Security Guard Scheduling Software for Protective Services Companies
Run a more efficient security business with better guard scheduling, faster customer communication, less admin work, and stronger cash flow from first enquiry to final payment.
OctopusPro helps security guard and protective services businesses manage the complete security service workflow in one place. Whether you run a security guard company, mobile patrol team, event security business, alarm response service, static guard operation, concierge security provider, crowd control company, or last-minute security staffing service, you can use OctopusPro to schedule guard shifts, manage patrol officer availability, store customer site records, manage security equipment and service add-ons, dispatch mobile teams, give guards live site details, automate customer communication, capture patrol checklists, shift reports, incident records, photos, signatures, proof of attendance, and job completion reports, send invoices, collect payments, and track every security job from first enquiry to final payment. It is ideal for commercial security, residential security patrols, mobile patrol visits, event security, construction site security, strata and property management security, alarm response, temporary guard coverage, recurring site coverage, and urgent residential or commercial security requests.
Drive Revenue and Profitability with Better Security Job Management
Security Guard Scheduling and Roster Management
Keep your security guards fully utilised, reduce scheduling chaos, and run security jobs and mobile team jobs from one organised calendar. Stay organised and improve security operation efficiency by managing multiple security guard teams’ schedules and security bookings from one calendar. Coordinate security jobs, security visits, and follow-up appointments while keeping customers informed and your team fully prepared.
Scheduling and Dispatch Board for Guards, Patrols, and Site Coverage
Use OctopusPro’s scheduling and dispatch board to manage security appointments, security jobs, unassigned work, and security guard (security guards) workloads from one live calendar. Drag and drop security bookings, scan security jobs in list view, match work to the right team / security guard, and keep the day security without juggling spreadsheets, whiteboards, or disconnected calendars. See Calendar – Scheduling & Dispatch, Calendar List View, and Find Availability.
Daily, Weekly, and Monthly Security Schedule Views
Get better visibility of workload, capacity, and bottlenecks so you can plan ahead instead of reacting at the last minute. Use flexible calendar views to plan security jobs by day, week, or month. This makes it easier to manage workload, monitor guard and patrol officer capacity, avoid scheduling conflicts, and keep your operation running on time.
Flexible Calendar Setup for Your Security Workflow
Schedule work more efficiently, improve visibility, and organise security bookings around the way your business operates. OctopusPro’s flexible calendar setup adapts to security operation security bookings, security visits, commercial security jobs, and team rosters, with calendar filters, live availability, security service areas, and assignment rules that help you manage work clearly and effectively.
Google and Outlook Calendar Integrations
Reduce double security booking, save admin time, and keep your office team and security teams aligned with Google Calendar integration and Outlook Calendar integration. OctopusPro keeps appointments, availability, and schedule updates in sync, improving visibility across your team and making day-to-day scheduling easier to manage.
Make Sure Every Security Request Is Handled Quickly and Efficiently
Reduce delays, improve response times, and route every security request to the right security guard more efficiently with structured security job assignment and dispatch workflows. OctopusPro helps your office, security operation, and security teams coordinate work through manual and automatic assignment options, real-time progress tracking, and clearer visibility from request through to completion. This gives your office team better control over dispatch, reduces scheduling conflicts, and helps security jobs progressing job more smoothly through the workflow.
Let Security Guards Accept or Decline Shift Requests
Reduce response delays, give security guards more flexibility, and keep security jobs progressing without losing control over dispatch. With OctopusPro’s accept and decline security request workflows, fieldworker security request management tools, and settings to allow security teams to accept or decline security requests, security guards can review new assignments, accept suitable work, decline security jobs that do not fit their availability or security service area, provide decline reasons, and suggest alternative times when enabled. Your office team can notify security teams by push, SMS, or email and quickly reassign declined work so security jobs keep progressing smoothly from dispatch to completion.
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• Manage security bookings, work orders, guard rosters, mobile patrols, and response dispatch from one system
• Handle residential security, commercial site coverage, event security, mobile patrols, alarm response, and last-minute guard requests more efficiently
• Reduce admin time for office staff, rostering coordinators, dispatchers, site supervisors, and security teams
• Improve productivity, customer experience, guard utilisation, and profitability
Automatically Match the Right Guard or Patrol Team to Each Security Job
Improve first-time fix rates, strengthen service quality, and assign security jobs more accurately from the start. OctopusPro helps you match each security booking to the right security guard using a combination of skills, security services offered, and eligibility, together with real-time availability, working hours, leave, time blocks, synced calendars, and map-based security service areas to make smarter scheduling and dispatch decisions. This is especially useful when security jobs need to be assigned based on both capability and real security coverage, including specialist work such as site assessments, office site coverage and security jobs, security jobs, or commercial security.
Guard-Based Scheduling and Security Service Matching
Make team capabilities easier to deploy, improve security job accuracy, and define more clearly which security guards can perform which types of work. With skills-based security job assignment by security guard services and eligibility, configure security guard profiles around the services they offer and the work they are approved to handle. This helps you assign security bookings based on security job type, security job type, patrol requirements, guard capability, and internal requirements, and can be extended with profile data and custom fields to record things like licence types, guard levels, patrol routes, site access requirements, or other service-specific criteria.
Real-Time Security Guard Availability
Avoid double security bookings, schedule with greater confidence, and give your office team a clearer view of who is genuinely available for new work. With real-time team availability, OctopusPro checks each guard’s working hours and live calendar availability, including unavailable periods and breaks, so bookable time slots reflect actual capacity. When enabled, it only shows customers time slots where at least one matching security guard is available, helping you make better dispatch decisions, reduce scheduling conflicts, and keep the day running more smoothly.
Map-Based Security Service Areas and Coverage Control
Prevent out-of-area security bookings, reduce wasted travel, and assign security jobs based on real security coverage. With map-based fieldworker security service areas and coverage rules, OctopusPro lets you define precise territories, multiple service regions, and overlapping coverage where needed. This helps you match security jobs to the right security guards based on actual coverage, apply a default travel radius when required, and avoid security bookings outside the areas you support.
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Optimise Your Security Guard & Protective Services Management
Site Profiles and Structured Security Service Intake
Collect the right site, shift, patrol, and service details upfront so your team can quote security work faster, assign guards more accurately, and deliver more consistent repeat service. OctopusPro stores structured site profiles with details such as customer site, access requirements, patrol notes, guard instructions, service history, incident records, and custom fields, helping your team identify each site’s requirements faster and manage security work more efficiently. See Customer Properties, Attendance Sites, and Completion Sites (Dependents, Assets & Locations) and Custom Fields.
Site History and Security Service Record Management
Respond faster, deliver more consistent service, and build customer trust with a complete record of every site, patrol, shift, and security job. With security service history and record management, OctopusPro keeps previous security jobs, notes, attachments, invoices, and communication records in one place, helping your team track past work, support future security service recommendations, and provide a more transparent service experience.
Saved Sites, Patrol Locations, and Service Locations for Repeat Customers
Speed up repeat security bookings and reduce site-location errors with Saved Sites and Service Locations for multi-site customers and commercial and repeat customer accounts and required customer-property selection during online security booking. OctopusPro lets you store multiple customer sites, patrol locations, event venues, buildings, access points, and other customer-linked assets in the customer profile, then require the customer to choose the correct location, security job, or property before submitting a security booking. This is ideal for commercial security clients, property managers, facilities teams, and repeat customers who book work across multiple sites.
Digital Site Checklists, Shift Reports, Incident Records, and Proof of Attendance
Standardise site checks, patrol visits, incident reports, and shift handovers with a more professional, accountable service process with digital forms and checklists. OctopusPro helps security guard and protective services businesses run digital site assessments, patrol checklists, shift reports, incident reports, service reports, handover notes, and completion records in one structured workflow. Capture customised checklists, required photos, before-and-after images, site notes, customer approvals, signatures, and proof of attendance, patrol, site visit, and completion in a consistent format that can be completed online or offline. This helps your security operation improve accountability, reduce missed details, keep a clear audit trail, and stay consistent across patrol checks, shift reports, incident records, customer approvals, and service sign-off. See Forms & Checklists Overview, Using Forms & Checklists, and Digital Signatures.
Unified Security Work Order Management
Reduce admin, improve team coordination, and keep shifts, patrols, and site coverage progressing more efficiently with one connected security work order system. OctopusPro brings together security enquiries, quotes, security bookings, work orders, guard rosters, invoices, and payments in one place, so your team can manage each shift, patrol, response job, or site coverage booking more smoothly from intake to completion.
Custom Booking Statuses for Your Security Workflow
Give your team clearer workflow control, better visibility, and stronger automation across every security job. With custom security booking statuses for security workflows, OctopusPro lets you create stages such as Awaiting Approval, Awaiting Security Supplies, Site Assessment Complete, Guard Assigned, On Hold, or Follow-Up Required, so each security job can be tracked and managed in a way that fits your process.
Security Equipment, Uniforms, and Stock Control
Reduce delays, improve pricing accuracy, and keep profitable security work on track with tighter control over security equipment, uniforms, radios, devices, access cards, and stock. OctopusPro helps you track stock levels, organise security equipment, uniforms, radios, access cards, patrol devices, PPE, and reporting materials, and add products directly to quotes, security bookings, and invoices, so security jobs are priced more accurately and less likely to be delayed by missing or mismanaged items. See the Products & Inventory guide.
Guard services, patrol equipment, site coverage, and add-on security service management
Create clear security service packages for uniforms, radios, access cards, patrol devices, and reporting materials, security equipment services, extra team or patrol officer support, site assessments, and common security service add-ons, then link the right products, pricing rules, and service options to each security job. OctopusPro helps you organise security service lines and security equipment in a structured way so your team can quote faster, upsell more accurately, and keep security workflows consistent. See Create a New Service and Products & Inventory.
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Security Quote-to-Job Estimating Workflow
Create professional security estimates faster, improve security quote accuracy, and convert approved quotes into booked guard shifts, patrols, and site coverage without duplicate data entry. OctopusPro keeps pricing, notes, attachments, custom fields, approvals, and follow-up activity connected in one workflow from quoting through to scheduling, invoicing, and payment. See Security Quote & Estimate Management, View & Manage Quotes, Accept or Decline Quotes, and Custom Fields.
Follow-Ups & Reminder Automation
Improve security quote conversion, reduce missed opportunities, and keep your pipeline security with more consistent follow-up. OctopusPro helps you manage manual follow-up tasks and automate reminder messages, so your team can stay on top of open quotes more efficiently.
Set a follow-up date for each security quote, view due and overdue follow-ups in one place, and automate reminders by email, SMS, and WhatsApp where enabled. Expiry dates can help create urgency, while reminders stop automatically when a security quote is accepted, declined, cancelled, deleted, or converted into a security booking. Communication logs also give your team clear visibility into what has been sent and what still needs action. See the Security Quote Follow-Up Reminder Automation guide.
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Improve Lead Conversion and Job Booking Rates
Turn more security enquiries into paying work, respond faster, and convert leads into confirmed guard shifts, patrols, and site coverage bookings with a more organised sales workflow. With security enquiry management, lead tracking, and security enquiry-to-security booking conversion, OctopusPro helps your team review new opportunities sooner, send quotes promptly, and keep every lead progressing efficiently from first contact to confirmed security job.
Website Enquiry Widget and Customer Portal Contact Us Lead Funnel
Capture more quote requests, reduce missed opportunities, and give your team a faster path from enquiry to security quote or security booking. With the embedded lead capture form for your website and the Customer Portal Contact Us security enquiry form, OctopusPro lets prospects submit service details, addresses, photos, and timing questions when they are not ready to book yet. Each submission automatically creates a security enquiry your team can qualify, follow up, and convert into a security quote or security booking without re-entering details. This is especially valuable for site assessments, temporary guard coverage, event security enquiries, mobile patrol requests, commercial security enquiries, and other quote-first security jobs.
Automated Lead Recovery and Security Booking Follow-Up
Recover lost revenue, reduce manual chasing, and stop leads from going cold with more consistent follow-up. OctopusPro helps you re-engage incomplete security bookings and missed opportunities using automated security enquiry contact-attempt notifications and abandoned cart follow-up messages, along with lead follow-up reminders. This helps your team stay on top of open opportunities, respond more consistently, and convert more leads into booked work.
New Enquiry Notifications and Full Security Enquiry Review Workflow
Help your office team respond sooner, qualify leads faster, and make sure promising security jobs do not sit unattended. With web and mobile security enquiry notifications in OctopusPro’s notifications centre and a full security enquiry details view for lead qualification, follow-up, and conversion, your team can review service details, addresses, photos, communication history, follow-up reminders, lead source data, and conversion options from one screen as soon as a new security enquiry is submitted. This helps you respond faster, stay organised, and convert more security enquiries into quotes and confirmed security jobs.
Enquiry Discussions, Internal Notes, and Customer Updates
Keep every pre-booking security conversation in context, help your team collaborate more effectively, and follow up with greater confidence. With threaded security enquiry discussions, internal notes, and visibility controls and email, SMS, and calling directly from security enquiries, OctopusPro lets your team collaborate internally, attach files, share customer-visible updates when needed, and maintain a complete communication trail linked to the security enquiry instead of scattered across inboxes, text messages, and personal notes.
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Integrate your website and start accepting security service bookings online
Turn your website into a 24/7 booking channel that generates more security enquiries, quote requests, and guard or patrol bookings without adding extra admin
- Let customers request quotes and submit security booking requests for your security guard and protective services services online.
- Let customers choose exact security booking start times or preferred time windows in the customer portal, depending on how your scheduling workflow is set up.
- Apply minimum advance notice rules for new online security bookings so your team has enough time to prepare, dispatch, and travel before the appointment starts.
- Customise your customer portal website with your brand colours, fonts, and styling without needing design or coding skills.
- Add your business logo, images, and favicon to create a professional branded experience.
- Display your services and service options clearly in an organised service catalog.
- Use the portal as a standalone security booking website if you do not already have a site, or embed it into your existing website.
- Add a “Book Now” button to encourage faster security booking conversions.
- Add customer login and signup access so customers can manage their security bookings, approvals, and payments.
- Use your own website domain or portal URL for a more seamless online experience.
- Link your social media pages and listings to improve reach and trust.
- Offer multiple languages to support a broader customer base.
OctopusPro helps security guard and protective services businesses manage last-minute requests, give customers clearer booking options, and make sure your team has enough time to prepare, assign staff, and travel to the site.
Self-Service Online Booking for Security Services
Make security booking easier for customers, reduce admin, and manage scheduling, dispatch, and security job progress from one connected system. With online security quote, security booking, appointment, and security job management, OctopusPro helps your team manage work from anywhere while customers can request quotes and book services through your website. Customise the security booking experience to match your brand, present your services clearly, and use it as part of your website or as a standalone security booking site.
Customer Self-Service Security Booking Rescheduling
Reduce admin, improve convenience, and give customers more flexibility with customer self-service security booking rescheduling. OctopusPro lets customers reschedule appointments through the customer portal or directly from security booking confirmation and reminder emails, while your business keeps control with minimum notice rules for security booking changes. This helps your team cut back on calls and back-and-forth messages, reduce scheduling conflicts, and make it easier for customers to update their security booking without leaving your system.
Controls for Exact Times, Time Windows, and Advance Notice
Offer clearer security booking choices to customers while keeping tighter control over availability and scheduling. With exact security booking start times and customer time-window settings and minimum notice time rules for new online security bookings, OctopusPro lets you choose whether customers book a precise time or an available time window, while controlling how much notice is required. This helps create a smoother online security booking experience and reduce last-minute scheduling pressure.
Compatible with all website builders, regardless of the platform
Add online booking and lead capture to your existing site without rebuilding your website or changing platforms
Automated Security Service Reminder Notifications
Bring customers back at the right time, improve retention, and generate more repeat revenue with automated service reminders. OctopusPro helps you send recurring and follow-up reminders for services such as recurring mobile patrols, site checks, alarm response retainers, event coverage follow-ups, key holding visits, and repeat security work, making repeat security booking easier and helping you stay top of mind. See Automate Recurring Service Reminders for Customers.
Recurring and Repeat Security Patrol or Site Coverage Bookings
Lock in future work, reduce resecurity booking admin, and create more predictable recurring revenue with repeat security scheduling. OctopusPro lets you create repeat and recurring security bookings for services such as recurring mobile patrols, commercial site coverage, alarm response retainers, site assessments, temporary guard coverage, and repeat security services, while also letting you offer recurring security service booking online for customers.
Promotions and Seasonal Security Campaigns
Create more demand, win new customers, and bring existing customers back with targeted offers and seasonal campaigns. OctopusPro helps you drive more security bookings using discount voucher code management and customer portal promotions and homepage banners, making it easy to launch first-visit discounts, time-sensitive offers, and seasonal campaigns that attract new business and encourage repeat security bookings.
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Multi-Site Patrols, Guard Posts, and Multi-Address Security Bookings
Reduce confusion, price travel more accurately, and handle complex multi-site patrols, guard posts, and service locations with greater control. OctopusPro supports multi-address security bookings for patrol routes, guard posts, event venues, and multi-site service visits, making it easier to manage urgent security requests, key holding visits, site access checks, multi-building patrols, event locations, and other non-standard security service workflows. You can also use distance-based travel fees to calculate travel between locations and charge per km or mile where needed, helping you recover travel time and patrol costs more fairly while keeping pricing clearer for customers.
Exact Site Locations, Shared Pin Links, and Google Maps URLs
Improve location accuracy, speed up dispatch, reduce location errors, and help security guards reach the exact site location faster for attendance, patrol, and hard-to-access security jobs. With Google Maps URL and shared pin capture during security booking and mobile security booking location tools for precise on-site site attendance locations, your team can paste a customer’s dropped pin or Google Maps share link into the security booking location prompt, confirm the exact site location on the map, and use precise GPS pin locations for last-minute attendance, patrol, and security requests and hard-to-find security sites.
Dispatch Faster with Real-Time Guard and Patrol Officer Tracking
Improve response times, reduce unnecessary travel, and make faster dispatch decisions with real-time fieldworker tracking. OctopusPro helps your team view active guards, patrol officers, and response teams on a live map, identify the closest available guard or patrol officer for urgent security bookings, and schedule work more efficiently based on real-time location. See how it works in our real-time fieldworker location tracking software guide.
ETA Updates and Geofenced Security Job Progress
Improve punctuality, reduce “where is my guard?” calls, and give dispatchers clearer security job progress visibility with real-time tracking and automated updates. OctopusPro combines real-time GPS tracking and live security job status updates with live ETA updates, GPS booking tracking, and running-late alerts, plus geofenced arrival and automatic fieldworker check-out. This helps your team monitor security guard travel, arrival, and departure more accurately and keep scheduled security jobs running on time.
Live Guard and Patrol Officer Tracking for Customers
Set clearer arrival expectations, improve customer confidence, and reduce unnecessary calls to your office with live security guard tracking for customers. OctopusPro lets customers follow their assigned guard or patrol officer while they are on the way, helping create a more transparent service experience and making arrival times easier to understand.
Address Privacy Until the Guard Is On the Way
Protect customer privacy, control when sensitive address details are revealed, and keep visibility aligned with your dispatch workflow. With address masking until the guard taps On the Way and fieldworker permissions that control what mobile staff can view in the app, OctopusPro helps prevent premature access to sensitive locations and supports stronger privacy controls based on security guard travel status.
Nearby Security Jobs and Proximity-Based Dispatch
Reduce travel time, improve response times, and fit more profitable guard coverage into each day with Nearby Security Bookings and proximity-based scheduling for security teams. OctopusPro helps dispatchers and security teams view security jobs by geographic proximity, identify the closest qualified guard or patrol officer, and cluster work more efficiently across site attendance security jobs, security jobs, and urgent call-outs. This supports smarter route planning and helps your team complete more security jobs without sacrificing service quality. In simple terms, Nearby Security Bookings proximity-based scheduling helps you plan around a security booking by showing nearby security jobs, road distance, and available time slots so you can cluster appointments and optimise routes. In contrast, Real-Time Fieldworker Location Tracking software shows the live location of active guards, patrol officers, and response teams, helping dispatchers identify who is closest right now for faster security job assignment and real-time dispatch decisions.
Deliver a more professional security service experience, respond faster, and build stronger long-term customer relationships by keeping every customer, site, shift, patrol, incident, and communication record in one place.
Customer CRM and Communication Management
OctopusPro’s built-in CRM tools bring together customer details, service addresses, security job records, quotes, security bookings, invoices, complaints, and a complete communication history in one organised system. You can also manage customer profile custom fields, labels, internal notes, properties or assets linked to the customer, account statements, and billing details from one profile, while giving customers a secure self-service space through customer portal profile management to keep their details up to date. This helps your team respond faster, personalise service more easily, and maintain a clearer customer record across the full relationship lifecycle.
Automated Security Reminders and Confirmations
Reduce no-shows, protect security guard time, reduce cancellations, and keep customers and security guards better informed without extra manual follow-up. With automated email, SMS, and app reminders and confirmations, OctopusPro can send reminders before scheduled appointments and confirmations with the necessary security booking information for upcoming, booked, rescheduled, changed, or cancelled security jobs. You can also customise your reminder and confirmation messages to match your workflow and branding, helping keep every appointment on track and everyone informed every step of the way.
Automate Customer and Staff Communication
Save hours of admin, reply faster, keep your office staff and security guards aligned, and present a more professional and consistent image at every stage of the security job. With email and SMS automations for customer updates, reminders, and internal staff communication, plus canned responses and reusable message templates, you can send status updates, on-the-way notifications, rescheduling alerts, quotes, invoices, payment reminders, follow-ups, internal prompts to staff, and consistent replies to common security enquiries, security booking questions, updates, approvals, and follow-ups without rewriting the same messages every time.
Two-Way Customer and Security Guard Communication
Keep everyone aligned, make communication easier to track, and reduce delays caused by scattered messages. With two-way security booking communication and direct messaging with security guards through OctopusPro, your team can contact customers, contact security teams, send updates, request approvals, answer questions, and keep chat, SMS, calls, and communication history linked to the relevant security job record instead of scattered across personal devices.
WhatsApp Integration
Reach customers and security teams faster, reduce communication delays, and manage WhatsApp messaging from one central system with WhatsApp Business integration through Meta. OctopusPro lets you use approved Meta templates for confirmations, reminders, status updates, follow-ups, first-contact auto-responses, and targeted bulk WhatsApp campaigns to mailing lists. It also helps you track template status, message completion, read rates, failures, and overall account activity, giving your team better visibility and control over day-to-day service communication and outreach.
Digital phone system, missed-call workflows, and call logging
Deliver a more professional calling experience, keep every call linked to the right customer record, and manage phone communication more efficiently from one system. OctopusPro lets your team handle business calls, SMS, voicemails, call routing, and call logs in one connected workflow, with in-app calling, branch-based number routing, missed-call workflows, and communication history tied to the right records. This helps your team stay organised and responsive without relying on personal mobiles. See the Digital Phone System guide.
Unified Notifications Hub Across Web and Mobile
Help your team respond faster, stay organised, and keep time-critical communication from being missed with one central notifications hub across web and mobile. OctopusPro brings calls, voicemails, SMS, discussions, leads, and operational updates into a notifications centre for web and security teams, supported by a live dashboard with security enquiries, SMS, and discussion widgets. This gives office staff and dispatchers a clear view of what needs attention next, helping them react faster to new leads, missed calls, internal updates, and urgent service communication.
Share Photos, Documents, and Security Job Notes with Security Guards
Give security guards the context they need before they start, reduce back-and-forth, and help security jobs get completed more accurately with better field collaboration and documentation. With security booking attachments, OctopusPro lets your team attach estimates, photos, site assessment images, instructions, invoices, and other security job-related files, while also allowing security guards to upload before-and-after photos and other field images as the work progresses. This keeps office staff and security guards aligned, improves communication, and creates clearer proof of attendance, patrol, site visit, and completion throughout the security job.
Secure Cloud Storage for Photos, Documents, and Security Job Records
Keep critical security job information secure, accessible, and easy to find throughout the full service lifecycle. OctopusPro securely stores your business data in the cloud, giving your team reliable long-term access to the records, attachments, and documentation connected to each security job. Whether your staff are in the security operation, on-site, or working remotely, they can quickly find the information they need to quote, schedule, dispatch, report, invoice, and follow up with confidence. This helps maintain continuity across every stage of the service process without relying on paper files or scattered storage systems.
Get Paid Faster and Keep Cash Flow Under Control
Shorten the time between completing work and collecting payment while keeping invoicing and payment records easier to manage. OctopusPro helps security guard companies manage invoicing, payments, deposits, and refunds more efficiently. Generate invoices quickly, collect payments through supported gateways, track balances, automate reminders, and maintain clear financial records for every security job. This reduces admin work and creates a smoother payment experience for both customers and staff.
Saved Cards, Card on File, and Flexible Deposit Terms
Reduce payment friction, make it easier for customers to approve work, and support more flexible security booking and payment workflows. With service payment terms for deposits, card-on-file, and pay-later security bookings and saved payment methods in the customer portal, OctopusPro lets you collect deposits, securely store cards for later charging, and help returning customers pay faster without re-entering their details. This is especially useful for site assessments, approval-based security jobs, emergency call-outs, recurring maintenance, and balance-after-service workflows.
Card-present, mobile, and online payments in one workflow
Get paid faster, reduce admin, and give customers more ways to pay with one connected payment workflow. OctopusPro supports online deposits and secure payment methods, mobile payment collection, card-present payments at the security operation, and secure payment links sent with quotes and invoices. It integrates with multiple payment gateways, including Stripe, PayPal, Authorize.Net, Square, Checkout.com, eWAY, WePay, and Tap, so you can collect deposits, balances, and on-site payments more efficiently while keeping quoting, invoicing, and payment collection connected in one system.
Ad-Hoc Services and On-Site Charge Adjustments
Capture extra labour, security equipment, and one-off charges immediately so changing security job scope does not lead to missed revenue. With custom services and non-catalog line items added from the fieldworker app, security guards can record unexpected labour, site assessment time, emergency security equipment, fluids, and other additional security job items directly in quotes, security bookings, and invoices from the field.
Integrate with industry-leading payment gateways
In-App Invoicing and Payment Collection for Mobile Security Jobs
Close out security jobs faster, invoice sooner, get paid closer to security job completion, and make payment collection easier while the security guard is still on-site. With instant invoicing and in-app invoicing and payment collection, OctopusPro lets security guards create invoices and take payment as soon as the security job is completed, helping reduce delays, improve transparency, shorten the gap between finishing the security job and collecting payment, and keep cash flow security.
Invoice Labels, Tracking, and Audit Trail
Stay organised, resolve disputes faster, and give your team clearer visibility over invoice progress with invoice labels and tags plus a detailed invoice history log and audit trail. Categorise invoices by workflow stage, track key actions such as sent, edited, paid, or voided, and quickly review what changed, when it changed, and who made the update. This makes it easier to manage finance workflows, investigate billing questions, and keep invoice records clearer and more accountable as your operation grows.
Digital Signature Capture
Approve work faster, reduce paperwork, and create a more reliable sign-off process with digital signature capture. Collect customer approval and sign-off for quotes, security bookings, and invoices electronically, whether the customer signs through any browser on their own phone or device using a secure link, or signs on-site through the fieldworker app when the security guard is with them. This helps you confirm approvals faster, capture proof of service more professionally, and maintain a clearer digital record without paper forms.
Automated Payment Reminders
Improve collections, protect cash flow, reduce overdue invoices, and save your team time with automated payment reminders. Automatically send unpaid and overdue invoice follow-ups by email, SMS, and WhatsApp. It also works well with customer billing cycles for consolidated invoicing and custom invoice due dates and billing terms, making it easier to align reminders with agreed payment schedules, recurring billing arrangements, and customer-specific billing dates so you can get paid faster and manage accounts more consistently.
Branded Invoice PDFs and Payment Advice
Look more professional, reduce confusion, and help customers pay faster with clear branded invoice documents. With custom invoice PDF templates, branding, and payment advice, you can add your logo, choose logo alignment, customise the layout, and style your invoices with your preferred font family, font size, font color, and border color to better match your brand. You can also add custom header and footer content, include clear payment instructions, terms, warranty notes, or legal disclaimers, and apply different branding for different trading names, helping make invoices easier to understand, more consistent, and more professional to send.
Payment Tracking, Due Dates, and Terms
Improve cash flow control, set clearer payment expectations, and make balances, deposits, refunds, and due dates easier to manage. OctopusPro gives staff and customers clear visibility of payments, receipts, deposits, and refunds, including paid amounts, outstanding balances, and payment history, while allowing you to apply invoice due dates and payment terms such as pay on completion, security booking start, Net terms, or fixed billing dates at invoice, customer, service, or company level. This makes it easier to support trade accounts, part-payments, and deposit-based security jobs, track overdue invoices more accurately, and align reminders and collections with agreed payment schedules.
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Efficiently Manage Large Security Contracts and Repeat Site Coverage Work
Handle higher security job volume more efficiently, deliver more consistent service, and keep commercial security and contract work organised from one connected system. OctopusPro helps businesses serving commercial portfolios, trade accounts, logistics operators, government security jobs, and corporate clients manage multiple security jobs, repeated security jobs, and long-term service contracts in one place. With security service history tracking, automated communication, and centralized scheduling, it becomes easier to coordinate ongoing work, maintain service quality, and manage contract customers more effectively as your business grows.
Group and Merge Invoices
Reduce billing admin, improve invoice clarity, and present customers and commercial and repeat customer accounts with a more professional view of charges using grouped and merged invoices. This is especially useful for trade accounts, recurring maintenance programs, and businesses security multiple security jobs for the same client, helping you keep billing accurate and easier to manage as your operation grows.
Optimise Billing Cycles for Trade Accounts and Commercial Security Clients
Reduce billing admin, simplify reconciliation, and manage high-volume commercial invoicing more efficiently with flexible billing cycle management. OctopusPro helps you group multiple completed security jobs into scheduled invoices for trade accounts, commercial security clients, and other commercial customers, making recurring billing clearer, more organised, and easier to control.
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Configured for Your Security Workflow
Run your business more efficiently with a system that fits your workflow instead of forcing you into a generic setup. OctopusPro supports mobile, security operation, and hybrid service completion workflows, so you can manage the way you work today and adapt more easily as your business grows.
Multi-location security operation and branch management
Keep growing without losing control by managing multiple branches, mobile service zones, and hybrid operations in one system. OctopusPro helps you assign services and security guards by location, control which branch handles each security booking, filter schedules by area, and keep reporting, payments, and operations organised as your business expands. See Multi-Location POS, Security Booking Location Types, and Fieldworker Security Service Areas.
Distance-Based Travel Fees and Geo-Pricing Zones
Protect margin on mobile work and charge more accurately for travel, distance, and security service area pricing. With distance-based travel fees for mobile security guard call-outs and geo-pricing zones for field security service areas, OctopusPro can automatically apply free travel thresholds, per-kilometre or per-mile charges, and different pricing by suburb, postcode, or service zone, so the right travel fee is added without manual calculation.
Team Security Jobs with Lead Guards and Assistants
Complete larger security jobs more efficiently, define team roles more clearly, and keep accountability and payroll organised when multiple security guards are needed on-site. OctopusPro lets you assign multiple security teams to one security booking and manage subworkers and team accounts for lead security guards and assistants for bigger security jobs, site attendance work, commercial security, and specialist support.
Real-Time Security Guard Activity Log
Improve accountability, resolve disputes faster, and give managers clearer visibility with a real-time activity log and audit trail. OctopusPro records security guard actions, status changes, and security job updates as they happen, making performance easier to monitor and issues easier to investigate.
Security Guard Time Tracking, Attendance, and Timesheets
Track labour more accurately, improve payroll confidence, and get clearer visibility into security guard productivity. OctopusPro records attendance, check-in and check-out activity, travel, security job progress, and working hours in real time, helping you reduce reliance on manual timesheets and improve accountability, payroll accuracy, and reporting. See Fieldworker Check-In / Check-Out Tracking and Security Teams, Sub-workers & Payroll.
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Security Guard Payroll and Commission Management
Improve payroll accuracy, reduce admin, and manage security guard commissions and mixed pay models with more confidence. OctopusPro helps you calculate earnings, commissions, and payouts more reliably for employee security guards, subcontractors, and mixed pay structures, helping reduce manual work and payroll disputes. See Fieldworker Payroll Management & Reconciliation.
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Reduce Complaints and Deliver a Better Customer Experience
Resolve issues faster, protect your reputation, improve customer satisfaction, and give customers more confidence with a clearer, more reliable complaint handling process. OctopusPro helps you manage complaints and service issues, handle payment issues and service questions, keep customers updated, track progress, and maintain complete customer communication records with a full history of actions taken. With issue and complaint management for service businesses, your team gets clearer workflows, better visibility, and stronger accountability so problems are handled properly, resolved faster, and nothing slips through the cracks.
Customer Feedback and Review Management
Build a stronger reputation, improve service quality, gain clearer customer insights, and add more trusted social proof with customer feedback, ratings, and reviews for service businesses. OctopusPro helps you collect internal feedback, monitor customer sentiment, and improve service completion. You can also use Google Reviews integration and automated review requests to display public Google Reviews, send customers to your Google review page, and automate review requests by email and SMS.
Automated review requests and customer reactivation marketing
Save time, re-engage past customers, and promote future services more effectively with automated follow-up and targeted outreach. OctopusPro helps you request feedback after completed security jobs using Customer Feedback, Ratings & Reviews, automate follow-up workflows through Workflow Automations, and use Mailing Lists plus Mailchimp Integration to re-engage customers, market seasonal or recurring services such as site assessments, site access checks, and commercial site coverage and repeat security work, and keep your business in front of the right audience with less manual effort.
Mailing Lists and Customer Marketing
Grow repeat business, improve campaign targeting, and keep your marketing organised with built-in mailing list management software for service businesses. Create customer and staff mailing lists using filters like location, security service history, labels, and security booking status, then use them for promotions, reminders, updates, and reactivation campaigns. You can also integrate OctopusPro mailing lists with Mailchimp for email marketing, automation, and reporting, and learn how to manage campaigns more effectively in the mailing lists marketing guide.
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Accounting Integration with Xero and QuickBooks
Save admin time, reduce double entry, improve accuracy, and make reconciliation easier by connecting OctopusPro with Xero and QuickBooks accounting integration. OctopusPro helps security guard and protective services businesses sync customers, invoices, payments, and service items between their operational and financial systems, so security operation, mobile security guard, and commercial security billing records stay aligned. This makes it easier to automate invoice creation from quotes, security bookings, and completed security jobs, track deposits and part-payments, keep overdue balances visible, issue receipts and payment confirmations, and give your bookkeeper or accountant cleaner, more up-to-date records for reporting, reconciliation, and tax time.
Open API, Webhooks & Third-Party Integrations
Reduce manual work, connect your systems more effectively, and keep data flowing smoothly across your business with API access, webhooks, and third-party integrations. OctopusPro can connect with Mailchimp, Google Maps API, Google Reviews, Facebook Page & Messenger, and external CRM, ERP, accounting, and reporting platforms. With the Open API and webhooks, you can sync customers, security enquiries, quotes, security bookings, invoices, and payments, build custom portals or apps, create dashboards in Power BI, Looker, and Tableau, and trigger real-time actions such as Slack or Teams alerts when quotes change, payments are approved, or missed calls need follow-up.
Secure, Searchable Reporting for Your Entire Operation
Make better decisions faster, track performance more accurately, and keep a reliable record of your business activity with secure, searchable reporting. With real-time reporting across security bookings, security guards, customers, invoices, payments, sales, and operational activity, you can quickly find the data you need, monitor trends, export reports when required, and maintain clear visibility across your entire operation.
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Offer a Branded App Experience for Your Business
Strengthen your brand, make your business look more professional and established to security teams, and give repeat customers an easier way to remember, access, and stay connected with your business. With your own branded service industry app, you can publish the OctopusPro app under your company name and business identity, helping your business appear larger, more credible, and more trustworthy. For customers, this is especially valuable if you offer repeat or recurring services, as they can access your business more easily and receive push notifications through your branded app, helping build stronger familiarity, trust, and long-term loyalty.
Available Wherever Your Team Works
Keep office staff and security guards productive from the security operation, the road, or the customer site with one connected system available on iOS, Android, and the web. With fieldworker app access and mobile security job management, your team can stay connected and manage work from anywhere.
Reliable Cloud-Based Data Security
Protect sensitive business data while maintaining stronger access control, accountability, and operational control across your team. OctopusPro supports role-based user permissions and secure staff access control, helping reduce risk while ensuring the right team members can securely access the records and information they need from anywhere.
Educational Videos and User Guides
Help your team get up to speed faster and make better use of the platform with the OctopusPro User Guide, webinars, onboarding resources, and training videos and product walkthroughs. Find step-by-step setup guides, tutorials, and real workflow examples to support onboarding, daily operations, and ongoing improvement across your office and field teams.
Support and Training for Your Security Guard Business
Implement faster, train your team more confidently, and get more value from the platform as your business grows. Whether you are launching a new security operation, scaling a mobile security guard team, or managing a mature commercial security operation, OctopusPro’s support and success team can help with onboarding, setup, training, and more advanced requirements so you can implement the system with confidence and get the most from the platform.