Security agencies
Inventory software for security companies: uniforms and equipment
Know how many size 40 shirts are left before the next batch of guards joins, which site has the spare torches, and what the kit cupboard is worth.
In short
SimpleERP is inventory software for security companies. Uniforms by size, safety shoes, torches, radios and metal detectors are held by warehouse and site store at weighted average cost, with reorder levels and transfers.
Illustration of stock on hand by warehouse at average cost, with a low-stock row highlighted and a movement ledger.
An inventory day at Marina Guard Services LLC
Forty new guards start next Monday at Marina Guard Services LLC, and each one needs two shirts, two trousers, a cap, a belt, a pair of safety shoes, a whistle and a radio before the first night duty. The store keeper at the Dubai head office opens the cupboard and finds plenty of size 38 shirts but only twelve in size 42.
At the same time the Jebel Ali warehouse site asks for two more hand-held metal detectors, and the summer means cooling vests for every guard on an outdoor post. Until now the kit lived in a notebook that never matched the cupboard.
With each item in SimpleERP, the store keeper sees stock by location, sends kit to a site with a transfer, and records what each joiner took with an adjustment that carries a reason.
How do I keep uniform stock by size?
Each uniform size is its own product, because SimpleERP has no size matrix. A short code such as SH-40 keeps them together in search, and each gets a reorder level that matches how fast that size goes.
- Pieces or pairs as the unit, so shoes count in pairs and shirts in pieces.
- Reorder level per size, set higher for the sizes most guards wear.
- Opening stock loaded with a stock adjustment at what it cost.
| Item | Unit | Kept at | Reorder level |
|---|---|---|---|
| Uniform shirt, size 40 | Pcs | Head office store | 30 |
| Uniform trousers, waist 32 | Pcs | Head office store | 30 |
| Safety shoes, size 8 | Pair | Head office store | 15 |
| Two-way radio | Pcs | Head office store | 10 |
| Cooling vest | Pcs | Head office store | 25 |
| Rechargeable torch | Pcs | Jebel Ali site store | 5 |
| Hand-held metal detector | Pcs | Jebel Ali site store | 2 |
How does kit handed to a new guard leave stock?
Record the issue as a stock adjustment with a reason such as issued to new joiners. The quantity falls, its value leaves at the current average cost, and the ledger moves with it. If you recover a uniform deposit from wages, add it to the guard's salary structure as a fixed deduction.
- Movement ledger lists every issue with its date, reason and running quantity.
- No direct overwrite of a quantity, so the cupboard and the screen stay in step.
- Damaged or lost kit leaves at average cost with its own reason.
How do I move torches and detectors to a client site?
Set up a warehouse for each site store that holds equipment, then post a transfer from the head office store. Stock on hand by warehouse shows what sits at each client site, and a count at the site corrects any shortfall the supervisor reports.
- Transfers move quantity and value between your own locations.
- Counts compare what the supervisor found with the system and post the difference.
- Warehouses stay hidden until you add a second one, so a small agency never sees them.
Illustration of a profit and loss statement for Jan–Jun 2026 with net profit of 4,691, a tax summary and the lock date.
When do I order more uniforms from the supplier?
Sizes at or below their level appear on the low-stock list with the shortfall and the supplier you last bought from. Tick the rows to draft a purchase order, then convert it to a bill when the supplier delivers, with the tax you can reclaim recorded.
- Part deliveries show ordered, billed and still to come per size.
- Weighted average cost re-blends with each delivery from the supplier.
One system
What it connects to
Security agencies
Monthly site invoices in man-days, guard payroll with deductions and advances, and uniform stock.
See howPayroll for security agencies
Guard wages from site attendance with deductions you set, bonus, advances and payslips on the phone.
See howAccounting for security agencies
Site bills, guard wages, deductions payable and client dues in one double-entry ledger.
See howInventory
Stock on hand by warehouse at weighted average cost, with a movement ledger and a low-stock list.
See howPurchase
Purchase orders, supplier bills that receive stock, debit notes and payables.
See how
Honest limits
Not included yet
- No batch, lot, serial or expiry tracking, and no barcode scanning
- Weighted average cost only; there is no FIFO
- No automatic reorder suggestions: the reorder level shows what is low, you decide what to buy
- No size and colour matrix: each uniform size is a separate product
- No kit register per guard; the adjustment reason records the issue
Getting started
Start with inventory
Sign up with your email
Name, email and a password. No card for the seven-day trial.
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.
Add products and opening stock
Add each uniform size and each piece of equipment as a product in pieces or pairs, with opening stock at your head office store.
Post a bill and an invoice
Stock rises on the purchase bill and falls on the invoice, at weighted average cost, with nothing to count by hand.
FAQ
Questions, answered
Can I see which guard received which uniform?
Not guard by guard. The adjustment reason and date record each issue, and a deposit deducted in payroll shows on that guard's payslip. A per-guard kit register is not built in.
Does every client site need its own warehouse?
Only the ones that keep equipment. A site with two torches and a register can stay off the books; a site store with metal detectors and raincoats is worth a warehouse of its own.
Can I charge a client for equipment we supply?
Yes. Add the item to the site's monthly bill as its own line with its tax rate, and the stock falls when the bill posts.
How is the kit valued in the books?
At weighted average cost per product across the business. Each delivery from the supplier re-blends the average, and each issue leaves at it.
Related
Keep reading
Security agencies
Monthly site invoices in man-days, guard payroll with deductions and advances, and uniform stock.
Read moreAccounting for security agencies
Site bills, guard wages, deductions payable and client dues in one double-entry ledger.
Read morePayroll for security agencies
Guard wages from site attendance with deductions you set, bonus, advances and payslips on the phone.
Read more
See how inventory works in SimpleERP for security agencies
Seven days free. No card. Your first invoice in minutes.