New Feature: Invoice Generation — Create Professional Invoices from Shift Data in Seconds

Stop Building Invoices by Hand

If you’re running a small security company, you probably spend hours each month building invoices. You open your rota spreadsheet, cross-reference clock-in times, calculate hours for each guard at each site, apply the correct charge rate, and type it all into an invoice template. One mistake means a delayed payment or an awkward conversation with a client.

TacDesk now generates invoices automatically from your shift data. Select the client, pick the date range, and the system does the rest.

How It Works

1. Choose a client and period — select any client and the billing period (weekly, fortnightly, monthly, or custom dates)
2. TacDesk pulls the data — every shift worked for that client in that period is automatically included: guard names, dates, start and end times, hours worked, and the charge rate
3. Review the draft — check the line items, adjust if needed, add notes
4. Generate the PDF — download a professional, branded invoice ready to send

What’s on the Invoice

Each generated invoice includes:

• Your company name and details
• Client name and billing address
• Invoice number (auto-generated, sequential)
• Date issued and payment due date
• Line-by-line breakdown: guard name, date, shift times, hours, hourly rate, and line total
• Subtotal and grand total
• Any notes or additional charges

Track Payment Status

Every invoice has a status that you update as it progresses:

• Draft — created but not yet sent (grey)
• Sent — delivered to the client (blue)
• Paid — payment received (green)
• Overdue — past the due date without payment (red)

Your invoice list shows all invoices with colour-coded status badges. Filter by client, status, or date range to find what you need instantly. You’ll never lose track of who owes you money.

Why This Matters for Small Security Companies

For a company with 10-15 guards across 5-6 client sites, manual invoicing can take an entire day each month. That’s a day the business owner isn’t winning new contracts, managing operations, or sleeping. Errors in manual invoices lead to disputes, delayed payments, and cash flow problems.

With TacDesk, that day becomes 15 minutes. The data is already in the system from your guards clocking in and out. The invoice is just the final step.

Pairs with Financial Reporting

Invoice generation works alongside TacDesk’s financial reporting module. While invoices track what clients owe you, the finance dashboard shows whether those contracts are actually profitable once you factor in guard pay rates, overtime, and holiday costs. Together, they give you complete financial visibility.

Invoice generation is available on TacDesk Professional and Enterprise plans. Try the demo to generate a sample invoice, or book a walkthrough to see it with your own data.

Related Articles

• → Financial Reporting: Track Pay Rates, Charge Rates, and Profit Margins
• → Scaling Your Security Company: From 10 Guards to 100
• → What Clients Really Want from Their Security Provider
• → How to Win Security Contracts: Tendering Tips

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