Why security invoices get disputed
Man-days the client does not recognise
The agency bills 26 duties for a post, the client's gate register shows 23, and the difference is argued over email for three weeks.
Relievers and extended posts left off the invoice
The reliever who covered four weekly offs and the guard who held a 16-hour post were paid, but nobody added those lines to the bill.
Statutory recovery lines rebuilt every month
PF, ESI and bonus reimbursement columns are recalculated in Excel per client, and one wrong ceiling turns into a credit note.
Invoice timing chases signed registers
Billing waits for physical sign-off from every site, so working capital funds two months of guard salaries.
How Attend Mitra prepares agency billing
Attendance-verified man-days and man-hours per site
Each duty is a GPS and selfie check-in at the post, so the man-day count on the invoice is the same record the client can inspect.
Rate card per contract
Bill per guard-month, per shift or per hour, with separate rates by category (unarmed, armed, supervisor) and agreed rates for relievers and overtime.
Statutory recovery lines from payroll
PF at the ₹25,000 ceiling, ESI at 3.25% up to ₹21,000 and 8.33% bonus provision flow from the payroll run into the client's recovery lines.
Client-approved attendance before invoice
Share the site-wise attendance summary for approval, lock it once confirmed, and generate the invoice workings only from the approved record.
Billing features for security agencies
Site-Wise Man-Day Statement
Duties per post and guard for the month with dates, check-in times and exceptions, exportable as PDF or XLSX for the client.
Rate Card Engine
Per guard-month, per 8-hour or 12-hour shift, or per hour; category-wise rates; reliever and overtime multipliers per contract.
Reliever & OT Lines
Weekly-off relievers, extended posts and additional deployments picked up from attendance and priced from the contract.
Service Charge & GST Workings
Service charge percentage per contract and 18% GST computed on the taxable value, with a reverse-charge note where applicable.
Client Approval Workflow
Email the summary, record approval in the system or give the client a restricted login; the record locks after confirmation.
Export to Tally & Accounting
Invoice workings, site-wise revenue and cost exported in formats your accountant can import for the GST invoice and ledger.
Security agency invoicing: register vs WhatsApp vs Attend Mitra
Where the man-day count comes from decides whether the invoice is paid or disputed.
| Billing step | Gate register + Excel | WhatsApp summary | Attend Mitra |
|---|---|---|---|
| Man-day source | Client's own register, copied later | Supervisor's message | GPS and selfie duties per post |
| Reliever and OT lines | Added if remembered | Usually missed | Picked up from attendance and priced per contract |
| Statutory recovery | Rebuilt per client in Excel | Estimated | From the payroll run at current ceilings |
| Client approval | Signature after month-end | Verbal | Digital approval, record locked |
| Time to invoice | Third or fourth week | Second week, then disputed | First week of the month |
| Accounting handoff | Retyped | Retyped | Exported to Tally or accounting |
From Check-In to Payroll-Ready Reports
Rate Card per Contract
Per guard-month, per shift or per hour rates set for each client along with reliever and overtime terms.
Attendance Verified
GPS and selfie duties per post captured through the month; supervisor resolves exceptions weekly.
Client Approval
Site-wise attendance summary shared with the client's manager and locked once confirmed.
Invoice Lines Built
Man-days, relievers, overtime, statutory recoveries and service charge computed from approved attendance.
Export to Accounts
Invoice workings and site-wise cost exported to Tally or your accounting system for GST invoicing.
What changes in collections
Invoices leave in the first week
Approval on a digital summary replaces couriered registers, so billing for September can go out by 5 October.
Disputes become exceptions, not the norm
When the client has already approved the man-days, the invoice discussion is about one reliever day, not the whole month.
Every paid duty is a billed duty
Reliever, overtime and extra deployment lines come from the same attendance that drove payroll, so margin is not lost to omissions.
Statutory recovery that matches the challan
PF and ESI lines on the invoice tie to the contributions in the payroll register, which answers the client's compliance team.
Margin visible per site
Wage cost, statutory cost and billed value per site show which contracts are profitable before renewal.
Accountant works from exports, not screenshots
Tally-ready workings remove the retyping that introduces errors between operations and accounts.
Billing scenarios
Corporate client billed per guard-month
A contract with a fixed monthly rate per guard category, relievers included in the rate and overtime billed separately.
e.g. 18 unarmed guards at the monthly rate, two supervisors at their rate, plus 42 overtime hours from extended posts priced at the contracted OT rate, with PF and ESI recovery lines beneath.
Per-shift billing for a warehouse
A logistics client that pays per 12-hour shift actually covered, with no payment for vacant posts.
e.g. the site had 24 posts and 690 shifts covered out of 720 possible; the invoice bills 690 shifts and the man-day statement lists the 30 uncovered shifts, which the client has already seen.
Housing society with a fixed committee budget
A society that approves the invoice at its monthly meeting and asks for the attendance sheet every time.
e.g. the site-wise statement with check-in selfies is sent on the 1st, the secretary approves on the 3rd, and the invoice with 18% GST is raised on the 4th.
Frequently Asked Questions
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