the fix and take the hospital’s signature. The report is filed before the engineer leaves the ward.
For service coordinators
Assign breakdown calls and watch the visits owed under contract. Chase the principal for late spares, with the call and the serial number already in front of you.
For store staff
Receive machines with serials, issue spares to engineers and take back faulty parts for return to the principal. Every issue is booked to a call number.
The numbers the owner asks for.
- Warranty and contract expiries by hospital, with the renewal quote status
- Installed machines by model, ward and serial
- Breakdown calls by machine, engineer and time to close
- Preventive and calibration visits due and completed
- Demo and loaner units out, with return dates
- Spares held by engineer, and returns pending with each principal
- Contract fees against calls, spares and engineer time, by hospital
Who this is built for.
- Dealers who sell and service patient monitors, ventilators and anaesthesia machines in hospitals
- Distributors of imaging equipment such as ultrasound and X-ray machines with their own engineers
- Suppliers of laboratory analysers who also supply reagents and run calibration visits
- Dealers who represent several principals and bid on public tenders
- Firms that sell operating theatre lights, tables and sterilisers and keep service contracts on them
When it is not the right choice.
- A small shop that sells blood pressure monitors and thermometers across a counter needs billing and stock, not an installed machine register.
- Makers of the devices themselves will find Medical Device Manufacturer Management Software closer, and firms that only hire out machines will prefer Medical Equipment Rental Company 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
- Accounting export
- Engineer phone app
- Payment gateway
Questions owners ask before a demo.
Does each machine have its own record?
Yes. A ventilator, monitor or analyser is held by serial number, with its hospital, ward, installation date, warranty end, contract and every visit report. Accessories can be listed under the main unit.
Can it warn us before warranty or a service contract ends?
Yes. Coordinators and sales executives get a list of machines leaving warranty or contract in the coming weeks. Each shows its call history, so the renewal quotation goes out while the hospital is still covered.
How are demo units and loaner machines followed?
Each unit is logged out against a hospital, a borrower and a return date. Any trial past that date shows on the coordinator’s screen until the machine is checked back into your store.
Can engineers use it at the hospital without a network?
Yes. A phone saves the fault, spares used, photographs and signature, then sends them once it reconnects. Engineers open their calls before the visit, so a weak signal in a basement ward does not stop the report.
Does it prepare tender bids for us?
No. It keeps compliance sheets, past orders and installation certificates in one library so they can be attached quickly. Your team still completes and files each bid on the buyer’s own portal.
Will calibration certificates and service reports be accepted by a hospital?
That decision belongs to the hospital or its assessor. Certificates and signed reports are stored against the serial, in a layout matched to what your hospitals already use.
Is the price published?
No. Engineers logging calls, machines on your register and the principals you carry all drive the amount. Sample machines are demonstrated before a written quotation. Moving the installed base from spreadsheets is priced separately.
Can we move our machine list from spreadsheets?
Yes. Your spreadsheets of hospital names, models, serials, installation dates and contract end dates are imported. Your service coordinator checks them line by line, and only then does anyone rely on them.
Who maintains it after go-live?
GullySystem staff host the system and change models, contract types and report layouts when you ask. Your coordinator handles daily entries, and a named contact answers questions about the machine register.
How soon would engineers and the service desk use it?
The installed machine register and the warranty and contract file are the natural opening. Breakdown calls, job cards and preventive plans follow. Quotations, demo units, tenders and spares are added last. You receive a dated plan.
What should the dealer put together first?
Put together the machine list with serials, warranty and contract dates, principal price lists, recent job cards and calibration certificate formats. A demo unit register helps. Nominate a service manager, an engineer, a sales contact and an accounts clerk.
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 Medical Equipment Dealer 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