Your security agency counts a guard duty once, and it becomes the bill and the wage.
Security Agency Management Software runs deployment for an agency with guards posted across many sites. Each contract carries its posts, shifts and rate per duty. The roster says who stands where, and a gap is filled from the reliever pool before the post goes empty. Attendance is marked at the site with a photo and a location, and the same duty builds the post-wise invoice and the wage sheet.
- Your sites, posts, shift patterns and contract rates set up first
- Guard records, opening advances and current rosters carried across
- One team in Bengaluru sets it up and stays on the phone
What goes wrong before the software.
Month end eats three evenings
Gate registers arrive as photographs, some blurred, some of yesterday’s page. Two people count duties guard by guard while the invoices wait. One slip either underbills a client or overpays a man.
We learn about an empty post from the client
A guard did not report for the night shift. The supervisor rang four numbers and found nobody. At half past ten the client’s facility manager rang the owner, which is never how you want to hear it.
The client’s admin team disputes our bill
They say two posts were unmanned on three Sundays. Your register says otherwise, somewhere, in a file at the site. The invoice sits unpaid while both sides look for paper.
The wage sheet never agrees with the duty count
Overtime, double duties, weekly offs and advances are worked out in Excel late at night. A guard who was paid short comes to the office and does not leave until it is fixed.
Night checks cannot be shown to anybody
The field officer says he covered three sites after midnight. There is no time, no place and no remark to back it, so the client’s question hangs in the air.
Guard papers are spread across two cupboards
A client asks for the verification copies and training dates of the men on his site. It takes a day, and one file is missing. That conversation always happens on a Friday evening.
How the work flows through it, step by step.
- 01
The contract goes in
Each client site is set up with its posts, shift pattern, number of guards and supervisors, the rate per duty and how the client wants to be billed. What was promised is now written down.
- 02
The month is rostered
Guards are placed on posts and shifts for the month, with weekly offs planned rather than remembered. A reliever pool is kept aside for the gaps everyone knows are coming.
- 03
Shift start, from the post
The guard marks attendance with a selfie and a location at the gate itself. Where a guard has no smartphone, the supervisor marks the whole post from his own handset when the shift begins.
- 04
Somebody does not turn up
The post shows as open on the control room screen, not in a phone call an hour later. A reliever is assigned, and the record keeps who filled it, from when, and what the client was told about it.
- 05
The night, and anything that happens in it
Field officers log each visit with the time, the site and a remark. An incident goes in with photographs, the guard on duty and what was done about it, while the details are fresh.
- 06
Month end, once
Duties by post become the client invoice with any shortfall shown. The same duties by guard become the wage sheet, with overtime, advances and deductions on it.
What is inside.
Every module can be switched on, left out or changed to match how your team already works.
Site and post register
Every client site with its posts, shifts, contracted strength, rate per duty, billing cycle and the facility manager who signs off.
Guard records
Each guard with his photograph, address, bank account, UAN and ESI number, ID and verification copies, training and licence dates, and the sites he has worked.
Monthly roster
Guards placed on posts and shifts for the month, with weekly offs, leave and double duties visible before the month begins.
Reliever pool
A standing list of men who can be sent at short notice, with where each one is, so a gap is filled from a screen instead of a round of calls.
Attendance from the site
Shift start and end marked with a selfie and a location at the post. Supervisors can mark a full post when guards carry basic phones.
Leave and weekly off
Leave asked for, approved and recorded against the roster, so the replacement is planned and the wage sheet already knows.
Incident records
Thefts, gate disputes, fires, medical cases and client complaints logged with time, photographs, the guard on duty and the action taken.
Field officer checks
Night and day visits recorded from the site with time, location and remarks, and a list of sites not visited this week.
Post-wise client billing
Duties delivered against duties contracted for each post, with agreed deductions for an unmanned shift, service charges and GST on the invoice.
Wages and deductions
The wage sheet built from duties, with overtime, night allowance, advances, uniform recovery, PF and ESI worked out on your own rules.
Uniform and kit issue
Uniforms, shoes, badges, torches and ID cards issued to each guard, with what is recovered when he leaves.
Client view
A login for the client’s admin team showing attendance, open posts and incidents at their own site, which answers most of their calls before they make them.
One system, each person sees their part.
Owner
Strength on duty against strength contracted, sites running short, duties billed this month, wage cost by site and every incident of the week.
Operations manager
Builds the roster, sees open posts as they appear, and sends a reliever, recorded with the time he was sent.
Field officer
His sites for the night, attendance already marked at each post, and a screen to record a visit or an incident from the gate.
Guard
One button and a selfie at the start of his shift. Nothing else to learn.
Accounts and payroll
Client invoices from duties, the wage sheet with deductions, advances recovered, and the payroll files her accountant asks for.
The numbers the owner asks for.
- Duties delivered against duties contracted, site by site
- Posts left open, and who filled them
- Attendance by guard for the month
- Wage sheet with overtime, advances and deductions
- Client invoices with ageing
- Incidents by site, with what was done
- Guard papers and training dates falling due
Who this is built for.
- Agencies posting guards at apartment complexes, factories and warehouses
- Agencies whose supervisors send register photographs every morning
- Agencies billing corporate clients monthly, post by post
- Agencies that keep a reliever pool for absent guards
- Agencies supplying housekeeping and pantry staff alongside guards
- Owners who want the duty count and the wage sheet to come from one place
When it is not the right choice.
- An agency with one site and a dozen guards. A register and a phone will hold that comfortably.
- Large manpower companies running payroll for thousands of people across states. You need an HRMS built for that scale.
- Training dates, licence copies and verification papers are recorded here. Being compliant with PSARA or with labour law is a matter for your agency and whoever advises it.
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 sites and contract rates
Posts, shifts, contracted strength, rate per duty and the billing cycle for each client are set up exactly as the contract reads, including the odd site with its own rules.
Guard records brought across
Guards, their documents, bank details, current postings and outstanding advances are loaded before the first roster is published.
Billing rules agreed client by client
How a shortfall is deducted, how a double duty is charged and what the invoice must show are settled with you, because no two clients count it the same way.
Wage rules with your accountant
Overtime, night allowance, PF, ESI, professional tax and uniform recovery are configured with the person who files your returns, and checked against last month’s sheet.
Phones at the post
The guard and supervisor screens are tested on the handsets your men actually carry, at a real gate, at night.
Training, hosting and support
Operations, field officers and accounts each get an hour on their own screens, and supervisors are walked through attendance once at go-live. Hosting and backups are ours to worry about.
Works alongside
- Tally
- SMS
- Bank salary transfer files
- Biometric devices at large sites
Questions owners ask before a demo.
Our guards do not all have smartphones. Will attendance still work?
Yes. The supervisor marks the whole post from his own phone at shift start, with a photograph and the location of the gate. Guards who do have phones mark themselves, and both go into the same duty record.
Can it bill each client post by post?
Yes. Duties delivered are set against duties contracted for every post, with your agreed deduction for an unmanned shift. When the client’s admin team queries a Sunday, the attendance behind that line opens in a click.
Does it work out wages with PF and ESI?
The wage sheet is built from duties, with overtime, allowances, advances, uniform recovery, PF and ESI applied on the rules you set with your accountant. Returns are still filed by your accountant, not by the software.
Does this make our agency PSARA compliant?
No. Compliance is not something software can hand you. Licences, verification copies, training dates and wage records are held so they can be produced quickly when a client or an inspector asks. The rest is your job and your adviser’s.
Can our invoices and wage summaries go to Tally?
They are exported for Tally, with ledger names matched to yours while the software is being set up. A live connection is possible later, once your volumes justify the work.
Can our guard and site records be moved in?
Yes. Guards, documents, site contracts, current postings and outstanding advances are carried over from your spreadsheets and files before go-live. The first month runs alongside your old sheet, so you can compare the two.
How does an incident at midnight get recorded?
The field officer or supervisor logs it from the site, with photographs, the guard on duty, the time and what was done. The client can be sent that record the same night instead of a version typed up two days later.
Who owns the attendance and guard data?
Your agency does. Guards, sites, duties, wages and incidents belong to the business. Handing the whole record back, if you ever stop, is covered in writing before work starts.
What would security agency management software cost us?
No price is published. It depends on your sites, your strength and whether payroll sits inside it. You see a roster and a month of duties running first, then the cost comes in writing.
We run four sites. Should we just use a ready guard attendance app?
Try one first, honestly. Ready apps mark attendance well and cost little. They start to strain when billing rules differ contract by contract and wages have to come off the same duties. A free technology audit of your last two month ends will show whether you have reached that point.
Businesses that use this.
Related products.
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