One connected system for reservations, turnovers, guest messages, maintenance and owner statements.
Manage a portfolio of rental homes in one system. Each unit holds its calendar, rates, house rules and owner terms, and each stay carries the guest, the deposit and the clean that follows it. Repair jobs and owner statements draw on the same entries. The office and the crews at the properties work from one record.
- Units, owners, fee rules and cleaning rosters entered as you run them
- Existing reservations and owner balances brought across before go-live
- Edits to unit lists and message templates handled by GullySystem staff on request
Vacation rental operators and property managers use GullySystem, which is configured around their portfolio of homes. Reservations staff, housekeepers, maintenance coordinators and the accounts team use it. Every unit has a calendar, a reservation list, turnover tasks, repair jobs and an owner ledger. Each owner’s statement is built from the stays and costs recorded against their homes.
What goes wrong before the software.
How the work flows through it, step by step.
- 1
Listing and rates
Each home is entered as a unit. Capacity, seasonal rates, minimum stay, orphan-night rules, house rules and the owner’s fee terms are recorded with it, along with the hot tub or pool rules.
- 2
Reservation
A booking arrives from a channel, the website or the phone. It blocks the unit, records the guest and party size, and starts the arrival messages. Overlaps are flagged before confirmation.
- 3
Arrival and stay
The guest receives the check-in instructions and the keybox or smart lock code. Messages during the stay stay on the reservation, and so does any fault reported.
- 4
Departure and turnover
A clean is created for the departure date and given to a housekeeper, with linen sets counted out. The inspector closes it with a checklist and photographs.
- 5
Deposit and folio
Rent, cleaning fee, tourist levy and any damage charge are settled on the folio. The security deposit is refunded or claimed, and the claim keeps the inspection photographs.
- 6
Owner statement
At month end each owner’s statement is built from the stays, the management fee, and the repair, linen and cleaning costs. It is then sent with the payout.
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
Every home is held as a bookable unit, and reservations, owner blocks and open nights all appear on one calendar for the team.
- Online Booking Portal
Guests book dates on your own page, and those bookings land beside channel reservations with the same guest and source fields.
- WhatsApp, SMS and Email Notifications
The confirmation, door code, house rules and check-out reminder go out from the reservation by message or email at set points.
- Task Management
Each departure creates a clean with an owner and a due time, and the inspector closes it with a checklist and photographs.
- Job Cards
A fault reported by a guest becomes a job against the unit, with the contractor, the cost and who pays recorded.
- Stock Tracking and Alerts
Linen sets and supplies are counted per unit against a par level, so a low count prompts a reorder before the next arrival.
- Receipts Management
Rent, fees and the security deposit are receipted on the stay, and the refund or claim is recorded when the guest leaves.
- Commission and Incentives
The management fee on each home follows the owner’s agreement, and the monthly statement shows the fee beside the income and costs.
How we would put it in.
Setup, data migration, integrations and anything built on top.
One system, each person sees their part.
For the operations manager
See arrivals and departures for the day. Check unassigned cleans, open repairs, orphan nights and units with a gap in the calendar before the first call comes in.
For reservations staff
Answer guests from the reservation. Adjust dates, send arrival details and watch for overlaps between channels.
For housekeepers and inspectors
Open the day’s turnover list, follow the checklist for each unit, count linen and attach photographs when the clean is finished. Supervisors see which homes are ready.
For maintenance coordinators
Read the faults reported by guests and inspectors, assign contractors, and record the cost against the right home.
For owners
Receive a monthly statement showing stays, income, fees and repair costs for their home, with the payout amount.
The numbers the owner asks for.
- Occupancy and average nightly rate by unit
- Arrivals, departures and turnovers for the week
- Income by booking channel and platform fee
- Open deposits and damage claims by stay
- Repair jobs and costs charged to each owner
- Owner statement and payout for the month
- Occupancy tax collected by stay
Who this is built for.
- Property managers looking after homes for several owners
- Operators who own and rent out a portfolio of apartments or houses
- Serviced apartment and short-let companies with a housekeeping team
- Holiday home agencies selling through their own website and several channels
- Operators running homes in more than one town or country
When it is not the right choice.
- An owner letting a single spare room can run a booking channel’s own calendar and a notebook.
- A hotel with a front desk, room service and a restaurant is better served by Hotel 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
- Channel manager or booking channels
- SMS
- Smart lock codes
- Card and bank payments
- Accounting export
Questions owners ask before a demo.
Is this a channel manager?
It holds the reservations and calendars, and connects to a channel manager or to channels that allow an iCal or API link. What a given channel lets you push or pull is reviewed with you.
How does it stop a night being sold twice?
Every reservation blocks the unit on one calendar. A booking that overlaps an existing stay or owner block is flagged to reservations staff before it is confirmed, so overbooking is caught early.
Can housekeepers use it on their phones?
Yes. They open their turnover list, tick the checklist for each room and attach photographs. Supervisors see which units are finished.
What does an owner receive?
A monthly statement for their home. It lists each stay, the income, the fee and the costs charged. The payout amount closes it.
Can one repair be charged to either the owner or the guest?
Yes. The job is recorded against the unit, and you choose who bears it. A guest charge links to the stay, its photographs and the deposit.
How are security deposits tracked?
The deposit is noted on the stay with how it was taken. At check-out it is released or part-claimed, and the claim keeps the inspection photographs beside it, ready for a chargeback query.
We run homes in several countries. Is that possible?
Yes. Units carry their own currency, language and tax lines. Local rules are confirmed with you as the system is configured, and each region keeps its own.
Can our existing bookings and owners be brought in?
Send the sheet or export you keep now. Units, owners, future reservations and open balances are loaded, and your team checks a sample of homes before the switch.
What does a rollout cost and how long does it take?
The units under management, the booking channels linked and the owner agreements all shape the figure. Once your reservations lead has seen a walk-through, the scope is put in a quote.
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 Vacation Rental Management Software with your own data.
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