Book rooms, log sessions, count mix rounds and bill the job from one project record.
Every session lives on one project record. Rooms are booked by the hour with a deposit, and each engineer and assistant is assigned to the session. The session sheet, take list and backup drive sit on the project record. Bounce notes and allowance are counted, gear hire is logged, and invoices cover room time, hours and extras.
- Rooms, hourly rates, package rules and revision allowances entered as your studio sells them
- Client list and open projects migrated
- Rate and room edits handled by GullySystem staff when asked
Home-based producers, commercial tracking rooms and multi-room facilities use this system, set up around their rooms and session types. Studio managers, engineers, assistants and the owner work from it. Each project carries its bookings, session sheets, mix revisions, backup drives, hired gear and invoices, so a client’s balance is known before final files are released.
What goes wrong before the software.
How the work flows through it, step by step.
- 1
Enquiry
A band, producer or voice artist asks for a room. The manager records the type of work, the days wanted and any gear needed.
- 2
Quote and booking
Room time, engineer hours and extras are quoted. A deposit holds the slot, and the engineer is assigned.
- 3
Session
The engineer opens the session sheet, notes takes and setup, and records the hours used. Players and assistants are logged to the day.
- 4
Mix and master
Bounces go to the client and notes return by round. The system counts rounds against the allowance and flags the extra work.
- 5
Backup and delivery
The project is copied to a labelled drive and the final files are prepared. Release waits for the balance to clear.
- 6
Billing
The invoice combines room time, engineer hours, hired gear and extras, less deposits and package hours already used.
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.
- Resource and Room Booking
The live room, control room and booths are booked by the hour, and a hold lapses when the deposit date passes unpaid.
- Online Booking Portal
Clients choose an open slot, pay the deposit and wait for the manager’s confirmation before the room is held.
- Workflow and Approvals
Each bounce returns with notes, the round is counted against the quote, and an extra charge needs the manager’s approval.
- Fixed Asset Register
Microphones, amplifiers and outboard units are listed by serial number, with hire status, return date and damage notes.
- Project Document Management
Session sheets, contracts and drive labels are filed against the project, so an old session can be found for a remix.
- Subscription Billing
Blocks of studio hours are sold up front and drawn down at each session, with expiry shown beside the balance.
- Commission and Incentives
Freelance engineers, assistants and session players are paid from hours or songs worked, using the rate set for each person.
- Invoice Management
Room time, hours, hired gear and extras are billed less deposits, and stems are marked ready once the balance clears.
How we would put it in.
Setup, data migration, integrations and anything built on top.
One system, each person sees their part.
For the studio owner
See hours booked by room, revenue by type of work, packages outstanding and which projects are waiting on payment.
For engineers
Open your sessions for the week with the project’s earlier notes, the room setup and the revision count so far.
For the studio manager
Take bookings, hold rooms against deposits, assign engineers, track gear on hire and send invoices.
For assistants and runners
See the room prepared for the next session, the gear to set out and the drives to label and back up.
For artists and producers
View your bookings, pay deposits, read the revision count and download files once the balance is cleared.
The numbers the owner asks for.
- Booked hours by room and by week
- Engineer days used and payouts due
- Revision rounds against allowance by project
- Gear out on hire and overdue returns
- Package hours remaining by client
- Deposits held and lapsed holds
- Revenue by tracking, mixing, mastering and podcast work
Who this is built for.
- Single-room project studios with one engineer-owner
- Commercial studios with a live room, control room and vocal booth
- Podcast and voice-over studios renting booths by the hour
- Mixing and mastering rooms working on remote client files
- Multi-room studios employing freelance engineers and assistants
When it is not the right choice.
- A home setup used only by its owner can run from a calendar and a notebook.
- A studio that mostly rents rehearsal rooms by the hour with no engineers or projects may prefer a simple room-booking tool.
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
- Online booking page
- SMS
- Card payments
- Accounting export
- Calendar sync
Questions owners ask before a demo.
Is this for a commercial studio or a home project room?
It fits any studio that sells time, engineers and files to clients. A solo owner with a few regulars may find a calendar enough until bookings multiply.
How are deposits and holds handled?
A slot is held against a deposit and a date. If the deposit has not arrived by then, the hold lapses and the room shows open again for another client.
Can it count mix revisions?
Yes. Each bounce and the notes that follow are logged against a round number. When the quoted allowance is reached, an extra charge is raised for the manager to approve.
Does it hold the audio files?
No. Audio stays on your drives or storage service. Each project record names the drive that holds the session and shows when the last backup copy was made.
Can freelance engineers see only their own sessions?
Yes. Access follows the role, so a freelance engineer reads the bookings and projects assigned to them and nothing about the studio’s finances.
How is gear hire tracked?
Each microphone or outboard unit has a serial number, a status and a return date. Overdue items show on the manager’s list, with the hire fee on the invoice.
Can we move over our current bookings?
Yes. Booked sessions, artist contacts and prepaid hours are copied from your diary and spreadsheets, then the studio manager checks the opening weeks against what was agreed.
Who owns the client and project records?
The studio does. Clients, sessions and invoices leave in a file layout the owner approves at quotation stage.
What does it cost?
No price is published. The quote depends on rooms, engineers and any online booking page, and it arrives after we demonstrate a session sheet turning into an invoice.
Wondering what it would cost? Share your requirements and an engineer will come back with a scope.
Businesses that use this.
Related products.
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