One system for serial-numbered instruments, trade-ins, school rentals, workshop jobs and accessories.
Run a music store from one record of what is on the wall, in the workshop and out on rental. Every guitar, keyboard and horn is held by serial number, from the trade-in or the distributor’s carton to the sale. Strings are counted by gauge. Reeds are counted by strength, and cables by length. Repairs, rentals and school orders connect to the same instrument and the same customer.
- Brands, instrument families and accessory variants entered as your store works
- Instrument list with serial numbers and open rentals migrated for a first check
- Brand, size and repair list edits handled by GullySystem staff when asked
Music shops with one showroom or a whole chain can use it. Sales staff, buyers, the workshop and the rental clerk work from it. Each instrument is held by serial number with its source, condition, repair jobs and sale. Rentals, band orders and accessory reorders use the same stock record.
What goes wrong before the software.
How the work flows through it, step by step.
- 1
Receiving stock
Cartons from distributors are checked against the delivery note, serial numbers are entered, and each instrument gets a shelf or wall position.
- 2
Trade-in appraisal
An instrument bought across the counter is graded and given a credit. A repair job opens if it needs work before it can be listed.
- 3
Sale and warranty
The sale ties the serial number to the customer and the brand’s warranty period, with accessories added on the same bill.
- 4
Rental issue
A rental form is signed, the instrument is released, and monthly rent is billed. The balance towards purchase is tracked.
- 5
Workshop job
A repair or setup is taken in with a tag, parts are used from stock, and the customer is told when the instrument can be collected.
- 6
Return and resale
Rentals come back at term end. Each one is checked. Used instruments return to the floor with a new grade and price.
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.
- Product Management
Each guitar, horn or keyboard is held as one item with its make, model, finish and serial number, so a sale ties to a single unit.
- Batch and Serial Tracking
A maker recall or warranty claim is matched to the customer through the serial number recorded when the instrument was sold.
- Asset AMC Tracking
Rental instruments carry their issue date, monthly rent, damage notes and the amount credited towards purchase, and appear on a list when due back.
- Job Cards
Each setup or repair is a job card with the fault, the technician, parts drawn from stock and the date promised to the player.
- Stock Tracking and Alerts
Strings by gauge, reeds by strength and cables by length each have a reorder level, and a shortfall raises a line on the supplier list.
- Estimate/Quotation Management
A class list of instruments and sizes is quoted with price breaks, then supplied and invoiced against the school’s purchase order.
- Vendor Management
Each brand’s dealer discount, advertised price rules and payment terms sit on one record that the buyer reads before ordering.
- Point of Sale Billing
Instruments and accessories go on one bill, deposits are taken on layaway, and the balance is cleared when the player collects.
How we would put it in.
Setup, data migration, integrations and anything built on top.
One system, each person sees their part.
For sales staff
Find an instrument by model, finish or serial number, quote the price, take a trade-in and add strings or a case to the bill.
At the buying desk
Read what sold, which models sit unsold, and what each brand is owed, then raise distributor orders.
In the workshop
See the bench queue by technician, the parts each job needs and the date promised to the customer.
At the rental desk
Track instruments issued, rent billed and credited, and the list due back at the end of term.
For owners
Read margin on new and used stock, rentals outstanding and bench work by technician.
The numbers the owner asks for.
- Instruments in stock by serial number and age
- Margin on used instruments after repair
- Rentals out, overdue and due back
- Rent credited towards purchase by account
- Bench jobs open and past their promised date
- Strings and reeds below reorder level
- Band orders open by school
Who this is built for.
- Independent music stores selling guitars and amplifiers
- Stores that specialise in pianos and keyboards
- Orchestral and band instrument dealers supplying schools
- Stores with a repair bench and a rental fleet
- Music stores that run lesson rooms with their own teachers, or trade from several shops
When it is not the right choice.
- A seller of a few ukuleles online needs a basic shop listing, not a serial-numbered stock system.
- A concert hall or an orchestra that owns instruments needs an asset register, not retail 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
- WhatsApp or other messaging
- SMS
- Card payments
- Accounting export
- Barcode scanner and label printer
- Ecommerce shop export
Questions owners ask before a demo.
Is it built for music stores or general retail?
Music stores. A serial-numbered guitar, a rental form and a bench tag have no place in general retail software, which counts every item as a bulk line.
How are used instruments priced and tracked?
The trade-in records its grade and credit, the repair adds its cost, and the floor price is set against both. When the instrument sells, the margin appears.
Can it run a school rental programme?
Yes. Each student’s instrument, form, monthly rent and credit towards purchase sit on one record, and a list of what must be returned appears before term ends.
Does it handle strings and reeds by variant?
Yes. Gauge, strength, length and size are separate stock lines with their own reorder levels, so the reorder list names the exact item and not just the packet.
What if the shop also teaches?
Lesson rooms, teacher bookings and the teacher’s share are available as an extra module. A shop without lessons simply leaves them out.
Can it link to our online listing?
Instruments and accessories can be exported to a web shop. The direction and timing of stock updates are agreed after we see your listing set-up.
Can a warranty claim be matched to a sale?
Yes. The serial number ties the claim to the customer, the sale date and the brand’s warranty period, and the return to the maker is tracked.
Who owns the stock and rental records?
The store does. You choose the file layout for the stock, rental and repair records handed back, and it is fixed in the terms before building starts.
What does it cost?
No figure is published. It depends on shops, staff and whether rentals and lessons are included, and a written quotation follows a demonstration.
Do we need this for a small shop?
Maybe not yet. A shop with a few dozen instruments and no rentals can keep a ledger. The need arrives with trade-ins, school terms and a busy bench.
Wondering what it would cost? Share your requirements and an engineer will come back with a scope.
Businesses that use this.
Related products.
See Musical Instrument Store Management Software with your own data.
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