Payroll-to-Billing Reconciliation Worksheet
The gap between hours paid and hours billed is where small security companies quietly lose money. Run this every pay period and the leak shows up in one column.
Built for Owner-operators and office managers who bill hourly across multiple contracts. · Updated 2026-08-01
PPO #122730How to use it
- 1.Pull scheduled hours, timesheet hours, and invoiced hours for each contract in the same period.
- 2.Investigate any line where paid hours exceed billed hours — that is unbilled labor.
- 3.Calculate loaded cost per hour, not just wage, before you judge a contract's margin.
- 4.Flag contracts under your target margin for a rate conversation at renewal.
- 5.Keep completed worksheets by period as your internal profitability history.
By contract, this pay period
| Client / contract | Scheduled hrs | Paid hrs | Billed hrs | Variance | Loaded cost | Revenue | Margin % |
|---|---|---|---|---|---|---|---|
| TOTALS |
Loaded cost build-up
Your true cost per officer hour is well above the wage. Fill this once and reuse it.
Base hourly wage
Payroll taxes
Workers' compensation
General liability insurance allocation
Uniforms, equipment, and training amortized per hour
Supervision and overhead allocation
TOTAL loaded cost per hour
Variance investigation
- Overtime worked but billed at straight time
- Relief or training hours never added to the invoice
- Post covered past contracted end time without a change order
- Travel or mileage absorbed instead of billed
- Callout coverage paid at premium but billed at base
- Invoice sent from the schedule instead of from actual timesheets
Free resource from Summit Force Security Group, PPO #122730. This document is general information, not legal, insurance, or compliance advice, and it is not endorsed by any government agency. Requirements change: confirm current rules with your insurer, association counsel, or the relevant agency before you rely on it.
Connected concepts
This page is a node in our security knowledge graph. Follow the chain instead of starting over.
- Security CostOfficer hours, pass counts, and coverage windows priced out against the loss they prevent.
- Security ROIAvoided vandalism, turnover, and claim costs measured against the annual security spend.
- Security MetricsThe five numbers a board should see monthly: passes, incidents, response time, trend, cost per pass.
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