The verdict in three sentences
For an agency handling more than 300 port calls a year, running proforma (PDA) and final disbursement accounts (FDA) on spreadsheets is the main source of unrecovered disbursements, often 1 to 3 % of revenue. Custom software at 100,000 - 250,000 USD in Singapore automates the full port call cycle, from appointment to final invoice to the owner. Most agencies pay it back in 12 to 24 months from recovered disbursements alone.
The port call cycle and its financial leaks
A call by a bulker or container ship involves a dozen parties: port authority, pilotage, towage, terminal operator, customs, immigration, port health, bunker and ship chandlers. Each one bills the agent, who advances the funds and recharges the owner. When these invoices arrive by email, messaging apps and paper, some never make it into the final account.
| Port call step | Spreadsheet practice | Financial risk (2026 estimate) | With dedicated software |
|---|---|---|---|
| Appointment and PDA | Proforma copied from a previous call | Outdated tariffs, 5 to 15 % gap | Current tariffs, PDA in 10 min |
| Funding request to owner | Manual email | Short advances, cash strain | Automated cash call and reminders |
| Operations tracking | Paper statement of facts | Demurrage miscalculated | Timestamped SOF, laytime computed |
| Disbursement collection | Scattered invoices | 1 to 3 % of revenue not recharged | Every invoice linked to the call |
| FDA and closing | 3 to 6 weeks after sailing | Disputes and late payment | FDA in 5 to 10 days with vouchers |
| Port and customs filings | Double entry | Penalties and late manifests | Data exported to filing systems |
Closing time is also a cash issue: an agency that issues FDAs in 40 days instead of 10 permanently ties up about a month of disbursements.
What custom port call software costs in 2026
The figures below are 2026 estimates for a Singapore-based build, in USD. For reference, the same scope built in West Africa for a Conakry agency runs 350 to 900 million GNF (about 35,000 to 90,000 EUR).
| Module | Budget (2026 estimate, USD) | Build time |
|---|---|---|
| Core calls, vessels, principals, users | 20,000 - 45,000 | 6 - 8 weeks |
| Port tariffs and PDA generation | 15,000 - 40,000 | 4 - 6 weeks |
| Statement of facts and demurrage | 15,000 - 35,000 | 4 - 6 weeks |
| Disbursements, vouchers and FDA | 20,000 - 50,000 | 5 - 7 weeks |
| Port system and customs integrations | 15,000 - 45,000 | 4 - 8 weeks |
| Principal portal, dashboards, multi-currency | 15,000 - 35,000 | 3 - 5 weeks |
| Total project | 100,000 - 250,000 | 5 - 8 months |
Off-the-shelf ship agency platforms cost 1,500 to 5,000 USD per month, but they rarely fit an agency's own principals, rebate agreements and approval workflows. Custom software makes sense for agencies with a large share of tramp business, husbandry services or a regional network across several ports.
Requirements specific to a hub port
The software must be multi-currency (SGD, USD, EUR and the currencies of regional ports) with dated exchange rates, since owners pay in dollars while many disbursements are settled locally. Boarding agents need a mobile app that works offline at anchorage, syncing as soon as the network returns. Vouchers are photographed on the phone and linked automatically to the disbursement line. Port and customs integrations depend on the interfaces the authorities open: plan structured exports at minimum, then API integration where available.
Mini case study
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Wei Ling runs a ship agency in Singapore handling 600 calls a year with revenue of 4.2 million USD including recharged disbursements. A six-month audit shows 1.5 % of revenue, or 63,000 USD a year, is never recharged. She invests 160,000 USD in custom software plus 16,000 USD a year in maintenance. Recovering even two thirds of the lost disbursements (42,000 USD a year) plus 50,000 USD of staff time saved on FDA preparation and demurrage claims, she pays back the project in about 25 months, before counting the cash freed by FDAs closed in 10 days instead of 35.
FAQ
Can we start with PDAs and FDAs only?
Yes, and it is the recommended approach. A first release covering core, tariffs, disbursements and FDA is about 60 % of the budget and delivers most of the financial gain by month four.
Can the software handle several ports?
It can manage Singapore, Johor or other regional ports with separate tariffs. Each additional port typically adds 4,000 to 8,000 USD of configuration.
How are exchange rates handled?
Each disbursement is recorded in its original currency at the day's rate, then converted to USD for the FDA. This removes the 1 to 2 % FX gaps common in spreadsheets.
Can principals see their calls?
A secure principal portal gives them real-time access to PDAs, the statement of facts and vouchers. It costs about 15,000 to 35,000 USD and sharply reduces FDA disputes.
What annual budget after go-live?
Count 8 to 12 % of the initial cost per year for hosting, maintenance and tariff updates, roughly 8,000 to 30,000 USD.
Let's scope your project. Tell us your number of calls, your ports and your current tools, and we will price the scope, indicative budget and module-by-module schedule. Detailed quote within 48 h. WhatsApp +221 77 596 93 33.
Mohamed Bah
Fondateur, Kolonell
Passionate about digital and entrepreneurship in Africa, Mohamed has been helping Sénégalese businesses with their digital transformation since 2020. Founder of Kolonell, he believes every SME deserves a professional and accessible online présence.