One engagement record for every client’s close, forecast and board pack.
Manage client entities, retainer tiers, month-end close checklists, management packs, budgets, cash forecasts, document requests and board dates for a virtual CFO practice. Analysts work from the checklist, partners review commentary before a pack is sent, and founders upload what is asked of them. Hours and monthly fees sit beside the work, so scope is seen early.
- Close checklist templates and pack layouts entered the way your team issues them
- Client list, retainer terms and open deliverables migrated
- Changes to templates and tiers handled by GullySystem staff when asked
Client entities, retainer tiers, close checklists, management packs, forecasts and document requests are all handled in one system that GullySystem configures for the firm. Each client carries its deliverable calendar, its budget versions, its reviewer sign-offs and the hours logged by partner and analyst. Founders log in to answer requests. Monthly fees are invoiced against the tier.
What goes wrong before the software.
How the work flows through it, step by step.
- 1
Onboarding
A new client is set up with its entities, year end, accounting package, bank accounts, lenders and investors. The retainer tier is chosen and a first request list goes to the founder.
- 2
Month-end close
The analyst works the client’s checklist: bank reconciliation, payroll posting, accruals and revenue roll-forward. Each step is ticked, and exceptions are noted for the reviewer.
- 3
Management pack
Figures are loaded from the ledger export and set against budget. The partner reads the pack, edits commentary and signs it off before it is released to the client.
- 4
Forecast and budget
The cash forecast is rolled forward with its assumptions. A new budget version is built for the next year, and the board sees what changed from the last.
- 5
Board and lender work
Board pack dates, covenant certificates and fundraising data rooms are prepared from the same records. Documents are gathered through the request list.
- 6
Billing and review
Hours are compared with the tier. The monthly fee is invoiced with any out-of-scope work, and the partner reviews the engagement before renewal.
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.
- Contact & Account Management
Each client’s entities, lenders, investors and finance contacts are held on one record, linked to the partner and analyst assigned.
- Contract Management
Signed retainer agreements keep their tier, included work and renewal date, and a renewal reminder reaches the partner ahead of it.
- Task Management
Every close step has an owner and a tick, exceptions are noted, and a reviewer signs off before the pack is released.
- Bank Reconciliation
Bank and payment platform balances are matched to the ledger at month end, and unreconciled items are listed by age for the close.
- Finance and Accounting Reporting
Profit and loss, balance sheet and cash are assembled from ledger exports in a fixed layout, with the partner’s commentary beside the tables.
- Dashboards and KPIs
The few measures a founder watches are shown against target each month, such as burn, gross margin and debtor days.
- Document Management
A request list tracks each statement, agreement and minute from the client, and the received items form the folder for a lender or investor.
- Project Time Tracking
Partners and analysts log hours by client and task, and the total is compared with what the tier includes.
How we would put it in.
Setup, data migration, integrations and anything built on top.
One system, each person sees their part.
For partners
See which packs wait for review, which retainers run over scope, and which clients have a board date or a covenant certificate coming.
For analysts and bookkeepers
Work the close checklist, load ledger figures, draft the pack and log hours on each task.
For client founders and finance contacts
Answer the request list, read the issued pack and forecast, and see the next board date in one place.
For the practice manager
Set up tiers and templates, assign partners, raise monthly invoices and follow receipts by client.
The numbers the owner asks for.
- Close progress by client, step and analyst
- Packs issued, late or awaiting review
- Budget against actual by client and version
- Cash forecast against actual receipts and payments
- Open document requests by client and age
- Hours logged against retainer tier by partner
- Retainers up for renewal, with fees invoiced and received
Who this is built for.
- Firms that act as an outsourced finance chief for start-ups and small companies
- Fractional CFO practices that serve several growing businesses at once
- Finance advisers who prepare founders for a fundraising round and the data room that follows
- Practices that add budgeting, cash forecasting and board packs to bookkeeping services
- Independent finance leaders who engage analysts to support their clients
When it is not the right choice.
- A company with its own finance team and ledger needs an accounting system, not an engagement tracker.
- Firms that mainly prepare statutory accounts and tax returns will find CPA Firm Management Software or CA Practice 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
- Calendar
- Accounting package export
- Bank statement files
Questions owners ask before a demo.
Does it replace the client’s accounting package?
No. The client’s ledger stays where it is. Your side of the work lives here: checklists, packs, forecasts, document requests, hours and fees. Ledger figures reach the pack from an export file.
Can each client have a different close checklist?
Yes. Start from a template, then add or remove steps for a client with payroll elsewhere or revenue to defer. A reviewer signs off each close before the pack is released.
How does the document request list work?
You build a list for a client, such as a bank statement, a loan agreement or board minutes. The founder uploads each item, and what is still missing stays visible to the analyst.
Can we version budgets and forecasts?
Yes. Each budget is a numbered version with the assumptions beside its lines. A rolling forecast keeps the reason for every weekly change, so the board can see why runway moved.
Can we see which retainers earn their fee?
Hours by partner and analyst are set against each client’s monthly fee and tier. Clients whose work regularly exceeds scope are listed, which gives you facts for a renewal talk.
Can clients log in?
Yes. A founder or finance contact opens the request list, the issued packs and the calendar. You decide in a working session, before any invitation goes out, which pages each client contact sees and what each may do there.
Does it give financial advice?
No. It organises your work and records. The opinions in a pack and the advice to a client remain with your partners.
Can client records be exported if we leave?
Yes. Checklists, packs, forecasts and request histories can be exported. The format is written into the agreement before work starts.
How is it priced?
Pricing follows the number of partners, analysts and client logins. You see a demonstration on a sample client, and a written proposal gives the figure.
Wondering what it would cost? Share your requirements and an engineer will come back with a scope.
Businesses that use this.
See Virtual CFO Firm 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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