01
No-shows at 6 am.
A guard doesn't turn up, a reliever has to be found, and nobody records who actually covered the shift until the client complains.
Solutions · Security Agency Management Software
Security agency management software, built around how your agency runs.
Running a security agency means hundreds of guards across dozens of client sites, shifts that change every week, and a month end where attendance, wages, PF/ESI and invoices all have to match. Most agencies still hold this together with WhatsApp groups, registers and Excel sheets.
Raaxo Technologies builds custom software for security agencies in Chennai and across Tamil Nadu. Guard attendance comes in from the field, and payroll, client invoices and compliance records are prepared from that same data, so the numbers agree everywhere.
What slows a security agency down
02
Patrols you can't prove.
Paper logs filled in at the end of a shift can't show that night rounds happened. Missed rounds come to light only after an incident.
03
Month-end reconciliation.
Attendance from WhatsApp, overtime from a supervisor's notebook and rates from the contract are typed into Excel by hand, and invoices go out late or wrong.
04
Compliance documents with every bill.
Clients hold payment until they see PF/ESI challans, the wage register and the attendance register for their site.
05
Wage changes mid-contract.
Minimum wages and VDA are revised every year, the EPF wage ceiling went up to ₹25,000 in September 2026, and every contract's costing has to be checked again.
06
Slow payments, fixed salaries.
Clients pay late, but guards must be paid on time. Every day an invoice is delayed or disputed makes cash flow worse.
How it works
- 01
Clients, sites and contracts.
Each client's sites, posts, shift pattern, guard count, billing rate and contract dates are set up once.
- 02
Duty roster.
Guards are rostered by site and shift. Relievers and shift swaps are recorded as they happen.
- 03
Attendance, two ways.
Guards with smartphones mark attendance on the Android app with a selfie and location. For sites where guards don't use phones, field officers enter attendance for the whole site.
- 04
Patrols and incidents.
Guards scan QR checkpoints on their rounds. Missed checkpoints raise an alert. Incidents are reported with photos.
- 05
Payroll.
Wages, overtime, PF, ESI, bonus, advances and uniform deductions are calculated from actual attendance, with payslips and the wage register generated automatically.
- 06
Invoices and compliance pack.
Site-wise, shift-wise GST invoices are prepared from the same attendance, along with the documents each client asks for.
Modules
- 01
Client and site management: contracts, sites, posts, rates, renewal dates
- 02
Guard records: documents, police verification status, training records, medical checks, ID cards, uniform issue
- 03
Rostering: shifts, relievers, swaps, site transfers
- 04
Guard app (Android): selfie and location attendance, QR checkpoint patrols, incident reports with photos, works offline and syncs when the network returns
- 05
Field officer app: site-wise attendance entry, night check reports, site visit notes
- 06
Live dashboard: sites covered, guards absent, missed checkpoints, open incidents
- 07
Payroll: wages per site rate, overtime, PF/ESI, bonus, advances, deductions, payslips
- 08
Billing: site-wise and shift-wise GST invoices from attendance, forward charge or reverse charge as applicable, payment tracking
- 09
Compliance records: PSARA registers, wage and attendance registers, PF/ESI working, licence and renewal reminders
- 10
Client portal: each client sees only their own sites' attendance, patrol and incident reports, invoices and compliance documents
Regional language support and Tally integration can be added when you need them.
Built for the rules you work under
The software keeps the records these rules ask for, so they're ready when a client, an inspector or an auditor asks.
PSARA 2005.
The Act requires agencies to keep registers of their managers, supervisors and guards, and of the clients they serve, and to ensure guards are verified and trained. Licences are valid for five years, and renewal must be applied for at least 45 days before expiry. MHA's PSARA portal now also has a Manpower Module for guard and supervisor details. The software keeps these records ready and reminds you before renewals and expiries.
PF and ESI.
Contributions are calculated per guard every month. The EPF wage ceiling rose from ₹15,000 to ₹25,000 from 17 September 2026, which brings more guards into mandatory PF; the payroll rules can be updated when such changes come.
Labour Codes.
The four Labour Codes took effect on 21 November 2025, changing how wages are defined and how overtime and working hours are treated. Rules are kept configurable so your payroll can follow them as state rules are finalised.
GST.
Security services are billed at 18% GST. When the agency is a proprietorship or partnership and the client is GST-registered, reverse charge usually applies. Invoices are generated the right way for each client.
This page describes how software can support compliance; it is not legal advice. Check specific obligations with your auditor or legal adviser.
Why agencies choose custom software from Raaxo
Your data, your system.
The software is hosted in your company's name and you own the code and the data. Your client list never sits on a shared platform used by other agencies.
Built around your contracts.
Every agency bills differently: 8-hour and 12-hour rates, per-guard or per-post pricing, special rates for holidays. The system follows your rules instead of forcing a template.
Grows with you.
Start with attendance, payroll and billing, and add patrols, the client portal or Tally later.
A Chennai team since 2015.
Raaxo has built operations software for service businesses, including the PM/AMC and billing system for Air Cool HVAC, the compliance tracking software and client portal for SRK, and the booking and management system for ES Drive Care.
Can the software prove that guards did their night rounds?
Yes. Guards scan QR codes placed at checkpoints during each round, with the time recorded. Missed checkpoints raise an alert to the supervisor, and clients can see patrol reports for their sites.
What if our guards don't use smartphones?
Field officers can enter attendance for a whole site from their own phone or the web. Guards with smartphones can use the guard app. Both methods feed the same payroll and billing.
Does the guard app work without internet?
Yes. Attendance and patrol scans are saved on the phone and synced when the network is available.
Can it generate client invoices from attendance?
Yes. Invoices are prepared site by site and shift by shift from actual attendance and the rates in each contract, with GST applied correctly, including reverse charge where it applies.
Will it give us the PF/ESI challans and registers clients ask for?
The system prepares the wage register, attendance register and PF/ESI working for each site, so you can send a compliance pack with every invoice.
Can it work with Tally?
Yes, if you need it. Invoices and payroll entries can be connected to Tally so your accountant doesn't type them again.
Is it available in Tamil or other languages?
The software is in English by default. Regional language screens can be added for guards or field officers if your agency needs them.
Who owns the software and the data?
You do. It's hosted in your company's name, and the code and data belong to you. Raaxo supports hosting and deployment after the system is built and tested.
See how it would work for your agency
Tell us how many guards and sites you run. We'll understand how your agency works today and show you what a system built for it would include.