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Security agencies

Accounting software for security services firms

Wages go out at the start of the month and clients pay after 45 days. Keep the receivables, the wage liabilities and the tax 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. Site bills, guard payroll, deductions payable, advances and uniform stock post their own journals, so the trial balance and P&L are ready for your accountant any day.

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

An accounting day at Marina Guard Services LLC

The partner who looks after money at Marina Guard Services LLC starts the month with a simple worry. Close to $450,000 of guard wages, overtime included, leave the bank in the first week, the deductions held back from them are due to the authorities soon after, and most hospitals and developers settle site bills after six or seven weeks.

Some clients also short-pay a site bill over a disputed day or a deduction of their own, so a $21,735 bill for one client site arrives as a smaller credit, and someone has to explain the difference to the accountant 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, deductions 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; an account for a deduction your country adds is one you create 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 taxSite billsTotals agree with the sales register
Salaries payablePayroll approval and paymentBack to zero once wages are paid
Deductions payablePayroll approvalCleared when you pay them over to the authority
Salary advancesAdvances paid, payroll recoveriesAgrees with the advances page
Uniform stockSupplier bills, uniform issues to guardsAgrees with stock value by warehouse
End-of-service accrual, where it appliesEmployer contribution in payrollAgrees with your accountant's schedule
Month-end checks for a security agency's books.

How do I record a client payment that arrives short?

Record the amount that reached the bank as a receipt against the site bill. If the client held back tax, post a manual journal for that portion to a tax receivable account; if they disputed a day, raise a credit note. Either way the bill shows as settled and the difference has a home.

  • 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 10, 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 tax?

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 tax summary for your accountant to file from.
  • Accountant role for your accountant, with no access to settings or the team.

Illustration of a profit and loss statement for Jan–Jun 2026 with net profit of 4,691, a tax 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 your base currency
  • Tax returns are not filed and e-invoices are not issued from inside the product
  • No profit by site or by client contract; the P&L is for the whole business
  • Tax withheld by clients has no screen of its own; it is a manual journal

Getting started

Start with accounting

  1. Sign up with your email

    Name, email and a password. No card for the seven-day trial.

  2. Tell us about the business

    Pick your country and, if you are registered, type your tax number. Accounts, tax rates, units, roles and numbering are seeded for that country.

  3. Enter opening balances

    Enter what each client owes on site bills, deductions 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 accountant work in the same books?

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

How do I record paying over the deductions?

Payroll has already posted the amounts to the payable accounts. When you pay the authority, 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 the tax return 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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