Security Post Orders and Schedule Audit Playbook

Security spend leaks when there is no measurable schedule to reconcile against.

This playbook installs:

• post orders that define what each post does
• shift schedules and rosters that define hours
• overtime and coverage rules
• invoice reconciliation against scheduled hours

What you will produce

1. Post orders by site and post
2. Shift schedule and staffing roster
3. Overtime pre-approval rule
4. Weekly schedule-to-invoice audit
5. Dispute process for non-compliant billing

Step-by-step implementation

Step 1: Create post orders

Post orders define:

• where the guard is stationed
• what they do
• what logs are required
• what counts as escalation

Step 2: Publish shift schedules

You cannot audit hours without a schedule.

Step 3: Require overtime pre-approval

Overtime should be the exception, not the default.

Step 4: Reconcile invoices to schedules weekly

If you wait until the month-end invoice, recovery is harder.

Templates

A) Post order template (copy and paste)

Copyable template (TEXT)
Copy
Security Post Orders

Site:
Post name:

Primary responsibilities:
- Responsibility 1
- Responsibility 2

Patrol expectations:
- Route:
- Frequency:
- Checkpoints:

Required logs:
- Start of shift log
- Incident log
- Visitor log

Escalation triggers:
- Trigger:
- Who to contact:

B) Shift schedule and roster (copy and paste)

Copyable template (TEXT)
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Shift Schedule and Roster

| Site | Post | Day | Shift start | Shift end | Scheduled hours | Assigned guard |
| ---- | ---- | --- | ----------: | --------: | --------------: | ------------- |

C) Overtime approval request (copy and paste)

Copyable template (TEXT)
Copy
Overtime Approval Request

Site:
Post:
Date:
Requested overtime hours:
Reason:
Approver:
Decision:

D) Weekly invoice-to-schedule reconciliation (copy and paste)

Copyable template (TEXT)
Copy
Weekly Reconciliation

Week ending:

| Vendor | Site | Scheduled hours | Billed hours | Variance | Reason | Action |
| ------ | ---- | --------------: | ----------: | -------: | ------ | ------ |

E) Dispute email (copy and paste)

Copyable template (TEXT)
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Subject: Security invoice discrepancy

Hi [Name],

We reviewed billed hours for [site] and found a variance versus the approved schedule.

Variance details:
- Scheduled hours:
- Billed hours:
- Difference:

Please provide supporting evidence or issue a corrected invoice.

Thank you,
[Name]

Common failure modes

• no schedule exists, so every billed hour is treated as valid
• overtime is approved after the fact
• variances are not logged, so the same issue repeats