Amela
GuardCo Japan Co., Ltd. — Business Transformation Story
ℹ︎For confidentiality, company names, project names, and system screenshots are replaced with pseudonyms and mock data.

Without halting operations, onward to the next decade.

SecuFlow is an integrated management platform that unifies a security firm's entire back office (field guard deployment, attendance, payroll/withholding, billing, statutory training). It powers field operations handling 10,000+ deployments per month.

This is the story of rebuilding the legacy system — “deployment sheets hand-maintained in Excel, payroll and billing double-entered, statutory training tracked on paper” — through a 14-month zero-downtime renewal into a new end-to-end platform from deployment to billing.

Read the transformation story Try the demo
Deployment sheet
Excel, by hand→Real-time
Payroll & Billing
Double entry→Auto-linked
Statutory training
Paper-based→Renewal gaps surfaced
On-site clock-in
Paper attendance sheet→Smartphone QR
SecuFlow
Deployment Management Dashboard
SiteMonTueWedThuFri
Site A !
Site B
Site C
On-site QR clock-in
Attendance data flows into payroll automatically
Clocked in
01
CLIENT
About the client

A leading Japanese security-services company, GuardCo Japan.

The company deploys guards to sites at facilities, events, and traffic-control points nationwide. With many guards and sites to manage, back-office work — deployment, attendance, payroll, billing, and statutory training — underpins the entire business.

A tightly regulated industry, with statutory training (initial and refresher) and guard certification exams mandated under the Security Services Act. As the business expanded, siloed Excel-and-paper operations hit their limit.

10,000+
Monthly deployments
1,000+
Registered guards (certifications & training history)
Nationwide
Site coverage
BUSINESS FLOW
STEP 1
Deployment planning
Assign guards by site × date
STEP 2
On-site attendance
Clock in and out via smartphone QR
STEP 3
Payroll calculation
Automated from attendance to withholding tax
STEP 4
Billing
Compliant invoice issuance
02
CHALLENGE
The business challenges they faced

Four business challenges holding back growth.

Not a technical issue but a management challenge that touches productivity, compliance, and revenue directly.

Deployments can't be tracked in real time
Excel deployment sheets updated by hand. Duplicate deployments and gaps occur, leaving the response to sudden on-site shortages a step too late.
Double entry for payroll and billing crushes month-end
Attendance → payroll → billing re-entered into separate ledgers. Transcription errors and overtime became the norm.
Renewal-gap risk for statutory training and certifications
Guard training and certification records kept on paper. Overlooked renewal deadlines become a direct compliance risk.
Handling the invoice system and reduced tax rate
Qualified invoices and tax-rate calculations handled by hand, so calculation errors and review effort kept piling up.
03
TRANSFORMATION
Transformation delivered together

Without halting operations, into the next decade across four domains.

Deployment, attendance, payroll, billing, and statutory training unified onto one platform, migrating without service downtime by syncing data from the legacy system in phases (delivered with Amela). Field staff clock in via smartphone QR; headquarters moves to zero double entry.

Amela
EXECUTION
14months
Duration
110person-months
Total effort
Domain ①
Deployment management
BEFORE
Excel deployment sheets updated by hand
AFTER
Visualize site × date in real time
Instantly detect duplicate deployments and gaps
Domain ②
Attendance → Payroll
BEFORE
Paper attendance sheets re-entered into payroll ledgers
AFTER
Automated from QR clock-in to withholding tax
Zero double entry, no transcription errors
Domain ③
Billing & Invoicing
BEFORE
Tax rates and qualified invoices calculated by hand
AFTER
Auto-issue compliant invoices
Reduced tax rate and registration number applied automatically
Domain ④
Statutory Training & Certifications
BEFORE
Training and certification records kept on paper
AFTER
Unify certifications and training in one place
Renewal-deadline gaps surfaced automatically
Backend
LaravelPHPMySQL
Frontend
jQueryBootstrap
Infra
AWS S3⚡DomPDFQRQR code
04
IMPACT
The impact on the business

GuardCo Japan's business advances into its next decade.

Month-end closing overtime sharply reduced
Report-building workload ▲70%, payroll and billing linked automatically.
Zero-gap deployment operations
Track deployment status in real time and refill instantly.
A higher compliance baseline
Prevent missed renewals of statutory training and certifications.
Headroom to invest in the next wave of growth
Redirect back-office effort into field expansion.
🏢
STAKEHOLDER
HQ Administrator
Before
Each task managed separately in Excel and on paper
After
Manage deployment through billing on one screen
Business Impact
Back-office workload ▲70%
🛡️
STAKEHOLDER
Field Guard
Before
Hand-written paper attendance sheets, pending submission
After
Instant clock-in via smartphone QR
Business Impact
Attendance reflected into payroll automatically
📋
STAKEHOLDER
Accounting & HR
Before
Withholding tax and billing calculated by hand
After
Auto-generate compliant invoices
Business Impact
Fewer calculation errors, less review effort
05 — DEMO

Experience the renewed system in a live demo.

Three scenarios you can operate right in the browser.

FLAGSHIP
Deployment Management Dashboard
HQ administrator — assign guards by site × date, spot gaps instantly.
Launch demo →
Payroll & Billing — auto-linked
Accounting & HR — from attendance to payroll/withholding and compliant invoices.
Launch demo →
On-site QR clock-in and certification check
Field guard — clock in via QR on a smartphone, check statutory training and certifications.
Launch demo →