One connected system for enquiries, engagements, field work and billing.
Run investigation enquiries, conflict checks, engagements, retainers, case files, investigator assignments, evidence handling and reports, with billing, from a single place. From first call to final report, every matter holds its own notes, hours and expenses. Access is limited to the people assigned, and every change is logged.
- Your firm’s matter types, report templates and rate cards built in
- Client files, live matters and unpaid bills carried over from your records
- Access roles and retention periods settled with you before the first matter is opened
GullySystem configures Private Investigator Management Software to hold a firm’s enquiries, conflict checks, engagements and case files. Every matter carries its field notes, evidence register, investigator time, expenses and client report. Permissions follow role and matter, and an audit log records each view and change. Retainers are tracked and invoiced against the engagement.
What goes wrong before the software.
How the work flows through it, step by step.
- 1
Enquiry and conflict check
The enquiry is logged with its parties and purpose. Names are searched against past and current matters before anyone commits.
- 2
Engagement and retainer
Scope, terms and the retainer are recorded and the signed letter is attached. An engagement number is issued.
- 3
Assignment
Investigators, in house or subcontracted, are assigned by skill and availability, and shifts are planned.
- 4
Fieldwork
Notes, photographs and recordings are filed as they are captured. Time and expenses are entered the same day.
- 5
Report and review
The report is drafted from the file, reviewed by the principal and released to the client.
- 6
Billing and closure
Hours and expenses are billed against the retainer. The file is closed and held for your retention period.
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
Every enquiry is logged with its source and parties, and the conflict decision is recorded before an engagement is allowed to open.
- Contract Management
The signed engagement letter, scope and retainer sit on the matter, so anyone assigned can read the agreed terms before starting work.
- Project Document Management
Notes, photographs, video and statements are filed against the matter with the author and time, so the report is drawn from one place.
- Technician Scheduling
Investigators are placed on matters and surveillance shifts by skill and availability, and clashes show before a day is promised to a client.
- Project Time Tracking
Hours and mileage are entered against the matter on the day, then approved by a manager before they can reach an invoice.
- Vendor Management
Each outside investigator or process server has a record with region, rates, work assigned and payments due, so outsourced work is tracked like staff work.
- Invoice Management
Invoices are raised from approved time and expenses and applied against the retainer, and the client sees the balance that remains.
- Audit Trail
Every view, edit and export of a matter record is logged with the person and time, which helps when a client asks who handled a file.
How we would put it in.
Setup, data migration, integrations and anything built on top.
One system, each person sees their part.
For principals
Review enquiries, approve engagements, check reports before release and see retainers, workload and unbilled time.
For investigators
See assigned matters and shifts, upload notes and files from a phone and enter time and expenses.
For case managers
Run conflict checks, open engagements, track deadlines and prepare client reports.
For accounts
Raise invoices, apply retainers, post receipts and pay subcontractors.
The numbers the owner asks for.
- Enquiries received and engagements opened
- Open matters by investigator and status
- Retainer balances and alerts
- Unbilled time and expenses by matter
- Invoices outstanding by client, oldest first
- Subcontractor work and payments due
- Matters awaiting report or review
Who this is built for.
- Independent investigation firms with several investigators
- Firms that work for law firms and insurers on claims and litigation support
- Corporate investigation and due diligence practices
- Agencies that subcontract fieldwork to investigators in other regions
- Firms offering process serving and background checks beside investigation
When it is not the right choice.
- A solo investigator opening a few matters a month will cope with a folder and a spreadsheet.
- Firms whose main business is guarding and patrols will find Security Agency Management Software closer.
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
- WhatsApp or other messaging
- Payment gateway
- Accounting export
Questions owners ask before a demo.
Are conflicts of interest checked?
Yes. Parties are stored as records, and a new enquiry is searched against past and current matters. The decision and who made it are logged.
Can investigators upload from the field?
Yes. They open the system in a phone browser, add notes, photographs and files against a matter and enter time and expenses. It runs online, so uploads wait until a signal returns.
Is access limited by matter?
Yes. Each matter is visible only to the people assigned to it, and managers see what their role allows. A log records who viewed or changed a record.
Is evidence handling tracked?
It keeps a register of each item, who captured it, where it is stored and who accessed it. Whether that satisfies a court is a question for your counsel.
Can retainers and trust money be tracked?
Retainers are tracked against each engagement and drawn down by invoice. Rules on client money differ by country, and any special handling is reviewed during implementation.
Can subcontractors be included?
Yes. Outside investigators are recorded with their rates and assigned work, and their time and expenses are approved before payment.
Can existing matters be moved over?
Yes. Your client list, running matters, retainer balances and bills still owed are imported from your files, and a sample is read back to your staff for confirmation.
Who owns the data?
You do. The quotation states in advance how case files, time entries and client invoices can be exported.
What does it cost?
Nothing is printed here, since the quote reflects investigator headcount and the matter types you run. A demo built around a sample case file and time sheet comes first.
Is there location tracking for investigators?
No. There is no phone or vehicle tracking. Investigators enter their own shifts and notes.
Wondering what it costs? Six questions give you a written scope and the buckets any quote should separate.
Businesses that use this.
See Private Investigator 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.
- No obligation
- A reply within one business day
- Your details stay private
Start with your requirements
Seven short steps that tell us what you need. An engineer reads them before getting in touch.
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