Free security services invoice generator
Bill guard hours by post and shift, apply overnight and holiday rates, and reference the patrol log — on an invoice a facilities manager can approve without a call.
Build your security invoice
Prefilled with a two-week commercial contract period. Replace the posts, hours and rates, then download.
| Description | Qty | Rate | Amount |
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What is a security services invoice?
A security services invoice bills hours of coverage at a site. It is essentially a timesheet with a price attached, which makes it one of the most checkable invoices in any industry — clients compare it against their own sign-in logs and post orders.
Because of that, structure matters more than description. Hours grouped by post, by shift and by rate: standard hours, overnight differential, weekend and holiday premium, supervisor coverage. A client should be able to reconcile every line against their access records.
Contracts add a second layer. Ongoing accounts run on a purchase order with monthly or biweekly billing and agreed rates per post. Event and short-term work runs on a minimum call-out, often four hours, with overtime priced above the contracted window.
What to include
Everything below is already in the generator above — this is what each part is for.
Licence and business details
Your company, address and state security licence or agency number.
Site and post identification
The site, and each post covered — lobby, gate, patrol, dock — as the client’s post orders name them.
Hours by shift and rate
Standard, overnight, weekend and holiday hours as separate lines at their applicable rates.
Supervisor and specialist coverage
Site supervisors, armed officers or licensed specialists at their own rates.
Equipment and vehicles
Patrol vehicle, radios, reporting systems or temporary equipment where the contract bills them.
PO, period and log reference
The purchase order, the covered period, and where the patrol or incident log can be found.
Three steps to a finished PDF
Enter client and site
Your company and licence, the client’s billing entity, the site, the PO number and the covered period.
Bill hours by post and rate
One line per post and rate band — hours as quantity, the contracted rate as the rate.
Download and submit
Download the PDF and send it with the period’s patrol log to accounts payable and the site contact.
Contract billing that reconciles
Mirror the client’s own records
Facilities managers verify security invoices against sign-in sheets and access control data. Group hours the way their post orders do, use the same post names, and cover exactly the contracted period. An invoice that reconciles in two minutes gets approved in two minutes.
Bill differentials as separate lines
- Overnight, weekend and holiday premiums should each be their own line at their own rate.
- A blended average rate is impossible to check and always attracts questions.
- Supervisor and armed coverage likewise — different rate, different line.
Get the purchase order first
Commercial and institutional clients pay from a PO, and an invoice without it will not route. Confirm the PO number, the rate schedule and the billing cycle before the first shift, and put all three on every invoice. This single habit does more for a guard company’s cash flow than any collections process.
Price short notice and minimums properly
Event work and emergency coverage carry a minimum call-out — four hours is standard — and a premium for short notice. Publish both, apply them consistently, and bill overtime beyond the contracted window at the printed rate. Coverage staffed at midnight for the following morning is worth more than routine hours, and the invoice should say so.
Three mistakes that delay payment
Blended rates
An averaged hourly rate cannot be reconciled against a client’s access logs.
Missing PO number
The most common reason a security invoice sits unpaid in a facilities queue.
No log reference
Hours without a patrol or incident record behind them are hours someone will question.