Computers and IT · Software Development Company Management Software

Statements of work, timesheets, change requests and project invoices for software companies.

Run client contracts, statements of work, project plans, timesheets, team allocation, change requests and invoices from a single system. Every project carries its rate card, its planned hours and its signed scope. Delivery heads see free engineers and the burn before a sprint starts. Finance raises milestone and time-and-materials invoices from approved hours, and the founders read margin by project before the month closes.

Share your requirements

Your rate card, role grades and project types keyed in as you price work today
Live projects, signed statements of work and unpaid invoices brought across
GullySystem staff edit rate cards and approval chains whenever you request it

A software development company selling engineers’ time under a statement of work manages its projects in Software Development Company Management Software, which GullySystem configures. Each project holds its scope, rate card, team, approved hours and change requests. Invoices come from approved timesheets or signed milestones. The bench and project margin are read from the same records.

Where it breaks today

What goes wrong before the software.

A statement of work is a PDF nobody opens

The rate, the hour cap and the exclusions stay locked inside the signed file. The tracker knows tasks and the timesheet knows hours. Neither knows what the client agreed to pay for, so the contract is read only when a dispute starts. That is too late.

Tracker hours and billed hours disagree

Engineers log time in an issue tracker, in a spreadsheet or in both. The invoice is built by hand from one of them. Guesswork fills the gap. When the client questions a line, nobody can show which entries it came from.

Scope creeps through chat and stand-ups

A client asks for a new report on a call, and the developer builds it that afternoon. No change request is raised. The extra days are absorbed by the project and never reach an invoice. They are simply lost.

Free engineers are seen too late

A project ends on a Friday and three engineers have nothing from Monday. Sales learns this from the delivery head’s memory. Nobody has a view of who is free and from which date.

Fixed bids hide their own losses

A fixed-price project reports progress by tasks done. The hours spent against the quoted effort are checked at the end, when the margin is already gone and the client has accepted the release. Nothing can be won back.

Access outlives the engineer

Repository, cloud console, client VPN and chat workspace are opened by different people at joining. At exit nobody holds the full list, so an account stays live after the contract ends. That is a risk.

How it runs

How the work flows through it, step by step.

1
Proposal and estimate
A prospect asks for a build. The team prepares an estimate by role and week, and the proposal goes out under one number. The accepted version is kept with its assumptions. Nothing is retyped.
2
Statement of work signed
The signed contract is attached to a new project. Its billing model, rate card, hour caps, payment terms and named roles are entered as fields, not left inside the file. They can be reported.
3
Team allocated
Engineers are assigned by the delivery head, a tester and a designer by percentage and dates. Clashes with other projects show before the allocation is saved.
4
Sprints and timesheets
Sprints and milestones sit on the project calendar. Engineers log hours against the project and task each day, and the project lead approves them weekly.
5
Changes recorded and approved
A request from the client becomes a change entry with an estimate. It is approved by the account owner and the client contact, then added to the project’s scope and budget. The client sees it.
6
Invoice and review
Approved hours or accepted milestones become the invoice. At close, planned against actual hours and cost are compared and the project is archived with its documents. History stays searchable.

Modules

What is inside.

Every module can be switched on, left out or changed to match how your team already works.

Client and statement of work register

Hold every client, contact and signed statement of work. Billing model, rate card, hour cap, renewal date and payment terms are fields on the record, so the contract can be searched and reported.

Proposals and estimates

Build an estimate by role, grade and week from your own rate card. Keep each revision and the assumptions behind it, and convert the accepted one into a project.

Project plan and milestones

Lay out sprints, releases and client acceptance dates for each project. Milestones carry the amount payable on sign-off, so a slipped date shows its effect on billing.

Timesheets against the plan

Engineers log hours by project and task. Leads then approve them each week, and a project’s approved hours are compared with the planned hours for the same period.

Team allocation and bench

See who is on which project at what percentage, and who frees up on which date. Sales and delivery read one list when a new request arrives.

Change request log

Record each scope change with its estimate, its requester and its approver. Approved changes raise the project budget and the billable total together.

Milestone and time-and-materials invoicing

Raise an invoice from approved hours at the contract rate, or from an accepted milestone. Every line points back to the timesheet entries or sign-off behind it.

Currency and rate handling

Bill a client in its own currency while costs stay in yours. Rates, rate revisions and the date from which they apply are kept on the contract.

Project margin and cost report

Set billing, engineer cost and any subcontractor charges against each project. Fixed-bid and time-and-materials work are read side by side, month by month.

Support retainers and defect tickets

Log post-release defects and retainer requests as tickets against the client and project. Hours spent count against the retainer block that was bought.

Joining and exit access checklist

A new engineer’s checklist lists repository, cloud, client environment and chat access. The exit checklist lists the same items to be closed, with who closed each one and when.

Solutions inside

The business modules it is built from.

Each one is also available on its own, or inside a system built for you.

Contract Management
Each signed statement of work is stored with its billing model, rate card and renewal date, so contract terms can be searched across clients.
Quote & Proposal Management
An estimate is priced by role and week from the rate card, every revision is kept, and the accepted version opens the project.
Project Timelines with Gantt Charts
Sprints and acceptance dates sit on one calendar per project, and each milestone shows the amount that falls due when the client signs it off.
Project Time Tracking
Engineers log hours against a project and task each day, leads approve them weekly, and approved hours are compared with the plan.
Resource Allocation
Allocation by percentage and date shows who is free from when, so a new request is answered from the real bench.
Workflow and Approvals
A scope change moves from requester to account owner to client contact before its hours and price are added to the project.
Invoice Management
Invoice lines are drawn from approved timesheet entries or accepted milestones, so a client’s query leads straight to the entries behind each amount.
Project Management Reports
Billing, engineer cost and subcontractor charges are set against each project, so a fixed-bid overrun shows up while the work continues.
Ticket Management
Post-release defects and retainer requests become numbered tickets, and the hours spent are drawn from the client’s retainer block.

Services

How we would put it in.

Setup, data migration, integrations and anything built on top.

Who uses it

One system, each person sees their part.

For the founder or managing director

Read project margin, idle cost, invoices raised and unpaid, and renewals due, without asking each delivery head for a sheet.

For delivery heads and project leads

Plan sprints and approve timesheets. Raise change requests and watch hours against the budget of every project you run.

For engineers, testers and designers

Log hours against the right project and task, see their own allocation, and apply for leave from a phone or a laptop.

For account managers and sales

Keep proposals, signed statements of work and renewal dates in view. Check free engineers before promising a start date.

For finance

Raise and chase invoices from approved hours and accepted milestones, and reconcile receipts to the project that earned them.

Reports

The numbers the owner asks for.

Hours planned against hours logged, by project and by sprint
Free engineers with skills and free-from dates
Change requests raised, approved and billed, by client
Invoices raised and unpaid, by client and age
Margin by project, split into fixed-bid and time-and-materials
Utilisation by engineer, role and month
Statements of work and retainers due for renewal

Good fit

Who this is built for.

Custom software and product engineering companies that bill clients for developers’ time
Web and mobile app studios working under statements of work
Offshore and nearshore development centres serving overseas clients
Companies that staff dedicated teams for a monthly fee
Engineering firms running a mix of fixed-bid and time-and-materials projects

Honest answer

When it is not the right choice.

A solo freelancer with one client can invoice from a simple template.
Teams that only need a code tracker for issues and pull requests, with no billing or contracts, should keep using that tracker.

Made to fit

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.

Your rate card and grades

Junior, senior and lead grades, their client rates and their internal costs are entered as you price them today.

Billing models

Fixed bid, time and materials, capped hours, monthly retainer and dedicated team are each set up with the rules your contracts use.

Approval steps

The approver for each timesheet, change request and invoice is chosen per client or project type, and your delivery leads confirm the chain before launch.

Tracker connection

Hours or task counts are brought in from the issue tracker your team already uses, through a connection scoped during implementation.

Works alongside

Issue trackers
Git hosting
Accounting software
Email
Calendar
Payment gateways
Bank statement files
Single sign-on

Common questions

Questions owners ask before a demo.

Is this a replacement for our issue tracker?

No. Keep the tracker your engineers like for stories, bugs and pull requests. This system holds the contract, the hours, the bench and the invoice, and it reads hours or task counts from the tracker where that helps.

Can it handle both fixed-bid and time-and-materials projects?

Yes. Both models sit together. A fixed-bid project carries its quoted effort and milestone amounts, and a time-and-materials project carries its rate card and hour cap. Both appear in one margin report, with hours spent shown against the quoted effort.

How are change requests tied to billing?

A request is logged with an estimate and approved by your account owner and the client contact. Once approved, its hours and amount join the project budget, and the invoice shows it as a separate line.

Can we bill clients in different currencies?

Yes. Each contract carries its own billing currency and rate revisions with the date they apply from. Costs stay in your own currency, while tax wording and registration details are set for each country and checked with finance during installation.

Does it show who is free for a new project?

Yes. The free-engineer view lists engineers by skill, grade and free-from date, drawn from the allocations already saved. A salesperson can check it before quoting a start date to a prospect.

Can engineers log time from a phone?

Yes. The daily entry is short. It asks for project, task and hours. At week end a team lead opens the pending entries for every engineer on the team and approves the whole batch together in a single sitting.

Can the joining and exit checklists cover our client environments?

Yes. You list the systems an engineer needs, including client VPN and shared consoles, and the exit checklist asks for each one to be closed. The person who closed it and the date are recorded.

How do you price it and show it to us?

A demo on a sample project comes first, so you judge it before any commitment. A written proposal follows once we know how many engineers and billing models you run. Setup and rate card entry are part of the scope.

If we stop working together, who keeps the records?

Contracts, timesheets, change entries and invoices leave the system as plain files. Our quotation spells out how each export file is laid out. Past project history then opens in whatever spreadsheet or archive tool you pick next.

Wondering what it would cost? Share your requirements and an engineer will come back with a scope.

Industries

Businesses that use this.

Software development companies

Related products.

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