Build a guarding system where one duty becomes the invoice and the wage sheet.
A security agency sells a person standing at a gate at the right hour. Everything else the office does is a record of whether that happened.
The trouble is that the record is a gate register, a supervisor’s WhatsApp photo and a reliever arranged on the phone at six in the morning. Month end then turns into three evenings of counting duties, once for the client and once for the guard.
A system built by GullySystem for your agency counts that duty once. Posts, rosters, relievers, attendance from the site, wage sheets with PF and ESI deductions worked out, and a post-wise invoice the client’s admin cannot argue with.
Manpower and guarding businesses we can build for.
A fifty-guard agency working four sites in one city and a company deploying across three states have different problems. Your deployment decides which ones the software can solve. If guarding is a small part of a contract that is mostly housekeeping or upkeep, the facility management and housekeeping pages fit better.
- Security agencies
- Guarding and manpower companies
- Industrial security providers
- Corporate and IT park security
- Residential society guarding
- Mall and retail security
- Hospital and campus security
- Warehouse and logistics security
- Armed guard providers
- Event and crowd security companies
- Bouncer and venue guarding contracts
- Dog squad services
- Integrated facility and guarding companies
- Labour and manpower contractors
- Agencies working across several cities
- Agencies with their own training school
The modules, and what each one covers.
Nothing here is a fixed package. Each module is built, left out or changed to match how your organisation already works.
Client sites and posts
A contract is not a number of guards. It is a list of posts, each with a shift, a rate and a skill.
- Client and site details
- Site address and contact person
- Posts at the site
- Shifts per post
- Headcount per shift
- Skill required at each post
- Armed or unarmed
- Rate per duty
- Service charge terms
- Contract start and renewal date
- Escalation clause
- Site instructions
From enquiry to deployment
- Enquiry
- Site survey
- Quotation
- Negotiation
- Contract
- Deployment order
- Guards assigned
- First duty
Guard records
One file per guard, which is what an audit, a client and a wage query all ask for.
- Personal and family details
- Photograph
- Aadhaar and PAN details
- Address, present and permanent
- Bank account details
- UAN and ESIC number
- Date of joining
- Grade and skill
- Ex-servicemen details
- Height, weight and medical fitness record
- Emergency contact
- Documents
Verification and background records
- Police verification status
- Previous employer details
- Reference checks
- Character certificate
- Verification documents
- Re-verification due date
The verification itself is done by the police and by whoever you appoint to run checks. The system records what came back and when it is due again. It does not perform the check.
Training records
- Induction training
- Refresher training
- Fire and first aid training
- Site-specific briefing
- Weapon handling records
- Attendance at each session
- Trainer
- Training due dates
Uniform and kit
- Items issued
- Size
- Issue date
- Replacement cycle
- Recovery on separation
- Damaged and lost items
- Stock at the stores
- Deduction against wages where you apply one
The monthly roster
Built once, changed daily, and the source of everything downstream.
- Guards mapped to posts and shifts
- Weekly off planning
- Night and day shift rotation
- Double duty marking
- Site transfers
- Vacancy against sanctioned posts
- Roster approval
- Roster published to supervisors
The reliever pool
A guard does not turn up. Whether the post stands empty for two hours depends on how fast the next name reaches the supervisor.
- Available relievers
- Guards on weekly off
- Nearest guards to the site
- Skill match for the post
- Reliever assigned
- Reliever duty counted separately
- Absenteeism by guard
- Repeat absentee flag
Attendance from the site
- Shift starts
- Guard marks in
- Photo and location captured
- Supervisor verifies
- Shift ends
- Duty recorded
Not every guard carries a smartphone. The supervisor marking the whole post from his own handset has to be a first-class way of working in the design, not a workaround.
Attendance devices
- Mobile attendance with photograph
- Location capture at the post
- QR code at the gate
- Biometric device at large sites
- Manual marking with a reason
- Late marking approval
Reading from a biometric or access-control device depends on what the manufacturer exposes. It is checked model by model before it is offered.
Shift handover
- Guard mount
- Handover time
- Keys and equipment handed over
- Pending instructions
- Site condition remarks
- Outgoing and incoming guard
- Supervisor sign-off
Occurrence book and incidents
The entry a client asks for six weeks later, written on the night it happened.
- Incident type
- Date, time and post
- Guards present
- Description
- Photographs
- Action taken
- Client informed
- Police informed
- Investigation notes
- Closure
Field officer checks
A night round that nobody can prove might as well not have happened.
- Visit time and location
- Site and post checked
- Guards found on duty
- Guards found absent
- Turnout and alertness remarks
- Photographs
- Corrective instruction
- Report to head office
Patrolling and checkpoints
- Patrol route
- Checkpoints
- Scan or tag at each point
- Round timings
- Missed rounds
- Route history
- Client-visible patrol report
The gate
Where the agency is asked to keep records that belong to the client’s premises.
- Visitor entry and exit
- Vehicle movement
- Material inward
- Material outward with gate pass
- Contractor labour entry
- Parcel and courier register
- Key register
Leave and weekly off
- Leave request from the guard
- Supervisor approval
- Weekly off due
- Leave balance
- Long absence
- Return to duty
- Leave effect on the roster
Wages
Duties become money, and the arithmetic has to survive a labour inspection and an angry guard on the same day.
- Duties worked
- Rate by grade and site
- Overtime and double duty
- Night allowance
- Weekly off wages
- Advances and recoveries
- Uniform deduction
- Fines and deductions with reason
- Bonus
- Gratuity records
- Full and final settlement
Statutory deductions and registers
- PF contribution
- ESI contribution
- Professional tax
- Labour welfare fund
- Wage register
- Attendance muster roll
- Payslips
- Contribution statements
The software records wages, attendance and deductions so the papers are easy to produce. Whether your agency meets PSARA, minimum wages or contract labour obligations is a matter for you and your advisers, and no screen settles it.
Salary payout
- Salary sheet by site
- Salary sheet by guard
- Bank transfer file
- Cash payment record
- Payslip on the phone
- Payment held with reason
- Arrears
- Payout history
The bank transfer file has to match the format your bank accepts. That format is set by the bank, and it changes from one bank to the next.
Client billing
The same duty count that paid the guard, turned around and shown to the client.
- Duties delivered per post
- Contract rate applied
- Overtime billed
- Shortfall deduction
- Service charge
- GST
- Invoice by site or by client
- Supporting duty statement
- Invoice approval
When the client disputes the bill
- Duty statement with dates and names
- Attendance evidence per duty
- Posts left uncovered
- Reliever duties
- Agreed deductions
- Credit note
- Dispute history by client
Collections
- Invoices raised
- Payments received
- Ageing by client
- Part payments
- TDS deducted by the client
- Reminders
- Client-wise outstanding
- Recovery follow-up
Client portal
Most billing arguments end when the client can see the same screen you are looking at.
- Guards deployed today
- Attendance by post
- Posts uncovered
- Incident reports
- Field officer visit reports
- Patrol reports
- Invoices and statements
- Raise a requirement or complaint
What each client can see is set by permission. A client sees his own sites and nothing else.
The guard’s phone
- Mark attendance
- Today’s post and shift
- Roster for the month
- Apply for leave
- Payslip
- Advance request
- Site instructions
- Emergency button
- Notices from the office
Armed guards and weapons
- Weapon register
- Licence details and validity
- Weapon issued to guard
- Site deployed at
- Ammunition record
- Return and deposit
- Inspection record
Arms licensing is governed by law and by the licensing authority. The system keeps a register. It does not make an armed deployment lawful.
Housekeeping and other manpower
Most agencies also supply housekeeping, drivers and office staff, and the same roster logic carries them.
- Housekeeping staff deployment
- Drivers and pantry staff
- Technical and facility staff
- Material and consumables at site
- Separate billing heads
- Combined site invoice
Event and temporary deployment
- Event details and venue
- Headcount required
- Short-term guards
- Per-day rates
- Briefing record
- Attendance for the event
- Event-wise billing
- Payment on completion
Management dashboards
- Guards deployed today
- Posts uncovered
- Absenteeism by site
- Reliever usage
- Site-wise duty count
- Billing against contract
- Wage cost against billing
- Attrition
- Vacancies against sanctioned posts
- Incidents this month
- Field officer coverage
- Client outstanding
Recruitment
Attrition in this trade is constant, so hiring is an operation, not an event.
- Manpower requirement by site
- Candidate register
- Source of candidate
- Interview and physical check
- Documents collected
- Training scheduled
- Joining
- Deployment
What it connects to
- Tally and accounting software
- Payroll and PF portals
- Biometric and access control devices
- WhatsApp and SMS
- Bank transfer files
- Client facility systems
Connecting to a client’s own facility or access system depends on what that client permits and what their vendor exposes. It is agreed site by site.
One connected workflow, end to end.
Every stage below can sit in one system, so nobody re-enters what the last stage already captured.
- Enquiry
- Site survey
- Contract
- Deployment order
- Roster
- Attendance
- Relieving
- Duty count
- Client invoice
- Wage sheet
- Payout
- Collection
- Dashboards
You do not have to replace everything at once.
Each phase is usable on its own, so the system earns its place before the next part is built.
- 1
Sites, guards and roster
Client sites, posts, guard records and the monthly roster. The operations desk stops working out of one Excel file.
- 2
Attendance and relievers
Attendance from the post, the reliever pool, supervisor verification and the guard’s own phone. This is the phase that changes the month end.
- 3
Wages and billing
Duty counts turning into wage sheets and post-wise invoices, with deductions, registers and payouts behind them.
- 4
Clients and oversight
The client portal, incidents, field officer checks, patrolling and the dashboards the director opens at nine.
How a build actually runs.
- 01
Understand
We sit with your operations desk for a shift change, which is when the agency is at its most honest.
- 02
Map
Contracts, posts, shifts, grades, wage rules, billing rules and every place a duty gets counted by hand.
- 03
Design
Screens for the office, the supervisor and the guard, each with only what that person needs at that hour.
- 04
Build
Roster and attendance first, because nothing downstream can be trusted until the duty is captured properly.
- 05
Test
A few sites run a full month on it, ending with a real wage sheet and a real invoice.
- 06
Deploy
Site by site, with supervisors trained on the phone they will actually use at the gate.
- 07
Improve
Client portals, patrolling, incident workflows and whatever the largest client starts asking for.
Systems we can put together for you.
- Security agency management systems
- Guard deployment and roster software
- Mobile attendance applications
- Guard mobile apps
- Supervisor and field officer apps
- Post-wise billing systems
- Manpower payroll systems
- Client reporting portals
- Incident and occurrence logging systems
- Patrolling and checkpoint systems
- Facility management platforms
- Recruitment and onboarding systems
- Operations dashboards
- Multi-tenant manpower SaaS platforms
Questions owners ask before starting.
Do we need custom software when a security agency product exists?
Often not. Our Security Agency Management Software already runs posts, rosters, relievers, site attendance and post-wise billing. Start there, and build only if your billing rules or client reporting will not fit it.
When is a custom build actually the right call?
When contracts differ so much that billing cannot be expressed as a rate per duty. Also when a large client demands reporting in their own shape, or when guarding sits inside a wider facility business.
Can guards mark their own attendance?
Yes, with a photograph and a location from the post. Where a guard has no smartphone, the supervisor marks the whole post from his handset at the start of the shift.
Can the same duty produce both the invoice and the salary?
Yes, and that is the main reason to build this at all. One duty record drives the client invoice at the contract rate and the wage sheet at the guard’s rate.
Does it handle PF, ESI and professional tax?
It calculates the deductions and produces the wage register, muster roll and payslips. Filing and remittance stay on the government portals, and your compliance is between you and your advisers.
Can clients see their own attendance?
Yes, through a portal restricted to their sites. Most billing disputes end when the client’s admin team can open the same duty statement your accounts team is quoting.
Can it handle housekeeping staff as well as guards?
Yes. Housekeeping, drivers and technical staff use the same roster and attendance, with their own rates and billing heads on the site invoice.
Will it work with Tally?
Yes. Client invoices and wage summaries post to Tally, while the duty-level detail stays here for whenever somebody queries a single date.
Can we run several cities on one system?
Yes. Branches, sites and guards are separated by permission, so a branch manager sees his own deployment and head office sees all of it.
Does it track weapons and licences?
It keeps a register of weapons, licence validity and which guard holds what. Licensing itself is a matter for the authority that issues the licence.
Can we start with only attendance?
Yes. Attendance and roster alone repay the effort, because the month-end count stops being reconstructed from photographs. Billing and payroll can follow.
What will this not do?
It will not stop a guard from walking off a post, and it will not reduce attrition on its own. It tells you within the hour instead of at month end.
How we work with this trade.
Software we already run for this work.
If one of these fits, it is cheaper and faster than building from scratch. We will say so.
Build the deployment system your agency runs on.
An agency is judged on one question, asked at odd hours by people who are already annoyed. Was the post covered.
Pick one client site and ask who stood there last Sunday night. If the answer needs a phone call to the supervisor, the duty record is the build, and the invoice and the wage sheet follow it.
Tell us how your security agencies runs today.
We will tell you what can be digitised, what can be connected, what is worth automating, and what you should leave alone.
- No obligation
- We reply the same working day
- Your details stay private