Professional Security Provider Invoice Template
Invoice for patrol hours, monitoring fees, and incident reports with shift-based billing and compliance documentation built in.
Fill in your security invoice
Edit any line, set your tax rate (0% is fine) and download a PDF. Line amounts, tax and the balance due calculate as you type.
Tax starts at 0%. Enter the rate that applies to you, or leave it at 0 if you do not charge sales tax or VAT.
For example a deposit. The PDF then shows the balance due.
- Nothing is saved on our side. Download the PDF before you leave the page.
- Amounts print with a $ sign. If you bill in another currency, say so in the notes.
- Prefer to edit offline? Download this starting point as Excel (.xlsx) or Word (.docx).
As a security provider, you protect people, property, and peace of mind. Whether you're providing guard services, patrol security, event security, or executive protection, your services are essential, and so is professional business management. Clear, compliant invoicing ensures you get paid on time, maintains your professional reputation, and keeps your security business secure. This guide covers everything you need to create professional security invoices.
What the security invoice covers
What you can do with this template, and what it does not do.
Guard Hour Tracking by Location
Break down billable hours by guard name, badge number, and service location. Multi-site clients see exactly which guards worked where and when.
Premium Rate Automation
Automatically apply premium rates for overnight shifts (11pm-6am), weekends, holidays, and emergency call-outs. Calculate overtime and holiday multipliers correctly.
Service Agreement Reference
Reference your security service contract number and terms on every invoice. Links billing to agreed rates, minimum hours, and service level commitments.
Vehicle and Equipment Charges
Separately itemize vehicle patrol fees, K-9 unit charges, and equipment rentals (radios, cameras). Clients see what they're paying for beyond guard hours.
Security License Number Display
Automatically include your security license number and insurance information on invoices. Required for compliance and builds client trust.
Incident Report Attachments
Link incident reports and patrol logs to invoices. Demonstrates value delivered and provides documentation for billing disputes or insurance claims.
How to fill in your security invoice
- Company Information: Business name, address, phone, email, security license number, and insurance information.
- Client details: Client company name, contact person, billing address, phone, and email.
- Service Location(s): Address(es) where security services were provided.
- Service Period: Start and end dates of the billing period, shift dates and times.
- Service Type: Standing guard, mobile patrol, event security, executive protection, etc.
- Hours Worked: Detailed breakdown of hours by guard, shift, or location.
- Guard Information: Names or badge numbers of guards who worked if required by contract.
- Hourly/Shift Rates: Rate per hour or per shift, including any premium rates.
- Additional Charges: Vehicle charges, equipment fees, supervisor fees, overtime, holiday premiums.
- Contract Reference: Reference to service agreement or contract number.
- Subtotal, Tax, Total: Clear breakdown of all charges and final amount due.
- Payment terms: Due date, accepted payment methods, and late fee policy.
- Use Detailed Time Records: Maintain accurate logs of all guard hours. This is your billing foundation and dispute protection.
- Invoice Consistently: Establish regular billing cycles (weekly, bi-weekly, monthly) and stick to them.
- Include All Contract Terms: Reference your service agreement. Invoice should align with contracted rates and terms.
- Itemize by Location/Guard: For multiple sites or guards, provide clear breakdown. Clients appreciate transparency.
- Document Incident Reports: Attach relevant incident reports that may affect billing or demonstrate value.
- Track Overtime Separately: Overtime and premium rates should be clearly identified and calculated.
- Bill for All Contracted Hours: Even if guards have slow shifts, contracted hours are billable.
- Use Purchase Order Numbers: Corporate clients often require PO numbers for payment processing.
- Maintain Guard Certifications: Keep records of guard licenses and certifications. Some clients require this documentation.
- Follow Up Professionally: Security clients are often businesses with AP departments. Follow up appropriately on late payments.
Security pricing varies by service type, risk level, and market. Here's an industry overview:
Hourly Guard Rates:
- Unarmed security guard: $15-$25/hour (billed $22-$40/hour)
- Armed security guard: $20-$35/hour (billed $35-$60/hour)
- Supervisor/site lead: $25-$40/hour (billed $40-$70/hour)
- Executive protection: $50-$150+/hour
Shift-Based Pricing:
- 8-hour shift (unarmed): $175-$300
- 8-hour shift (armed): $280-$450
- 12-hour shift: 1.5x 8-hour rate
Event Security:
- Small event (1-2 guards): $300-$600
- Medium event (3-5 guards): $600-$1,500
- Large event (6+ guards): Custom pricing
- Minimum booking: Often 4-hour minimum
Premium Rates:
- Overnight (11pm-6am): +10-20%
- Weekend: +10-15%
- Holiday: +50-100%
- Emergency/short notice: +25-50%
Additional Charges:
- Vehicle patrol: $15-$30/hour additional
- K-9 unit: $50-$100/hour additional
- Equipment (radios, cameras): Varies
- Background checks: Pass-through cost
Establish clear payment structures for your security business:
Standard Contract Terms:
- Net 15 or Net 30: Most common for commercial clients
- Weekly billing: For high-volume accounts
- Bi-weekly billing: Aligns with payroll cycles
For New Clients:
- First invoice due immediately or Net 15
- May require deposit for first month
- Credit application for Net 30+ terms
For Event Security:
- Deposit: 50% upon booking
- Balance: Due before event or upon completion
- Large events: May require full prepayment
Corporate/Government Accounts:
- May have longer payment terms (Net 45-60)
- Require specific invoice formats
- May need PO numbers
- Often pay via check or ACH
Late Payment Handling:
- Grace period: 5-7 days
- Late fee: 1.5-2% per month
- Service pause after 30-60 days
- Collection action per contract terms
- Incomplete Time Records: Guard hours must be accurately documented. Poor records lead to billing disputes.
- Missing License Information: Include your security license number on all invoices. It's professional and often required.
- Not Tracking Premium Rates: Overtime, holidays, and overnight premiums should be clearly tracked and invoiced.
- Vague Service Descriptions: Specify locations, guards, and services clearly. Transparency builds trust.
- Inconsistent Billing Cycles: Establish and maintain regular billing schedules. Clients expect consistency.
- No Contract Reference: Reference your service agreement. This ties invoices to agreed terms.
- Missing PO Numbers: Corporate clients need PO numbers. Missing them delays payment.
- Not Billing Minimum Hours: If you have minimums in your contract, invoice for them even if actual hours are less.
- Poor Documentation: Keep copies of all invoices, contracts, and communications. You may need them later.
- Weak Collections Process: Follow up on late payments promptly and professionally.
Security invoice: frequently asked questions
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