One system for investor families, SIP calendars, mandates, KYC status, leads and trail brokerage.
Manage investor families, folios, regular investment plan (SIP) dates, debit mandates, KYC and nominee status, enquiries, follow-up calls and trail brokerage in one system. It sits beside the back-office package that reads registrar reports. What it adds is the work after the report: who to ring about a failed debit, which paperwork is missing, and which folios paid short.
- Family grouping, plan types and follow-up rules entered the way your office works
- Client list, folio list and open enquiries migrated and checked
- Edits to reminder rules and report layouts handled by GullySystem staff when asked
Follow-up for regular investment plans across many families runs on Mutual Fund Distributor Management Software, which GullySystem configures for distributors. It reads the reports your back office already downloads and raises tasks for failed debits, mandate and KYC gaps and short-paid trail. Orders stay on the platforms you use today. Each employee opens only the clients assigned to them.
What goes wrong before the software.
How the work flows through it, step by step.
- 1
Enquiry
Each referral or walk-in is recorded with where it came from, what the family wants and the next step promised. The reminder fires on the date the owner set.
- 2
Onboarding
The investor’s KYC status, nominee choice, bank account and debit mandate are recorded, with the missing item named. Scanned forms are kept on the client’s file.
- 3
Plans and folios
Each regular plan is entered with its folio, fund house, amount and date, and grouped under the family. The goal each plan was started for is noted beside it.
- 4
Daily report reading
Reports from the registrars and platforms are loaded each morning. Rejected debits, ceased plans and status changes become tasks on a named staff member’s list.
- 5
Reviews and statements
Before a review, the family page shows plans, dates and notes from the last meeting. At year end, holding and gains statements are gathered family by family.
- 6
Brokerage check
Expected trail is worked out per folio and compared with what each fund house paid. Folios with a gap go onto a query list for that fund house.
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.
- Lead Management
Each referral or walk-in is logged with its source, the goal described and a promised call date, so no enquiry depends on a chat thread.
- Contact & Account Management
A household is one account with its holders as separate contacts, and every folio, plan date and goal hangs beneath it.
- Mandates and Auto-Debit
A mandate is followed from form to bank approval, with its limit and validity, and the plans that rely on it listed beside it.
- Task Management
A rejected debit or missing form becomes a task with one owner and a due date, instead of a line in a report.
- WhatsApp, SMS and Email Notifications
A message to the investor about a failed instalment or missing nominee form leaves from the task itself and is logged on the client.
- Commission and Incentives
Trail received is split between the firm, relationship managers and sub-brokers by the agreed shares, producing one statement for each person.
- Document Management
Signed forms, KYC copies and tax statements are filed on the client, and a family’s year-end pack is assembled from them.
- Client Portal
A family signs in to see its own plans, statements and meeting notes, and can upload a missing form from a phone.
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 the distributor
See plans running, debits failed, mandates pending, enquiries open and trail expected against received, without opening five separate reports.
For relationship managers
Open the morning list of clients to call, check each family’s plans and notes, and record what was agreed before the review ends.
For the back-office operator
Load registrar and platform reports, update mandate and KYC status, and close the tasks those reports create.
For accounts staff
Compare trail received with trail expected, raise queries to fund houses and prepare the staff and sub-broker payout statements.
For investors
Sign in to see plans, statements and review notes for the household, and upload a missing form from a phone.
The numbers the owner asks for.
- Failed and lapsed plans by client, fund house and week
- Mandates and KYC items outstanding, oldest first
- Enquiries by source, goal and stage
- Follow-up tasks open and closed by staff member
- Trail expected against received, by fund house and folio
- Staff and sub-broker shares of trail for the month
- Clients with no review recorded in the last year
Who this is built for.
- Independent mutual fund distributors who serve many families through regular investment plans
- Distribution firms with relationship managers who each look after a set of clients
- Distributors who pay a share of trail to sub-brokers or channel partners
- Advisory teams that already own a back-office package and need follow-up beside it
- Offices that handle onboarding paperwork for investors, from mandates to nominee forms
When it is not the right choice.
- A one-person distributor with a few dozen clients can manage with a back-office package, a calendar and a spreadsheet.
- A firm whose income is mostly insurance commission is better matched by Insurance Broker Management Software or Life Insurance Agency 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
- Registrar and platform reports
- SMS
- Accounting export
- Document storage
Questions owners ask before a demo.
Does it replace our back-office package?
No. Those packages read registrar reports and build portfolio views well, and they should stay. This system takes the reports they read and raises the calls, tasks and checks that follow.
Can it place purchase or redemption orders?
No. Orders stay on the exchange platform or the fund house portal you use today. This system reads what comes back and turns exceptions into work for your staff.
How does it find a failed debit?
You load the daily report, and rejected or ceased plans are matched to the client’s plan on file. A task lands on the relationship manager’s list that morning, ahead of the next debit date.
Can a family be seen as one household?
Yes. Folios held by spouses, parents and children are grouped under a family page, though each holder keeps a separate record. Plan dates, amounts and goals appear together for a review.
Is trail checked against what each fund house paid?
Yes, folio by folio. Expected trail is worked out per folio from the rates you enter. The payment advice from each fund house is loaded, and the folios paid short are listed for a query.
Who can see clients’ tax numbers and bank details?
Only the logins you allow. Staff can be limited to assigned families, sensitive fields masked, and every export leaves a log entry. No regulatory approval is claimed for the software.
Does it give investment advice to clients?
No. It records plans, status, notes and tasks. Any recommendation to a client is made by you or your authorised staff, and nothing here ranks funds or predicts returns.
Can we try it before we decide?
Yes, through a demonstration on a sample book with made-up families. Afterwards you get the proposal on paper. Pricing depends on how many staff log in and how many client records are loaded, so no figure is posted.
Can we bring our client list across?
Yes. Your client lists, folio lists, plan dates and open enquiries are imported from spreadsheets or the file your back office exports. Your operator checks a sample of families before staff start relying on them.
What moves the price for a distribution firm?
Volume of families and folios, staff and sub-broker logins, and whether registrar reports, messaging or document storage are connected all count. A client list brought across adds effort. Your own family record is shown on screen before any figure, and every module gets a separate price afterwards.
How soon can the SIP calendar be followed in it?
The likely opening is the family and folio register, the SIP calendar with failure alerts, and the mandate and KYC boards, because daily follow-up lives there. Trail reconciliation, sub-broker shares and client access come after. The calendar follows from that order.
What should a distributor gather?
Your client list with family groupings, current SIP and mandate registers, KYC status sheets and a trail statement from a fund house. Add a sub-broker share note and a client statement pack. Operations, relationship and accounts staff each need a person to review layouts. Registrar report access is needed for imports.
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 Mutual Fund Distributor 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