Key takeaways
- The post carries the rate and the guard requirement.
- Duty pay follows the duty log, not the payslip.
- Billing is per post per period, with its own balance.
- Margin per post is amount billed less guard pay.
A security agency's profit hides inside each detachment. One post is billed at a fixed monthly rate while its guard pay moves with every absence, reliever, and vacant shift, and the office only finds out at the end of the quarter which posts are carrying the others. GuardDesk PH treats the post as the unit of business. The contract rate, the guards required, the duties logged, the pay those duties earned, and what the client has settled all sit against the same post.
Make the post the unit
A post carries its client, location, the number of guards required, the contracted monthly rate, and the daily rate you pay a guard on that detachment. Assignments record which guard stands which shift.
Guards assigned counts the active assignments and the manning column reads Short when the post is below its requirement, which is usually the first sign of a service complaint on the way.
Log duty by shift
Every duty is one row: date, post, guard, shift, hours, and status. Duty pay is the post's daily rate, counted when the guard was Present or when a Reliever stood in.
An absence stays in the log with no pay attached, so the guard's pay and the client's service record tell the same story instead of two different ones.
Bill per post, per period
A billing row names the post, the period, and the period start and end dates. The post's monthly rate is converted to a per-diem and multiplied by the days billed, adjustments are added, and the amount billed follows, so a mid-month start or a short cutoff needs no manual arithmetic.
Duties logged and guard pay are summed from the duty rows that fall inside those dates, and post margin is the amount billed less that pay. That is the number that says which detachment is worth keeping.
Collect, deduct, and review
Collections are recorded against the billing, so the balance and the payment status of each post are current without a separate ledger.
Cash advances are deducted from duty pay in GUARD REPORT to give net pay, and the checks catch duty rows pointing at posts or guards that do not exist before payday makes it expensive.
Review exceptions every week
Resolve duplicate IDs, missing links, overdue balances, negative amounts, and open operational items in CHECKS before using the dashboard for decisions.
GuardDesk PH Private Google Sheets Web App is designed for use with a Google account, Google Sheets, and Apps Script, using owner-only deployment by default.
No PNP or SOSIA licensing compliance, firearms or ammunition records, statutory payroll and government contributions, official receipts, biometric or app-based time capture, or client contract drafting.
Frequently asked questions
How is a reliever handled?
Log the duty against the post with status Reliever. It earns the post's daily rate and counts toward that post's guard pay for the period.
Can a post pay a different rate per guard?
The daily rate sits on the post because detachment rates usually follow the contract. A shift paid differently is best kept as its own post row so pay and billing stay matched.
Does it compute government contributions?
No. Duty pay and advances are operational records only. Statutory payroll and contributions stay in your payroll process.
Does this replace official records?
No. No PNP or SOSIA licensing compliance, firearms or ammunition records, statutory payroll and government contributions, official receipts, biometric or app-based time capture, or client contract drafting.
