Every post on every site filled for every shift, with a reliever sent before the client notices a gap. Attendance marked by face inside the site’s geo-fence, patrol rounds proved by QR or NFC checkpoints, incidents reported with photos, and a client portal that shows all of it. The same duty record drives payroll with PF and ESI and the client’s monthly bill. For PSARA-licensed security agencies, housekeeping and manpower contractors and integrated facility management companies in Mumbai, Navi Mumbai, Thane, Pune and across India.
Reply within one business day · Navi Mumbai team · Website, app and admin under one roof
Sites, posts, shifts, staff, attendance, patrols, incidents, payroll and billing joined up, so the record that proves duty to the client is the same one that pays the guard and bills the client.
The office side, used by operations, the control room, HR, payroll and accounts.
Simple Android apps for guards and housekeeping staff, and a supervisor app for field officers who visit sites day and night.
A portal for your clients’ admin and facility heads, and a website that wins enquiries and tenders.
A mid-sized security agency in Navi Mumbai might have 400 guards across 60 sites: housing societies in Kharghar, warehouses in Bhiwandi, offices in Mahape, a hospital in Vashi. The operations manager’s day starts at 6 am with calls. Two guards at a warehouse did not come for the night shift, a society wants its lady guard changed, and a client in Thane says the guard was asleep at 3 am. Attendance arrives as photos of paper registers on WhatsApp, and by the 5th of every month the office is still typing them into Excel to work out salaries and bills.
Margins in manned guarding and housekeeping are thin, and most of the leaks come from the gap between what was promised and what can be proved. A post left empty for a shift that the client deducts from the bill. A guard paid for 30 days when the register shows 26. Overtime paid but not billed. A relief guard who worked at two sites in the same week and was paid twice. A patrol the client says never happened, with nothing to show either way. And a tender lost because a larger competitor showed a live client dashboard in the presentation.
The rules have also moved. Agencies need a PSARA licence from each state where they operate, with police verification and training for guards. In Maharashtra, guards in many establishments are covered by the Security Guards Board under a 1981 state law, unless an exemption applies. The four labour codes took effect on 21 November 2025, changing how wages are defined for PF and other dues, while states are still framing their rules. Security services from agencies that are not companies are under GST reverse charge for registered clients. Each of these touches how you roster, pay and bill.
Infoways, a web, app and software company in Mahape, Navi Mumbai, builds deployment, attendance, patrol, incident, payroll and billing software for this trade. We also make the iPresent attendance management system with face and GPS attendance, which fits naturally here. Below: how each module works, the rules it must respect, how it compares with ready-made guard tour and HR apps, and how to roll it out across sites without losing a month’s payroll.
Eight modules, who uses each one, and the awkward cases that decide whether supervisors and guards actually use it.
Used by operations and accounts. Each client contract becomes a site with posts: main gate day and night, tower patrol, CCTV room, housekeeping floor two. Each post has its shift timings, the grade required (guard, lady guard, supervisor, gunman, housekeeper), the rate billed and the hours. Contract rules such as weekly off billing, holiday rates and overtime terms are stored once. When a client adds a post or changes a rate from next month, it is changed in one place, and the roster, payroll costing and invoice all follow.
Solved in your appThe operations team builds a monthly roster per site from the posts. The system knows each guard’s weekly off, leave and home location, and flags a post that will be empty. When a guard calls in sick at 5 pm, the control room sees which trained relievers are free and near the site, assigns one, and the supervisor is told. A guard cannot be rostered at two sites in overlapping shifts, and rules on continuous duty hours you set are checked. Double shifts are allowed only with approval and are counted as overtime.
Solved in your appGuards and staff mark attendance on a site phone or their own phone. The app checks the face against the enrolled photo and the location against the site geo-fence, so a guard cannot mark from home or have a friend mark for him. A site with no network stores the punch and uploads later with the original time. Late arrivals and early exits are flagged against the shift. This is the same approach as our [face attendance system](/products/face-attendance-system.html), and the record becomes the base for both payroll and billing, so nobody types registers again.
Solved in your appCheckpoints are QR stickers or NFC tags placed at points the client cares about: the back gate, the DG set, the terrace door, the basement ramp. Each patrol route has its checkpoints and a time window, such as every two hours at night. The guard scans each point; a missed or late scan alerts the control room and the supervisor at once, not the next morning. Guards can add a photo or a note at a checkpoint, such as fire exit blocked. Reports show completion by site, shift and guard, and clients see the same report in their portal.
Solved in your appA guard reports an incident from the app with a category such as theft, fire alarm, unauthorised entry, medical or dispute, a photo, a short video or a voice note in Hindi or Marathi. It reaches the supervisor and control room, who log actions taken until it is closed. Serious incidents notify the client at once. The SOS button sends the guard’s location to the control room. Supervisors on night checks visit sites, scan in, check the guard is alert and in uniform, and file a short report with a photo.
Solved in your appHR keeps one record per guard: KYC documents, address, police verification status and date, training certificate, PSARA-related details your state requires, bank account, UAN and ESI number, uniform issued and deposit. Guards whose verification is pending or whose training is not done can be blocked from certain posts. Documents due for renewal show on a list. On exit, uniform return, final settlement and the reason for leaving are recorded, which helps when the same person applies again at another branch.
Solved in your appPayroll reads days and hours from the duty record, not from typed registers. Wages are set per state and grade, with the minimum wage rates your adviser confirms, allowances, overtime, and deductions for PF, ESI, professional tax, uniform and advances. Wage components can be checked against the labour codes’ definition of wages, which affects the PF base. Salaries go by bank transfer with a file for your bank, and payslips go to guards on WhatsApp. Our [payroll management software](/products/payroll-management-software.html) covers the same ground for firms that want a ready product.
Solved in your appAt month end, each site’s invoice is built from the duty record: posts filled, man-days, overtime billed, and any deductions agreed for unfilled shifts. GST is set per client, including reverse charge where your CA says it applies. The attendance backing each invoice is attached, which cuts the usual month-end arguments. The client portal shows posts filled today, patrol completion, open incidents and past invoices, and the facility head gets a short summary every morning on WhatsApp.
Solved in your appTell us how many sites and guards you run, how attendance reaches the office today and how you pay and bill. We will tell you which module to set up first.
These are the main rules for security and facility services. Much depends on your state, your company type and each client contract, so treat this as a map to discuss with your adviser.
| Term or rule | 1What it means | 2How the software handles it |
|---|---|---|
| PSARA 2005 and state rules | The Private Security Agencies (Regulation) Act needs an agency to hold a licence from the Controlling Authority of each state where it operates. States make rules in line with the Central Model Rules 2020, which cover the application, verification of antecedents and training for the people running the agency. | Licences per state with renewal dates, and a block on rostering guards in a state where the licence is not recorded as valid. |
| Guard verification and training | Agencies are expected to verify the character and antecedents of guards and supervisors and ensure they are trained as the state rules require, often through a recognised training institute. | Each guard record holds police verification status and date, and training certificate. Posts can require a verified and trained guard. |
| Maharashtra Private Security Guards Act 1981 | A state law under which the Security Guards Board registers and deploys guards for many establishments in Maharashtra. The state can exempt classes of guards under section 23, with a levy payable to the Board. Courts have differed on how exemptions apply to agencies. | Sites can be marked as Board-covered or exempt, with exemption details and levy tracked. Whether a site is covered is for your adviser to decide. |
| Four labour codes from 21 November 2025 | The Code on Wages, Industrial Relations Code, Code on Social Security and the Occupational Safety, Health and Working Conditions Code replaced 29 central labour laws. Contract labour and many registers now sit under these codes, and states are still framing rules. | Wage components, registers and reports are settings, so they can change as central and state rules are notified. |
| Definition of wages | The Code on Wages uses one definition of wages, and if excluded allowances go above a set share of pay, the excess is added back. This affects the base for PF and other dues. | Payroll shows each guard’s wage components and flags pay structures your adviser should review. |
| Minimum wages and overtime | Minimum wages are notified by states by zone and skill level, and under the new codes apply to all employees. Overtime is paid at the rate set in law for hours beyond the limit. | Wage rates per state, zone and grade are tables your adviser confirms. Overtime is counted from actual duty hours. |
| PF and ESI | Employees’ Provident Fund and Employees’ State Insurance contributions apply to eligible employees under the Code on Social Security and the schemes carried over from older laws. | UAN and ESI numbers on each guard record, monthly contribution files, and a list of guards missing numbers. |
| GST on security services | From 1 January 2019, security services from a supplier that is not a body corporate to a registered recipient are under reverse charge, so the client pays the GST (Notification 29/2018-Central Tax (Rate)), with some exceptions. Companies charge GST on their invoice as usual. Housekeeping and manpower services follow other rules. | GST treatment per client and service, set as your CA advises, with invoices showing reverse charge where it applies. |
| Personal data of guards, visitors and residents | Guards’ faces, IDs and locations, and visitors’ details captured at gates, are personal data under the DPDP Act 2023. Biometric data needs particular care. | Consent at enrolment, location captured only on duty, access by role, a retention setting for face data and visitor logs, and logs of every export. |
We have taken these points from the Acts and rules, government press releases and legal and tax publications. Labour code rules are still being notified by states, and Maharashtra’s 1981 Act has a long history of court cases. Confirm every point with your labour law adviser, CA and the licensing authority before it goes into the software. We set the rules you approve; we do not decide them.
Most agencies we meet have tried something already. There are ready-made guard tour and patrol apps that do QR, NFC and GPS checkpoints well, global security workforce platforms built for large agencies, and Indian HR and payroll software that handles PF, ESI and payslips. Many agencies use one of each, with Excel joining them up at month end. These products change often, so compare current versions against your own process.
For a small agency with a handful of sites, a ready-made patrol app plus a payroll package is often enough, and we will say so. Before you choose, check that attendance cannot be marked from home, that patrols alert someone in real time, that your data can be exported, and that payroll handles your states’ wage rules.
A platform of your own pays back when the joins are where the money leaks: dozens of sites with different contract terms, relievers moving between sites, attendance that must drive both payroll and billing, a client portal under your brand for tenders, and several states with different rules. Then one record from roster to invoice removes the month-end reconciliation. Our guide on custom software vs off-the-shelf covers the trade-off.
A plain comparison. The right answer depends on your number of sites and how much the joins between roster, payroll and billing cost you.
| Factor | 1Registers, WhatsApp and Excel | 2Patrol app plus payroll software | 3One platform from roster to invoice |
|---|---|---|---|
| Best for | A few sites run by the owner | Small agencies with simple contracts | Agencies and FM firms with many sites and clients |
| Attendance proof | Register photos | App punch, often separate from payroll | Face and geo-fence punch feeding payroll and bills |
| Relievers and empty posts | Phone calls | Partly, in some apps | Roster flags empty posts and suggests relievers |
| Patrols and incidents | Paper or none | Good in patrol apps | Included, visible in the client portal |
| Payroll and billing | Typed from registers | Payroll in one tool, billing in another | Both from the same duty record |
| Client visibility | Monthly report by email | Vendor portal if offered | Your own branded client portal |
| Time to start | Already running | Days to weeks | Weeks to months, in phases |
We mention product types, not brands, because features change often. Check each vendor’s current offering directly.
Each one comes straight from the duty record, patrols and payroll the platform already holds.
Shifts filled on time divided by shifts contracted, by site and client. Every unfilled shift is a likely deduction from the bill and a reason for the client to call a competitor.
Solved in your appTime from a no-show being flagged to a reliever reaching the post. It tells you whether your reliever pool is big enough and placed in the right areas.
Solved in your appCheckpoints scanned on time divided by checkpoints scheduled, by site, shift and guard. Low completion on night shifts at one site is a supervision problem to fix before the client finds it.
Solved in your appMan-days billed to the client against man-days paid to staff, per site. A gap either way is money lost: unpaid duty causes disputes, unbilled duty is margin given away.
Solved in your appMonthly billing minus wages, statutory costs, uniforms and reliever costs, per site. Some sites lose money every month and nobody notices until the contract renewal.
Solved in your appGuards who left in the month divided by average headcount, by site and supervisor. High attrition at one site often points to a supervisor or client problem, and every exit costs training and verification again.
Solved in your appActive guards whose police verification, training or statutory numbers are missing. This should stay near zero, because one incident involving an unverified guard can cost a contract.
Solved in your appAverage hours from an incident being reported to being closed, by type and site. Clients judge you more on how incidents are handled than on how many happen.
Solved in your appSay you run a security and housekeeping agency in Navi Mumbai with 42 sites and about 300 staff. The numbers here are only to show the flow. At 7:45 pm the night shift starts. By 8:05 pm the control room screen shows 118 of 121 posts filled. One guard at a warehouse in Taloja punched in from outside the geo-fence and was refused; he walks to the gate and punches again. Two guards have not punched at all.
The system shows three free relievers within 5 km of the first empty site. The control room assigns one and he punches in by face at 8:50 pm. The second empty post is at a housing society in Kharghar where the client allows a 30-minute grace, and the regular guard arrives at 8:20 pm, so a late mark is logged. At 2 am the guard at Site 17 misses two checkpoints on the terrace route. The supervisor on night checks gets an alert, visits at 2:40 am, finds the guard awake but the terrace door lock broken, files a report with a photo, and an incident is opened for the client.
At 7 am each client’s facility head gets a WhatsApp summary: posts filled, patrol completion and incidents. Site 17’s client sees the terrace lock report and asks the society’s maintenance staff to fix it. Nobody had to make a call to explain the night.
On the 1st of the month, payroll reads the duty record: days, overtime and late marks for every guard, PF and ESI worked out, and salaries sent by bank file with payslips on WhatsApp. On the same day, invoices for 42 sites are built from the same record, each with the attendance attached. The Kharghar society’s invoice shows the late mark within grace, so no deduction is argued. The owner sees margin per site, and two sites that have lost money for three months straight, before renewal talks.
We take each client contract and turn it into sites, posts, shifts, grades and rates. With your adviser, we confirm wage tables per state, PF and ESI rules, GST treatment per client and which Maharashtra sites are Board-covered or exempt.
Guard data is cleaned and loaded with KYC, verification, training, bank, UAN and ESI details. Faces are enrolled site by site by supervisors, with consent recorded.
Face and geo-fence attendance and patrol checkpoints go live on five sites of different types, such as a society, a warehouse and an office. Guards are trained at the gate in Hindi or Marathi, shift by shift. Paper registers continue in parallel.
One month’s payroll is run from the duty record and from the old method. Every difference is traced and fixed before guards see a payslip from the new system.
Remaining sites go live in batches. The control room starts working from live alerts for empty posts and missed patrols, and supervisors move night checks to the app.
Invoices are built from the duty record for one cycle in parallel. Then the client portal opens to two or three friendly clients first, then the rest, with a morning WhatsApp summary.
Before sign-off we check geo-fences, face matching, offline punches, payroll, billing, role access and exports with your team. Maintenance and support continues after launch, including changes as labour code rules are notified.
Send us your number of sites, guards and states, and the tools you are considering. We will tell you honestly whether ready-made apps fit or one platform is worth building.
We quote after understanding your agency, because two agencies with the same headcount can need very different things. A company website with service pages, licences and a careers form is a small project. Face and geo-fence attendance with patrol checkpoints, incidents and a control room is a medium one, and often starts from our attendance management app. A full platform with rosters, relievers, payroll with PF and ESI, client billing and a branded client portal across many states is a large one.
The cost goes up with the number of sites, states and wage tables, how varied your contract terms are, whether you need links to biometric devices, CCTV or access control already at clients’ sites, and how much guard data has to be cleaned. It comes down if you start with attendance and patrols on your largest clients, then add payroll and billing once the duty record is trusted.
Timelines: a website takes 3-5 weeks. Attendance, patrols and incidents for a pilot set of sites take 6-10 weeks. A full platform with payroll, billing and client portal runs 4-6 months in phases. See our HR management software and employee tracking app for related products.
Do not run payroll from the new system until one full month matches the old method. Guards who see a wrong payslip lose trust in the app at once, and stop using it.
Do not switch off paper registers on day one. Run both on the pilot sites, compare, and switch when supervisors trust the app. Clients may also want registers for some time, and some laws still expect certain records.
Do not collect more than you need. Face data and live location are sensitive. Capture location only on duty, keep face data only as long as needed, and tell guards how it is used. That protects you under the DPDP Act and keeps guards willing.
And if you run a handful of sites with simple contracts, a ready-made patrol app and a payroll package will do. Build when the joins between roster, payroll and billing cost more than the software. For winning new contracts, a clear website and local SEO help housing societies and offices find you.
Ask us on WhatsApp. A real person from our Navi Mumbai team replies.
Ask on WhatsAppFor a small agency, a ready-made guard tour app with an Indian payroll package is often enough. For agencies with many sites, clients and states, one platform where attendance drives both payroll and billing removes most month-end errors. Compare current versions against your own contracts and wage rules.
The app checks the guard’s face against the enrolled photo and the phone’s location against the site geo-fence at each punch. A punch from outside the site is refused, and a different face is flagged. Offline punches keep their original time and are checked when they upload.
QR stickers or NFC tags are fixed at key points, and each patrol route has its checkpoints and time windows. The guard scans each one; a missed or late scan alerts the control room and supervisor at once. Clients see patrol completion in their portal.
Under the Private Security Agencies (Regulation) Act 2005, an agency needs a licence from the Controlling Authority of each state where it provides guards, under that state’s rules. Confirm the details with your adviser. The software can block rostering in a state where your licence is not recorded as valid.
Under the Maharashtra Private Security Guards (Regulation of Employment and Welfare) Act 1981, the Security Guards Board registers and deploys guards for many establishments. The state can exempt classes of guards, with a levy to the Board, and courts have taken different views on agencies. Ask your adviser which of your sites are covered.
The four labour codes took effect on 21 November 2025, bringing a single definition of wages, minimum wages for all employees, and contract labour rules under the OSH Code. States are still framing rules. Your adviser should review pay structures; the software keeps wage components and registers as settings that can change.
From 1 January 2019, security services from a supplier that is not a body corporate to a registered recipient are under reverse charge, with some exceptions. Companies charge GST normally. Your CA should confirm the treatment for each client; the software sets it per client.
Yes. Payroll reads days and hours from the duty record, applies wage rates per state and grade, works out overtime, PF, ESI, professional tax and other deductions, and creates bank files and payslips. Our payroll management software covers the same ground as a ready product.
Yes. Each client gets a portal showing only its sites: posts filled, patrol completion, incidents and invoices with attendance attached. Facility heads can also get a morning summary on WhatsApp.
An empty post is flagged as soon as the shift starts without a punch. The control room sees trained relievers who are free and nearby, assigns one, and the supervisor is told. Reliever duty is counted correctly in payroll and billing.
Yes. Housekeeping, pantry, technicians and other staff use the same attendance, with task checklists instead of patrol routes where needed. Billing can be by post, man-day or contract, depending on each client.
Yes. The guard app uses large buttons, photos and Hindi or Marathi labels, and incidents can be reported by voice note. We train guards at the gate, shift by shift, during rollout.
Face data and live location are personal data under the DPDP Act 2023. We capture consent at enrolment, record location only on duty, limit access by role, keep face data for a period you agree with your adviser, and log every export.
Attendance, patrols and incidents for a pilot set of sites take 6-10 weeks. A full platform with rosters, payroll, billing and client portal takes 4-6 months in phases, including one month of payroll run in parallel.
Talk to our Navi Mumbai team about your sites, guards, states and contracts. We will give you a clear plan, an honest view on ready-made apps, and a price.
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