Featured case study · Security services · Since 2021
Transforming Security Operations Through Intelligent Technology
How Funtash partnered with Piffers Security System since 2021 to build an integrated enterprise ecosystem, automate operations and introduce AI-powered security management.
- Client
- Piffers Security System
- Website
- piffers.net
- Partnership
- Since 2021
- Scope
- ERP · Automation · AI · SaaS
Piffers ERPBuilt by FuntashA national security company with complex operations
Piffers Security System is one of Pakistan's leading security services companies, operating across multiple regions and branches. It manages a large workforce of security guards, serves corporate customers at their sites, and runs commercial contracts, inventory, operations and regulatory obligations at the same time.
Running all of this on paperwork, registers and spreadsheets meant that information lived in many places and depended on manual effort. A connected technology ecosystem was the only way to give management one reliable view of the business.
Branches & regions
Multiple branches mapped to regions, each with its own records.
Large guard workforce
Hundreds of security personnel across customer sites.
Corporate clients & sites
Customers with one or more secured sites and contracts.
Allocation & attendance
Which guard is at which site, and whether they reported.
Inventory & equipment
Equipment received, distributed and issued to guards.
Licences & documentation
Regulatory licences and documents with renewal dates.
Payroll & finance
Monthly salaries for staff and guards, linked to accounts.
Sales, tenders & onboarding
Leads, government tenders and new customer onboarding.
Five phases, one long-term partnership
What started as a basic ERP project in 2021 grew, phase by phase, into a complete digital transformation ecosystem.
- 2021
Initial ERP development
A centralised ERP for Piffers' administrative and operational requirements.
- Phase 2
Enterprise digitalisation
HRM, payroll, inventory, customer and commercial management, regulatory affairs, sales and LMS.
- Phase 3
Automation & integration
WhatsApp automation and Meta verification, email notifications, QuickBooks and ZKTeco integration.
- Phase 4
AI-powered operations
AI tender management, automated document workflows, workforce heat maps and AI Notes.
- Phase 5
Independent security solutions
Separate Visitor Management and Parking Management systems, offered as SaaS.
Build the core, then connect and automate
- 1
Start with the core
Centralise administration, branches and records in one ERP before automating anything.
- 2
Expand module by module
Add HRM, payroll, inventory, customers, compliance, sales and training as operations demanded.
- 3
Connect the tools people use
Link the ERP to WhatsApp, email, QuickBooks and attendance devices.
- 4
Add AI where it saves real time
Apply AI to tenders, meetings and workforce visibility, the areas with the most manual effort.
One core, connected tools, an AI layer on top
Every module shares the same records, so a customer, a site, a guard or an item of equipment exists once and is visible everywhere it matters.
Nine modules that run the organisation
Each module replaced a paper register, a spreadsheet or a manual process.
Administration & branch management
- Centralised administration dashboard
- Multi-branch management and branch-wise records
- Region management and branch-to-region mapping
- Rental property records
- Centralised organisational information
Regulatory affairs
- Company licences and regulatory documents
- Licence expiry and renewal tracking
- Compliance records and document monitoring
- Alerts for upcoming expirations
So important licences and documents are never overlooked.
Human resource management
- Profiles for office staff and security guards
- Centralised workforce database
- Employment and verification records
- CNIC and document records with expiry tracking
- Employee and guard verification
Payroll management
- Attendance-based payroll
- Salary calculations and records
- Guard-wise payroll
- Attendance and guard allocation integration
Less manual calculation in monthly payroll.
Customer & contract management
- Complete customer database and profiles
- Unique Site IDs for every customer site
- Contract records and service information
- Guard allocation per customer and site
- Contract expiry monitoring
Management sees which customer, which site and which guards.
Commercial management
- Customer commercial information
- Contracts and associated records
- Links to operational records
Inventory management
- Head office receiving
- Distribution and transfers between branches
- Branch-wise stock management
- Guard-wise equipment allocation
- Movement history, accountability and reporting
Built to address reported previous inventory loss exposure of around PKR 3 million.
Sales & lead management
- Lead management and tracking
- Sales pipeline and progression
- Follow-ups and activity monitoring
- Lead-to-customer conversion records
Learning management system
- Training courses and materials
- Training sessions and learning records
- Online assessments and results
- Certificate generation and issuance
From untracked equipment to full accountability
Before the system, equipment moved between head office, branches and guards with little visibility, and Piffers reported inventory-related losses of around PKR 3 million (30 lakh). The inventory module tracks every item from receiving to the guard who holds it, improving accountability and visibility to help reduce those losses.
- 1Head office receiving
- 2Branch distribution
- 3Branch stock
- 4Guard allocation
- 5History & reports
The ERP talks to the tools people already use
WhatsApp Business automation
Funtash helped get Piffers' WhatsApp Business account Meta verified, then connected it to the ERP so events trigger messages automatically.
- Welcome messages when a customer is onboarded
- Onboarding notifications
- Contract expiry reminders
- Important customer and operational updates
Email notifications
Automatic emails run alongside WhatsApp for the same ERP events, so routine communication no longer depends on someone remembering to send it.
- Onboarding and renewal emails
- Operational updates
QuickBooks integration
The ERP is integrated with QuickBooks so relevant operational and financial information is synchronised, connecting day-to-day operations with accounting and financial reporting.
- Operations and finance connected
- Less duplicate data entry
ZKTeco attendance integration
ZKTeco attendance machines are integrated with the attendance ecosystem, so hardware-based attendance feeds HRM and payroll instead of sitting in a separate record.
- Device attendance in HRM
- Attendance-based payroll
AI applied where manual effort was highest
AI-powered tender management
A team member used to search government tender websites, identify relevant tenders, review requirements and prepare documents by hand, a process that could take around seven hours. Funtash built an AI system that automates major parts of that work.
- 1Discover
- 2Extract & sync
- 3AI summary
- 4Evaluate
- 5Prepare documents
- Monitoring of multiple Pakistani government tender websites
- Automatic tender extraction and central synchronisation
- AI-powered summaries and analysis
- Evaluation assistance
- Letterhead-based document generation
- Compilation, preparation and upload workflows
Workforce monitoring & heat map
Guards check in through the security personnel mobile app. Each check-in updates attendance and records location information, which the platform shows on a map and a geographic heat map of guard distribution.
Visibility is based on check-ins. It is not continuous GPS tracking.
AI Notes: meeting automation
When a Piffers representative meets a corporate customer, an automation bot captures the discussion, produces structured notes with key points and follow-ups, and sends them to the ERP, where they can be shared with the customer and other participants.
- 1Meeting
- 2AI capture
- 3Structured notes & follow-ups
- 4ERP
- 5Shared
Website & quotation requests
Funtash also built the Piffers website, giving prospective customers a digital channel to request quotations. Enquiries feed a quotation workflow that supports business development and customer acquisition.
Independent security solutions
Built as separate systems, not ERP modules. Both run on a SaaS model and can be used by other organisations.
Visitor Management System
A dedicated system that digitises visitor registration and management. A standalone security and facility management solution.
Parking Management System
A dedicated system for managing parking operations digitally.
What changed for Piffers
- 01
One connected ecosystem
Administration, workforce, customers, inventory, compliance, sales and training share one platform instead of separate registers and spreadsheets.
- 02
Accountability for equipment
Every item is tracked from receiving to the guard who holds it, addressing reported loss exposure of around PKR 3 million.
- 03
Renewals that are not missed
Licences, employee documents and customer contracts carry expiry dates and alerts.
- 04
Payroll tied to attendance
Attendance from the app and ZKTeco devices feeds guard-wise payroll.
- 05
Routine communication automated
WhatsApp and email messages are triggered by ERP events.
- 06
Tender work automated
Major parts of a process that took around seven hours are now handled by AI.
Long-term technology partnership
The same platform, ready for your security company
Everything built for Piffers is now available as the Funtash Security Management Platform.
Running a security company on registers and spreadsheets?
Tell us how your branches, guards and clients are managed today. We'll show you how the same ecosystem can work for you.
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