Client billing and invoicing for security companies
Billing is where operational sloppiness becomes lost revenue. If the invoice is built from a spreadsheet rather than from verified attendance, some of the hours you worked are not on it.
Different rates for day, night, weekend and holiday shifts
Invoices generated from verified attendance records
Overtime and relief-cover billed at agreed rates
+4 more in this module
01
Unbilled hours are the quietest loss in the business
Relief cover, extra posts requested mid-month, a shift extended because the client asked — these happen verbally and get billed from memory. In a manual process a predictable share of them never reaches the invoice at all.
Nobody notices, because nothing is missing from any document. The hours were worked, the guard was paid, and the invoice simply came out smaller than it should have. It only becomes visible when billed hours are reconciled against attendance, which manual processes rarely do.
02
Billing from the same record that pays the guard
StrataMax builds invoices from the attendance data that also drives payroll. If a guard was verified on site, those hours exist in one place and are available to both processes.
This closes the gap in both directions. Hours you paid for but did not bill get caught; hours billed but not actually covered get caught too — and the second kind is the one that damages a client relationship when they find it first.
03
Rate cards that match the contract, not an average
Real contracts price by post and by shift type. A night supervisor and a day gate guard at the same site are different lines at different rates, and public holidays are different again. Averaging these into one figure is simple, and it is wrong in a way that compounds every month.
Rate cards are defined per client and per site, with separate rates for shift types, overtime and holidays. The invoice is calculated from the rate that actually applies to each shift worked.
04
Give the client something they can check
Billing disputes usually come down to the client not being able to verify the total. A single figure with no breakdown invites a challenge, and the challenge takes days of email to resolve.
StrataMax can attach the supporting evidence — hours by site and shift, with attendance and patrol records behind them. Most disputes end at that attachment, because the client can answer their own question without a meeting.
What's included
What StrataMax does here
Every capability below ships as part of client billing — no separate module, no extra integration.
Per-client and per-site rate cards
Different rates for day, night, weekend and holiday shifts
Invoices generated from verified attendance records
Overtime and relief-cover billed at agreed rates
Deployment-based and headcount-based billing models
Attendance and patrol evidence attached to invoices
GST and VAT compliant invoice formats
Outstanding invoice and payment tracking
FAQ
Frequently asked questions
What is billing software for a security company?
It generates client invoices from the guard hours actually worked, using per-site rate cards for different shift types. Because it draws on verified attendance rather than a separate spreadsheet, the invoice reflects deployment as recorded rather than as remembered.
How does billing software prevent revenue leakage?
Revenue leakage happens when worked hours never reach an invoice — usually relief cover and mid-month extras arranged verbally. When billing draws from the same attendance record that drives payroll, hours that were paid but not billed surface as a reconciliation exception instead of disappearing.
Can different sites for the same client have different rates?
Yes. Rate cards are defined per client and per site, with separate rates for day, night, weekend, holiday and overtime shifts. A single client with five sites on different terms is billed correctly for each.
Can invoices show clients the underlying hours?
Yes. Invoices can carry a breakdown of hours by site and shift type, backed by attendance and patrol records. Most billing disputes end there, because the client can verify the total without a call.
Does it handle GST and VAT?
Yes. Invoices can be issued in GST and VAT compliant formats, including Nepal VAT billing for local operators, so the output does not need reformatting before it goes to the client or the accountant.
