You have guards at banks, factories in SITE and Korangi, housing societies and offices across the city. A supervisor drives round at night, a guard at one site called in sick and another did a double shift to cover him, and at month end the payroll clerk builds salaries from registers sent in by each site. The client then queries your bill because their gate register shows a different count.
Security is a business where one number, guard-days per site, decides both what you pay and what you earn. Software should make that number certain.
Guards, sites and posts
Each guard has a file: CNIC, police verification, address, next of kin, training, weapon licence where it applies, and bank or wallet details for salary. Each client has sites, and each site has posts with shifts, such as a main gate day and night or a cash counter in banking hours. The contract with the client sets how many guards per post and the rate per guard.
| Stage | Recorded | Feeds |
|---|---|---|
| Roster | Guard posted to site, post and shift | Expected attendance |
| Attendance | Present, absent, relief, double duty | Payroll and billing |
| Payroll | Basic, overtime, allowances, advances, fines | Guard payslip and bank file |
| Client bill | Guard-days per post at contract rate | Monthly invoice and recovery |
Attendance that both sides trust
Supervisors mark attendance per shift on a phone at each site, with a photo or location check if you want it. When a guard is absent, the supervisor records who relieved him. Double duty is marked as such. Because attendance is entered on the day, not reconstructed at month end, the client's register and yours match. A mobile app for supervisors works offline and syncs when the signal returns.
Payroll without the month-end scramble
Salary is calculated from attendance: basic for days worked, overtime for extra shifts, allowances, and deductions for advances, uniform and fines. Payslips print per guard, and a bank or wallet file is produced for payment. Statutory contributions and minimum wage rules apply to guards like any worker; confirm with your tax adviser and labour consultant what applies to your company.
Client billing from the same data
The client bill is built from guard-days per post at the contract rate, plus any extra guards requested for events. Sales tax on services is provincial in Pakistan, so the rate depends on where the service is delivered; confirm with your tax adviser. Unpaid bills go into recoveries, which for many security companies is where cash flow really suffers. Our invoicing software guide explains statements and ageing.
Lock attendance
Supervisors confirm every site's attendance by the agreed day; changes after that need approval.
Review exceptions
Check absences without relief and double duties before salary is run.
Run payroll
Calculate salaries, print payslips and produce the payment file.
Raise client bills
Generate each client's invoice from locked attendance, with a post-wise annexure.
Start recoveries
List unpaid bills from previous months and assign follow-up.
Several cities, one head office
Companies with sites in Karachi, Hyderabad and Lahore need regional supervisors and one head office view. Each region sees its own guards and sites; head office sees margins by client and region. This is classic ERP work, and our ERP modules explained guide shows how HR, payroll and billing connect. If you also provide janitorial or other manpower, the same structure works with different posts. Event duty, such as extra guards for a wedding or an exhibition, is booked as a short contract with its own rate, so it never gets lost inside the monthly bill.
Guard turnover and recruitment
Guards join and leave often, so recruitment is part of the system. New applicants go into a list with documents pending, verification sent and training done. A guard cannot be posted to a site until his file is complete; that protects you with banks and corporate clients who audit their vendors. When a guard leaves, his final settlement, uniform return and any advance are closed on the same file. The same idea runs our Happy Palace School CRM across many campuses: one record per person, many locations, one head office view.
Is it worth it for a small company?
With a handful of sites, a well-kept spreadsheet can do. Once you have many guards across many clients, disputes over attendance and late bills cost more than the software. Compare the two honestly in our ERP vs Excel guide, and book a demo with one month's registers in hand.
Questions people ask
Can supervisors mark attendance without internet?
Yes. The supervisor app saves entries on the phone and syncs when a signal is available. Each entry keeps its original time.
Can clients see attendance for their sites?
If you want, a client login can show their own sites' attendance and bills only. Many companies use it to settle disputes before they start.
Does it handle advances and uniform deductions?
Yes. Advances, uniform, fines and loans are deducted per guard by the rules you set, and each appears on the payslip.
Do you have an office outside Karachi?
No. Operix works from Old Clifton, Karachi. Karachi companies get on-site training; companies in other cities are served online, with visits when needed.
