Security guard billing software that bills from verified hours

Billing from timesheets and a rate spreadsheet

At the end of a billing period, someone in the office rebuilds the period from timesheets, the schedule and a spreadsheet of rates, then types the invoice. One missed shift, an old rate or a holiday billed at the regular rate, and the company either loses money or gets a call from the client's accounts payable. Security guard billing software starts from the hours that are already in the system, so the client's invoice and the guards' payroll come from the same shifts.

GuardChek's invoicing was built inside a working security company.

Generate an invoice from the shifts

Pick the client and the period, and GuardChek pulls the billable hours from that client's shifts and multiplies them by each site's hourly invoice rate. Bill a client one invoice per site, or one invoice covering several of their sites, weekly, bi-weekly, semi-monthly or monthly. Set the due date, the tax rate, a discount in percent or dollars and a credit card fee, preview the invoice, then save it.

Each shift is its own line: the site, the guard, the date and time, the hours, the rate and the amount, then the subtotal and the tax. When a client asks about a line, the shift behind it has the guard's punches from the GPS time clock.

Rates that match the contract

Each position at a site has its own bill rate, with a regular rate and a holiday rate, and the statutory holiday rules you set decide which days use the holiday rate. Overtime can be billed at its own rate. Sales tax is set per region, an invoice can carry the client's PO number, and invoices can be in US or Canadian dollars.

Product invoices bill items by quantity, with the tax worked out as you type, and a line item library keeps the items you bill often. The distance driven on car inspections can be set to go on the next invoice.

Send it, and know it was opened

Email the invoice to the client from GuardChek, and they open it from a secure link. You can also download it as a PDF or share it. Read receipts show when the client opened it. Your branding goes on every invoice from the invoice template, and an invoice you send every period can be made recurring.

Each client also sees their invoices in their own portal, next to their schedule and reports. Clients can pay online by card.

Know who owes you, and how much

The invoice list shows each invoice's client, number, period, amount, due date and status, paid or unpaid, with the days overdue. The summary above it shows the total outstanding, what is due today, what is due within 30 days, what is overdue, and the average number of days your clients take to pay.

Automatic reminders go out on overdue invoices, and late fees can be added to them. When a payment arrives, record it on the invoice and the office is notified. Each invoice's More menu has Clone, Void and Delete.

One set of hours for payroll, billing and your books

The hours on an invoice are the same verified hours on the payroll report, and both come from the shifts on the schedule. Invoices sync with QuickBooks and Xero, so your bookkeeper does not type them in twice.

Frequently asked questions

Which plans include invoicing?

Growth, Professional and Enterprise, with the client portal. Starter covers scheduling, GPS clock-in, incident reports, SOS, payroll reports and the guard app. See pricing.

Does it replace QuickBooks or Xero?

No. GuardChek builds the invoices, sends them and tracks what is paid, and invoices sync with QuickBooks and Xero, so your books stay in your accounting software.

Can clients pay online?

Yes, by card. Clients get the invoice by email or see it in their portal. A payment that arrives another way can be recorded on the invoice by hand.

How are holidays and overtime billed?

Holidays use each position's holiday bill rate on the days your holiday rules mark, and overtime has its own bill rate.

Can one invoice cover several sites?

Yes. A collective invoice covers several of one client's sites; an individual invoice covers one site.

Is there free security guard billing software?

Not from us: GuardChek has no free plan and no free trial. Invoicing comes with Growth and up, at one flat monthly price by company size, not per guard. You can watch it build an invoice in a live demo first.