Security Guard Invoice Template

Free invoice templates for Security Guards built for hours worked, hourly rates, and overtime charges. Download and edit in PDF, Word, Excel, Google Docs, or Google Sheets.

Also called: security guard invoice, security guard bill, or bodyguard invoice.

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Download Free Security Guard Invoice Templates

Download a template, then edit in PDF, Word, Excel, Google Docs or Google Sheets. Print or email when ready.

Sheets, Excel, Word and Doc Templates Coming November 21, 2025.

Custom Security Guard Invoice Template

Best for:

Logo, client site ID, SLA fields.

Printable Security Guard Invoice Template

Best for:

Totals, dates, approvals, signatures.

Editable Security Guard Invoice Template

Best for:

Edit hourly, OT, post orders, travel.

Free Security Guard Invoice Template

Best for:

Site, shift, hours, incident or patrol.

How to Invoice as a Security Guard

Keep it simple: match hours to the scope, document shifts cleanly, and show the money flow from deposit to balance.

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In 5 Steps:

Confirm scope, site, schedule, and rates with the client, and collect a deposit for events or high-risk jobs.
Pull timesheets, post logs, and any incident notes, then total standard hours, overtime, and any differentials.
Add approved extras like vehicle use, gear, or on-site supervision, and apply tax only where required; check local rules.
Build the invoice with clear dates, site details, guard names or IDs, and attach supporting documents if asked.
Apply the deposit as a credit, show the balance due, set payment terms, and send.

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What to Include in a Security Guard Invoice

These are the must-have fields for clear, compliant invoices.

Invoice number and issue date
Your business name, address, and contact info
Client legal name and billing address
Service location or site name and address
Service dates and shift start–end times
Guard names and badge or ID numbers
Licensing identifiers (company and guard license numbers; check local rules)
Insurance or bond certificate reference or policy number
Contract, job, or PO number
Payment terms, due date, accepted methods, and remit-to details
Sales tax rate and amount if applicable
Deposit or credit applied and current balance

Billing Scenarios for Security Guards

How to label charges so every invoice makes sense the moment your clients see it.

Call-out minimum - 4 hrs; After-hours surcharge

Emergency call-out after hours

You were dispatched urgently outside standard operating hours.

Standard hours - X hrs; Overtime - Y hrs

Shift ran longer than scheduled

The guard stayed past the booked time to maintain coverage.

Night differential - X hrs; Guard hours - X hrs

Night coverage between 22:00 and 06:00

A night rate applies to hours worked during late-night windows.

Mobile patrol - X stops; Vehicle fee - per day

Mobile patrol with vehicle use

Set a clear unit per line and state the rate basis in plain words, using the same unit across similar lines.

Two-way radio rental - qty; Body camera rental - qty

Client requested gear for the post

Special equipment is rented per unit and billed apart from labor.

Site supervisor - X hrs; Guard - X hrs

Supervision is a different role and rate from standard guard coverage.

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Common charges and fees for security guard services

Record hours worked, hourly rates, overtime, post rates, and incident time with professional invoice line items.

Charge or Service

Unit

Taxable

When to use

How to show it

On-site guard shift

Time

Scheduled coverage at a fixed post

Qty × hourly rate. Log start/stop times and follow site post orders for accountability.

Mobile patrol stop

Item

Drive-by or foot check of a site

Qty × per-stop rate. Document time, zone, and findings in the daily activity log.

Alarm response dispatch

Item

Called out by monitoring or client

Qty × call-out rate. Verify call list, capture incident details, and file a report.

Remote video monitoring

Time

Watch cameras from an offsite station

Qty × hourly rate. Record events with timestamps and escalate per escalation tree.

Post orders & site survey

Item

Stand up a new location or event

Qty × flat setup rate. Walk the site, define SOPs, contacts, zones, and reporting cadence.

Incident report prep

Time

A report is requested or required

Qty × hourly rate. Write clear, factual reports; attach photos and witness statements.

Access badge printing

Item

Taxable

Issue new or replacement badges

Qty × unit cost. Pass-through materials or print in-house with markup per policy.

After-hours/holiday surcharge

Item

Coverage outside standard hours

Qty × surcharge rate. Apply once per shift or dispatch per contract terms.

Supervisor spot-check

Item

Quality audit during active coverage

Qty × visit rate. Verify guard performance, PPE, logs, and compliance items.

Fire watch detail

Time

Systems down or hot work in progress

Qty × hourly rate. Maintain continuous rounds and NFPA-compliant logs.

Save and reuse your security guard rates and fees

Create a free account and save hourly rates, overtime fees, and post rates once, so nothing gets retyped.

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Common Security Guard Invoicing Mistakes

Billing gets tense when details are fuzzy or approvals are missing. Use these fixes to prevent slow pays and disputes.

Mistake

How to fix it

Missing start and end times for each shift causes confusion about coverage and leads to pushback on hours.

List dates with start and end times for every day worked, and match them to the scope. Attach timesheets or post logs when requested.

Leaving off required license or insurance details gets invoices rejected by procurement.

Add your company license ID and any guard license IDs plus policy or certificate numbers in the header; check local rules.

Include the signed scope title and the client’s PO or contract number near the top so AP can verify fast.

Set a clear unit per line and state the rate basis in plain words, using the same unit across similar lines.

Charging the wrong tax on services or missing tax on taxable items creates compliance risk and rework.

Show the tax rate and amount on their own line and apply tax only where it is required; check local rules.

Not showing the deposit applied leads to overpayment or distrust.

Add the prior deposit as a separate credit and calculate the new balance due with the math visible.

Security Guards Invoice FAQs

Bill for patrols, static posts, alarm response, equipment, and overtime with clean line items, markups, and terms that get you paid faster, clear answers.

How should I bill minimum shift hours and early shutdowns?

List your minimum post length and charge if the client ends early. Example line: “Minimum shift, 4 hrs @ $28/hr = $112.”

What counts as after-hours or holiday rate for guard posts?

State your window, like 6 pm to 6 am, or named holidays. Example line: “Overtime premium, 2 hrs @ $35/hr = $70.”

How do I price mobile patrols?

Pick per stop, per tour, or hourly. Example line: “3 patrol stops @ $18 each = $54.”

Can I charge for alarm response and standby time?

Yes. Add a call-out fee plus time on site. Example line: “Alarm response call-out $75” and “Standby, 45 min @ $30/hr = $22.50.”

How should equipment and uniform items be billed?

List rented or consumable gear with rates. Example line: “Radio rental, 2 units @ $5/day = $10” and “Body cam cloud storage, flat $8.”

What about incident reports, evidence handling, or court time?

Bill admin time and appearances. Example line: “Detailed incident report, 1 hr @ $30 = $30” and “Court testimony, 2 hrs @ $45/hr = $90.”

Can I add mileage or vehicle costs for patrol cars?

Yes, if disclosed. Example line: “Patrol vehicle, 12 miles @ $0.70/mile = $8.40” or “Patrol car day rate $25.”

How do I bill an extra guard added mid-shift?

Create a separate line with start and end times. Example line: “Extra guard, 3:00–6:00 pm, 3 hrs @ $26/hr = $78.”