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Security agencies

Payroll software for security agencies

Turn a month of site registers into hundreds of payslips by the seventh, with PF, ESI, bonus and festival advances handled the same way every month.

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In short

SimpleERP is payroll software for security agencies in India. Paid days come from attendance, salary structures carry Basic, PF, ESI and bonus, advances are recovered each month, and payslips post to the books and reach each guard's phone.

Illustration of a payslip with Basic, HRA, provident fund and professional tax lines and net pay of ₹27,660.

A payroll day at Marina Guard Services Pvt Ltd

Marina Guard Services Pvt Ltd pays 320 guards and 24 supervisors from its Chennai office. By the second of each month every site register is on the HR desk, marked with absences, leave and the odd night duty a guard swapped with a colleague.

Wages have to stay at or above the minimum wage the state notifies, which is revised during the year, and PF and ESI must be right because inspectors ask. Before Pongal and Diwali, dozens of guards take an advance that has to come back in small monthly cuts.

In SimpleERP the HR desk marks only the absences, generates the run, fixes the few exceptions and approves. Wages, PF, ESI and advance recoveries post to the ledger, and each guard opens the payslip on a phone.

How do site registers become paid days?

Days nobody marked are treated as present and flagged for you to check, so HR only enters what the site register shows as absent, half day or leave. The payroll run then counts paid days and loss of pay for each guard against the shift's working days.

  • Night duty from 8 pm to 8 am counts once, on the day it started.
  • Mark all present fills every row you have not touched in one tap.
  • Guards with a phone can check in and out at the gate themselves.
  • A 12-hour shift is set up once with its break and grace minutes.

Illustration of the daily attendance sheet on a phone with a Mark all present button.

Marking a day's attendance on a phone.

What goes into a guard's salary structure?

Basic is set at or above the minimum wage for your state and zone; SimpleERP does not look it up. ESI is not preset, so you add it once as a deduction at a percentage of gross. PF, ESI and bonus rates and ceilings follow current rules, so confirm them with your CA before the first run.

ComponentRuleAmount
BasicFixed₹13,500
Special allowanceFixed₹2,000
Bonus8.33% of Basic, not pro-rated₹1,125
Provident fund12% of Basic−₹1,620
ESI0.75% of gross, added as a component−₹124.69
Festival advance recoverySet monthly amount−₹500
Net pay₹14,380.31
One guard at Marina Guard Services Pvt Ltd, September 2026, 30 paid days.

How are festival advances and extra duty paid?

Pay an advance with a monthly recovery and every run deducts it until the balance is nil; the guard sees what is left in self-service. Extra duty, such as a double shift to cover a relieving guard, is not counted from attendance, so add the amount as a line when you review the run.

  • Recovery is the set amount or what is left, whichever is less.
  • Joiners mid-month are pro-rated without any manual sum.
  • Regenerate a draft after correcting a register entry.

Can 300 payslips be ready by the seventh?

Generate builds every payslip at once and lists anyone without a structure. Approve posts wages, employer PF, the ESI deducted from guards and the payables to the books; the employer's ESI share posts only if you add it as an employer contribution component, otherwise it is a manual journal, and Pay clears salaries payable from the bank account you choose.

  • Payroll register per run with every component, exported to CSV for the bank and the challans.
  • One run per branch if the Coimbatore office pays its own guards.
  • Payslips on white A4 for guards without a phone.

Illustration of a payslip with Basic, HRA, provident fund and professional tax lines and net pay of ₹27,660.

One approved payslip, as the guard sees it in self-service.

One system

What it connects to

Honest limits

Not included yet

  • Income tax (TDS) is not computed; you set the deduction per employee
  • No preset ESI or gratuity; add them as components where they apply
  • No biometric device integration: attendance is marked on the phone or entered by HR
  • No shift roster or deployment plan per site
  • No PF, ESI or PT challans and returns; the payroll register gives the figures

Getting started

Start with payroll

  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. Add your people

    Add guards and supervisors with their joining date, then a salary structure with Basic, PF and ESI at or above your state's minimum wage.

  4. Run the first payroll

    Attendance and leave feed the run; payslips post to the books and staff see them on their phones.

FAQ

Questions, answered

Does SimpleERP know the minimum wage for guards in my state?

No. You set Basic and any allowance yourself, from the rates your state notifies. When the rates are revised, give each guard a new structure from the effective date and the old one stays on record.

How do I pay a guard who joined on the twelfth?

Nothing extra to do. The run pro-rates each component by the days from joining, and the bonus line is paid as you set it.

Can guards without a smartphone still get payslips?

Yes. Print the payslip on white A4 from the run. Guards who do have a phone get a self-service login and see their own payslips and advance balance.

Can the Coimbatore branch run its own payroll?

Yes. Create one run per month for each branch, or one for the whole business. Each run posts its own journal.

Related

See how payroll works in SimpleERP for security agencies

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