Tools We Recommend for New Security Companies

1. Insurance: El Dorado Insurance

What it does. El Dorado Insurance Agency, Inc. writes coverage for private security businesses. Its site lists general liability, errors and omissions, commercial auto, workers' compensation, commercial property, employment practices liability (EPLI), and umbrella coverage. It says it gets quotes from specialized carriers.

Who it's for. Security guard companies, plus security consultants, executive protection, private investigators, alarm installers, and related businesses. The site lists offices in Houston, Texas and Bakersfield, California. El Dorado says it has been in business since 1968.

Why you need this category. Most clients want a certificate of insurance before your first shift. Workers' comp is priced on payroll, so it is a direct input to your bill rate.

Pricing. El Dorado's site says "a small security company may pay $3,000 to $4,000 per year for a good General Liability policy," and that premiums can vary widely.

Visit El Dorado Insurance(sponsor)

How to choose an insurance agency

• Does the agency write security guard accounts regularly?
• Can it quote armed and unarmed work, if you plan both?
• What liability limits do your target clients require?
• How fast can it issue certificates of insurance and add clients as additional insureds?
• Are there exclusions for your post types, such as bars or construction sites?
• Is workers' comp quoted on your real payroll and class codes?

2. Guard management software: Trackforce

What it does. Trackforce sells TrackTik, which it describes as "the end-to-end platform for security operations." The site lists guard tours and mobile patrol, incident reporting, scheduling, attendance tracking, dispatch, and contract, billing, and payroll tools. Trackforce says it is also home to GuardTek and Silvertrac.

Who it's for. Security firms that run guarding companies and enterprise in-house security teams. It reports more than 4,600 security organizations using TrackTik.

Why you need this category. Clients pay for proof. Guard management software records when officers arrive, where they patrol, and what they report. It also ties those hours to billing and payroll so the numbers match.

Pricing. Not listed on the homepage. See the vendor's pricing page or request a quote.

Visit Trackforce

How to choose guard management software

• Does it handle guard tours or checkpoint scans the way your clients want proof?
• Can officers file incident and daily activity reports from a phone?
• Can clients see reports without calling you?
• Does it connect time records to billing and payroll?
• What does it cost at your size today, and at three times your size?
• How long does setup take, and who trains your supervisors?

3. Scheduling and team app: Connecteam

What it does. Connecteam brings scheduling, time tracking, communication, and HR into one app. Its site lists a time clock, scheduling, forms and checklists, task management, chat, onboarding, training, and documents with e-signature.

Who it's for. Connecteam says it is built for frontline teams. Its industry menu includes a security section.

Why you need this category. Officers call off. Shifts change. You need one place where everyone sees the schedule, clocks in from a phone, and gets updates. A smaller tool like this can work before you need full guard management software.

Pricing. The site says: "Under 10 employees? Enjoy full access 100% free!" Paid plans apply above that. Check the vendor's pricing page for current terms.

Visit Connecteam

How to choose a scheduling app

• Can officers see their schedule and swap or pick up shifts from a phone?
• Does the time clock record location, if your clients need it?
• Can you send post orders or updates to one site's team only?
• Can it export hours to your payroll service?
• What happens to the price when you pass 10, 25, and 50 people?

4. Background checks: Checkr

What it does. Checkr runs employment background checks. Its site lists criminal background checks, driving record (MVR) checks, employment verification, education verification, identity verification, and drug testing.

Who it's for. Employers hiring at any volume. Checkr's site includes a small business section.

Why you need this category. Your state may run its own check for officer licensing. Many companies also run their own check before hiring. Clients may ask how you screen officers. A consumer reporting agency gives you a documented process.

Pricing. Checkr's pricing page lists workforce packages at $29.99 (Basic), $59.99 (Essential), and $94.99 (Complete) per report. Court and database access fees may apply and are passed through at cost.

Visit Checkr

How to choose a background check provider

• Which searches does each package include: county, state, federal, national?
• Does it offer driving records for patrol drivers?
• Are third-party court fees included or extra?
• Does it handle candidate authorization and adverse action notices in its workflow?
• How fast are typical results in the counties where you hire?

Get written authorization from every applicant before running a check. Ask an employment attorney about your obligations.

5. LLC formation and registered agent: Northwest Registered Agent

What it does. Northwest Registered Agent forms LLCs and corporations and serves as a registered agent. It also offers annual report filing, EIN service, and a business address service.

Who it's for. Owners forming a new entity who want an agent to receive state and legal mail.

Why you need this category. Your state licensing application will usually ask for your entity documents. A registered agent receives lawsuits and state notices for your company. Northwest says it lists its own address on public filings instead of yours.

Pricing. Northwest's registered agent page lists $125 per year, and $100 per year per state for five or more states. State filing fees are separate.

Other claims from the vendor. Northwest says it "never sell[s] your data" and that it scans normal business mail free for up to 5 documents a year.

Visit Northwest Registered Agent

How to choose a formation service or registered agent

• What is the first-year price, and what does it renew at?
• Are state filing fees included or extra?
• Whose address appears on public filings?
• How fast do they forward legal notices, and how?
• Can you change agents later without a fee?

You can also be your own registered agent in most cases. Check your state's rules.

6. Payroll: Gusto

What it does. Gusto runs payroll and says it will file taxes and identify tax credits. Its site also lists benefits such as health, dental, and 401(k), time tracking that syncs with payroll, and workers' comp through its business insurance offering.

Who it's for. Small businesses running payroll for employees.

Why you need this category. Payroll is your largest cost. Late or wrong payroll taxes add penalties. Officers who are paid late quit. A payroll service files the taxes and keeps the records.

Pricing. Gusto's pricing page lists Simple at $49 a month plus $6 per person, Plus at $80 a month plus $12 per person, and Premium at $180 a month plus $22 per person. Gusto describes Simple as basic payroll in one state.

Visit Gusto

How to choose a payroll service

• Does it file federal, state, and local payroll taxes for you?
• Does it handle every state you will operate in?
• Can it import hours from your scheduling or guard management app?
• Does it support weekly pay, if your officers expect it?
• What is the monthly cost at 10, 25, and 50 people?