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Security agencies

Accounting software for security services firms

Wages go out on the seventh and clients pay after 45 days. Keep the receivables, the wage liabilities and the GST in one ledger so the gap is visible before it hurts.

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In short

SimpleERP is accounting software for security services firms in India. Site bills, guard payroll, PF and ESI payables, advances and uniform stock post their own journals, so the trial balance and P&L are ready for your CA any day.

Illustration: saving invoice INV-2026-27-0213 moves stock, posts the customer ledger, records CGST and SGST and updates the dashboard in one step.

An accounting day at Marina Guard Services Pvt Ltd

The partner who looks after money at Marina Guard Services Pvt Ltd starts the month with a simple worry. Over ₹40 lakh of guard wages leave the bank by the seventh, PF and ESI are due by the fifteenth, and most hospitals and builders settle site bills after six or seven weeks.

Clients also deduct TDS before paying, so a ₹1,99,302 bill arrives as a smaller credit, and someone has to explain the difference to the CA at year end. The old spreadsheet showed the bank balance but not what was owed on either side.

In SimpleERP each site bill, payroll run, advance and uniform purchase posts its own journal. The partner reads receivables, salaries payable, PF payable and the bank on one screen, and the accountant closes the month with a lock date.

Which ledger accounts does a guarding agency watch each month?

Most of these are seeded on day one; ESI payable and TDS receivable are accounts you add once. Each row says what posts there and what to check before the month is locked.

AccountWhat posts to itCheck before locking
Trade receivables, by clientSite bills, receipts, credit notesAgeing matches what supervisors report as unpaid
Output CGST, SGST and IGSTSite billsTotals agree with the sales register
Salaries payablePayroll approval and paymentBack to zero once wages are paid
PF payable and ESI payablePayroll approvalCleared when the challans are paid
Salary advancesAdvances paid, payroll recoveriesAgrees with the advances page
Uniform stockTailor's bills, issues to guardsAgrees with stock value by warehouse
TDS receivableManual journal on each short receiptAgrees with Form 26AS, with your CA
Month-end checks for a security agency's books.

How do I record a client payment that arrives after TDS?

Record the amount that reached the bank as a receipt against the site bill, then post a manual journal for the TDS portion from TDS receivable to that client. The bill shows as paid, and the TDS waits in its own account for the return.

  • Journals that name the client whenever a receivable is touched.
  • Balanced or refused: the database rejects an entry whose debits and credits differ.
  • Audit history on every journal, with who posted it and when.

Illustration of a journal entry where debits and credits differ by ₹1,000, refused, and a posting into a locked month, refused with the lock date.

An unbalanced journal is refused before it posts.

How do I close the month after wages and GST?

Reconcile the bank by ticking the lines that cleared, run the trial balance, then set the lock date. Nothing can be posted into a locked month, and moving the date back needs its own permission and leaves a trail.

  • Trial balance, P&L and balance sheet on any date, with CSV export.
  • Sales register and GST summary for your CA to file from.
  • Accountant role for your CA, with no access to settings or the team.

Illustration of a profit and loss statement for April to September 2026 with net profit of ₹4,12,800, a GST summary and the lock date.

Reports ready for the month-end pack.

One system

What it connects to

Honest limits

Not included yet

  • No bank feeds: bank entries are recorded and reconciled by hand
  • No multi-currency; every document is in rupees
  • GST return filing and e-invoicing are not done inside the product
  • No profit by site or by client contract; the P&L is for the whole business
  • TDS deducted by clients has no screen of its own; it is a manual journal

Getting started

Start with accounting

  1. Sign up with your phone

    Name, phone number and a password. No card for the seven-day trial, and email is optional.

  2. Tell us about the business

    Type your GSTIN and the state fills itself. Accounts, GST rates, units, roles and numbering are seeded for you.

  3. Enter opening balances

    Enter what each client owes on site bills, PF and ESI still payable, open advances and uniform stock at cost, all on your opening date.

  4. Run the trial balance

    Every posted document is already in the ledger; the trial balance and P&L are ready on any date.

FAQ

Questions, answered

Can my CA work in the same books?

Yes. Invite your CA by phone or email with the Accountant role. They see journals, registers, the GST summary and the lock date, and export any report to CSV.

How do I record paying the PF and ESI challans?

Payroll has already posted the amounts to PF payable and ESI payable. When you pay the challan, record a manual journal or an expense against that payable from the bank account.

Can I see whether one site makes money?

Not yet. Profit is reported for the whole business. Running the receivables ageing by client and the payroll register by department is the closest view for now.

Can I stop edits to a month after GST is filed?

Yes. Set the lock date to the last day of that month. Corrections then go into the open month as a reversing entry, and the filed figures stay as they were.

Related

See how accounting works in SimpleERP for security agencies

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