Oracle Security · Billing
How Oracle Security took the grind out of weekly shift billing
Shifts were in one place; invoices were built somewhere else
Oracle Security supplies staff to venues, bars, clubs, and static sites. Rosters, guards, and completed shifts live in Guardhouse, their workforce management system.
Each billing week, finance still had to gather those shifts, check pay and charge rates against each contract, type figures into QuickBooks, prepare emails for clients, and pass data to their finance portal. It was repeatable work, but it ate hours and mistakes were easy when everything was copied by hand.
One run from shifts to draft invoices
The automation reads completed shifts from Guardhouse, compares rates to the contract sheet the client maintains, and builds verified invoices per site.
QuickBooks drafts are created in the same pass. Client invoice emails and finance-portal staging happen together, and the team can trigger sending when timesheets are complete instead of being tied to a fixed day of the week.
Ops and finance see the same numbers
Site names, rates, and invoice numbers stay in spreadsheets Oracle Security already owns. The automation reads those each time, so small changes do not need a developer.
Billing week becomes a steady routine: fewer handoffs, less retyping, and a clear check before anything goes out the door.
How a billing week runs
- 01
Pull completed shifts
From the workforce system.
- 02
Check the rates
Against the agreed contract.
- 03
Draft in QuickBooks
Ready for finance to review.
- 04
Send when ready
Client emails and portal updates.
What it runs on
Billing runs as a routine, not a fire drill
Before
Manual
Spreadsheets, then retype into accounting
After
Scheduled
Shifts to QuickBooks drafts to client pack
Same weekly cycle, with most of the copying removed.