One system for donors, receipts, programmes, beneficiaries, grants and volunteers.
Run an NGO or a charitable trust from one set of records. Every donation is receipted against a donor and a fund head. Programme spend is held against the grant or appeal that paid for it. Beneficiaries, field activity and volunteer duty are logged at the centre that did the work.
- Fund heads, programmes and receipt numbering entered the way your trust keeps them
- Donor, beneficiary and grant lists moved across from your registers and sheets
- Later changes to fund heads, forms and funder report layouts done for you
An NGO or a charitable trust keeps donors, receipts and fund heads in one place, set up by GullySystem. Every rupee spent on a programme sits against the grant or appeal that paid for it, with instalments, budget lines and report due dates on record. Volunteers and beneficiaries are logged per centre. Trustees keep their own minutes.
What goes wrong before the software.
How the work flows through it, step by step.
- 1
Appeal and approach
A donation drive, a festival appeal, an event or a field visit brings in interest. Each prospective donor is recorded with the appeal that reached them.
- 2
Donation received
Cash at the office, a UPI transfer, a cheque or a bank credit is entered against the donor, with the fund head and the purpose stated by the giver.
- 3
Receipt and acknowledgement
A numbered receipt is raised from the trust’s own receipt series. An acknowledgement goes out on WhatsApp, text or email.
- 4
Money assigned to a programme
The donation or grant instalment sits under a fund head. Programme spend is booked against it, so restricted money stays visible as restricted.
- 5
Work in the field
Centres and field staff log sessions, camps, distributions and beneficiary names. Volunteer duty and staff visits are recorded beside them.
- 6
Reporting
Trustee meetings, funder utilisation statements and the accounts person all read the same donation, spend and beneficiary records.
What is inside.
Every module can be switched on, left out or changed to match how your team already works.
Donor records
Keep each donor on one record with contact details, the appeal that brought them in, giving history and the purposes they have supported.
Learn moreDonations and receipts
Enter cash, UPI, cheque and bank donations, raise numbered receipts from your own series and send an acknowledgement to the giver.
Learn moreAppeals and donation drives
Run a festival appeal, a payroll-giving drive or an event as its own campaign, and see which donors each appeal brought in.
Learn moreProgrammes and projects
Set up each programme with its locations, targets, staff and reporting period, so activity and spend attach to the right project.
Learn moreBeneficiary register
Register the children, patients, families or self-help groups a programme serves, with the identifiers and consent fields the trust collects.
Learn moreField activity and attendance
Log tuition sessions, health camps, training days and distribution drives at each centre, with who attended and which staff ran it.
Learn moreGrants, CSR and funder agreements
Hold each grant, a CSR sanction included, with its instalments, budget lines, deliverables and report due dates. Spend is tracked against the sanctioned budget.
Learn moreVolunteers
Record volunteers, their skills and availability, the duty they were put on, and the hours they gave to each programme.
Learn moreFund heads and programme spend
Keep corpus, restricted, general and foreign contribution (FCRA) funds apart, and book programme and office spend against the head that funded it.
Learn moreIn-kind donations and relief stock
Receive donated food, clothing, books, medicines or equipment into store, and record what went out to which centre or family.
Learn moreTrustee and committee records
Keep the trustee list, meeting dates, agenda papers, resolutions passed and the documents each meeting approved in one place.
Learn moreThe business modules it is built from.
Each one is also available on its own, or inside a system built for you.
- Receipts Management
Cash, UPI, cheque and bank donations are entered, numbered receipts come from the trust’s own series, and an acknowledgement goes to the donor.
- Contact & Account Management
Each donor has a single record with contact details, the appeal that brought them in, their giving history and the purposes they have supported.
- Document Management
The trustee list, meeting dates, agenda papers, resolutions and approved documents for each committee meeting are kept in one place for the secretary.
- Expense Tracking
Corpus, restricted, general and foreign contribution funds stay separate, and programme and office spend is booked against the head that funded it.
- Stock Tracking and Alerts
Donated food, clothing, books, medicines and equipment are received into store, and issues are recorded against the centre or family that received them.
- Dashboards and KPIs
Trustees see balances by fund head alongside programme and office spend, drawn from the same entries the accounts team books.
- Task Management
Volunteer coordinators record skills and availability, assign duties, and log the hours each volunteer gave to every programme.
How we would put it in.
Setup, data migration, integrations and anything built on top.
Topics beyond the modules.
Each page covers one part of how the system is used, connected or controlled.
NGO Software Views for Trustees and Programme Staff
A trust has trustees, fundraisers, field staff and an accounts person, and each role opens a different set of screens.
Learn moreReports for NGO Trustees and Programme Heads
These statements come out of the donations, fund heads, grants and field activity that staff already record.
Learn moreNGO Software Connections to WhatsApp, UPI and Tally
The trust system connects to the messaging, payment and accounting tools an NGO office already works with.
Learn moreOne system, each person sees their part.
For trustees and the managing committee
See donations by fund head, spend by programme, beneficiaries reached, grant balances and the papers tabled at the last meeting.
For the fundraising team
Work through donor lists, appeal responses, lapsed givers and pledges yet to come in, and raise receipts as money arrives.
For programme and field staff
Enter sessions, camps and distributions at the centre, add beneficiaries and read the targets set for the programme.
For the accounts person
Read receipts issued, fund head balances, grant utilisation and payment records, and pull the figures the auditor asks for.
The numbers the owner asks for.
- Donations received by fund head, appeal and programme
- Donor giving history, repeat givers and lapsed givers
- Receipts issued and receipt numbers used in each series
- Grant utilisation against each funder budget line
- Beneficiaries reached by programme, centre and location
- Field activity count and volunteer hours by programme
- In-kind stock received and issued by item
Who this is built for.
- Registered charitable trusts running one or two programmes
- Societies and Section 8 companies with centres in several districts
- Education NGOs running tuition centres, scholarships and school support
- Health and relief NGOs running camps and distribution drives
- Temple trusts that also run a school, dispensary or annadanam
- NGOs reporting to corporate CSR, institutional or individual funders
When it is not the right choice.
- A small trust that takes a few donations a year and keeps one receipt book can manage without software.
- A temple whose main need is seva bookings, hundi counting and festival duty rosters will find the Temple Management Software closer to its work.
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 and email
- UPI and payment gateway
- Donation form on the trust website
- Tally export, agreed at set-up
- Biometric or mobile attendance devices
Questions owners ask before a demo.
Can restricted grant money be kept apart from general donations?
Yes. A fund head sits on every donation. Grant instalments carry one as well, and programme spend is booked against that head, so restricted money stays identifiable.
Does it print donation receipts with our own numbering?
Yes. Your receipt series, prefix and printed wording are set up as the trust issues them. More than one series can run at once.
What about 80G or 12A wording on a receipt?
The trust settles that with its own auditor. Whatever wording they settle on is printed, and GullySystem makes no claim about what the rules require.
We receive foreign contributions. Is FCRA money handled separately?
Foreign receipts sit under their own fund head, donors and all, with spend booked against it. So an FCRA balance stays readable on its own. How those funds must be kept and returned is for the auditor and the trustees to settle.
Can a donor see what they have given over the years?
Yes. Giving history sits on the donor record. The office can read or send a statement of past receipts without opening an old register.
Will field staff at a centre be able to enter attendance?
Yes, where they have a phone and a connection. Centres that cannot enter it themselves send sheets, and the office types them against the same programme.
Can CSR and funder utilisation reports come straight out of it?
In the layouts set up for you. Each funder or CSR format is built as a saved view during implementation, and a new layout is added later. Where a funder wants a utilisation certificate, the budget-line figures behind it come from here and your auditor certifies what is signed.
Does it connect with Tally?
Not built in. Receipt, fund head and payment listings are available to your accountant. Once the ledger structure is clear, an export for Tally can be worked out.
Will the Form 10BD statement and Form 10BE certificates come out of it?
No. Neither form is generated here. Donations, donor records, fund heads and the receipt series sit in one list your accountant can read, and what the trust files each year is settled with your auditor.
What does it cost?
No price is published, and there is no free plan. Programmes, centres, fund heads and migration all shape the figure. You see a working demo first, then a written proposal.
Wondering what it costs? Six questions give you a written scope and the buckets any quote should separate.
Businesses that use this.
Related products.
See NGO and Trust 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.
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