One system for losses, drying logs, equipment, scopes and invoices.
Manage emergency calls, drying records, equipment on site, repair scopes, subcontractors and invoices for water, fire, smoke and mould jobs in one system. From the first call to the final payment, each loss keeps its own photographs, hygrometer readings and approvals. Technicians record visits on a phone. Estimators, project managers and accounts work on the same file, whoever is paying.
- Price list, loss types and equipment register entered the way you work
- Open jobs, client details and unpaid invoices migrated before go-live
- Loss types, phases and equipment categories adjusted by GullySystem on request
Restoration contractors who juggle emergency calls, drying logs, equipment placement, repair scopes and invoices get one system, configured by GullySystem. Each loss is a single job with its photographs, moisture and humidity readings, approvals and payers. Technicians log every site visit on their phones. Estimators and the accounts team then open that same loss file.
What goes wrong before the software.
How the work flows through it, step by step.
- 1
Loss intake
An incoming call or message starts the job, capturing the address, kind of loss, payer and claim reference. A crew is chosen from the on-call roster.
- 2
Emergency response
The crew photographs each room and takes first readings with a pinless probe and thermal camera. They extract water, remove wet plasterboard and carpet underlay, and place dehumidifiers and air movers against the rooms, noting each serial.
- 3
Drying monitoring
Technicians return and record readings by room and visit. Equipment is moved or collected as drying goals are met, and each move is logged.
- 4
Scope and approval
The estimator writes the scope of repair from the price list. The owner or insurer approves it, and extras are approved before the work starts.
- 5
Rebuild
Trades are scheduled for plasterboard, flooring, paint, joinery and electrical. Subcontractors receive purchase orders and report completion.
- 6
Invoicing and closure
Each payer is invoiced for their share. Receipts are posted, the completion certificate is filed and the job is closed.
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 call or message opens a loss with its address, payer and claim reference, so none is logged late or sent to two crews.
- Technician Scheduling
Technicians and subcontract crews are planned by day, and the after-hours roster shows who can attend a burst-pipe call tonight.
- Service Reports and Proof of Visit
Each visit leaves a record of moisture readings, humidity and equipment by room, which becomes the drying log an insurer may request.
- Fixed Asset Register
Each air mover, dehumidifier and HEPA scrubber is a register entry placed against a job and room, so rental days and missing units are visible.
- Estimate/Quotation Management
The scope of repair is priced from your list, revisions are kept, and an extra is recorded as approved before crews begin it.
- Project Document Management
Photographs by room and date sit with authorisations, adjuster emails and completion certificates, so a claim file is assembled from one job.
- Purchase Order Management
Purchase orders go to plasterboard, flooring, paint and electrical subcontractors for each rebuild phase, and their completion is recorded against the job.
- Invoice Management
One loss produces separate invoices for the owner, the insurer and the managing agent, each with its deposit, progress bill and balance.
How we would put it in.
Setup, data migration, integrations and anything built on top.
One system, each person sees their part.
For owners
See losses open, jobs in drying, equipment out, approvals pending and balances by payer.
For call handlers and dispatchers
Open each loss, choose a crew and tell the occupant who is coming.
For technicians
Open the assigned job on a phone, record readings and equipment moves, and attach photographs of the affected rooms.
For estimators and project managers
Write scopes, track approvals, schedule rebuild trades and close out the job.
For accounts
Raise invoices by payer, post receipts and chase the oldest balance.
The numbers the owner asks for.
- Losses opened by type and source
- Jobs in drying with moisture readings overdue
- Equipment out by unit, room and days placed
- Scopes awaiting approval and extras not yet agreed
- Subcontractor work completed and payable
- Balances by payer, oldest first
- Margin by job after labour, material and equipment
Who this is built for.
- Firms that respond to water, flood, sewage and burst-pipe losses
- Contractors that handle fire, smoke and soot cleaning
- Mould remediation and biohazard clean-up teams
- Restoration companies that rebuild after drying and sell the repair
- Franchise and independent operators who work with insurers and loss adjusters
When it is not the right choice.
- A one-person firm with a handful of jobs a month can manage on a spreadsheet and a phone.
- Companies whose main work is new building or general renovation may prefer Remodelling Contractor Management Software or Construction Project 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
- WhatsApp or other messaging
- SMS
- Online payment gateway
- Accounting export
- Estimating file import
Questions owners ask before a demo.
Can a loss involve both an owner and an insurer?
Yes. Each job names its payers and their shares, and invoices are raised separately for each. An excess and an insurer balance are tracked on the same job.
Does it keep drying logs an insurer will read?
Moisture readings, humidity, temperatures and equipment days are recorded by room and visit and printed as one log. Whether a particular insurer accepts the format is checked during implementation.
How is equipment kept from going missing?
Every unit has its own record. It is placed against a job and room, and collected against the same entry, so a dehumidifier still marked as out stands out on the equipment list.
Can crews use a phone at the loss site?
Yes. They open their assigned jobs, enter readings, move equipment and add photographs. The phone needs signal, so entries from a basement can wait until the crew is outside.
Can we record packed-out household contents?
Yes. Items are listed by room, assigned to a box and a storage place, and ticked off when returned or written off. Photographs can sit beside the list.
How are extras approved?
An extra is added to the scope with its reason and a photograph, such as rot under a sink or wet insulation in a ceiling void. It is marked as approved by the owner or the insurer before the crew starts, and the date is kept.
Can open jobs be loaded from our spreadsheet?
Yes. Live losses, client details and invoices still owing come in from your spreadsheet, and the estimators go through them before the first emergency call lands on the new system.
Do you offer a trial before we commit?
A working demonstration is shown with a sample loss, from the first call to the final invoice. Once we understand your loss types and payers, you receive a quotation.
Who looks after the system after go-live?
GullySystem hosts it and answers support requests from your office. Changes to loss types, phases or equipment categories are handled when you ask.
Can it connect to accounting software?
Your accountant can receive invoices, receipts and payer balances as an export. Whether your particular accounting package can take a direct feed is settled in the first workshop.
Wondering what it costs? Six questions give you a written scope and the buckets any quote should separate.
Businesses that use this.
See Restoration Contractor 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
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