The verdict in three sentences
For an agency handling 250 port calls a year in Dakar, spreadsheets mainly cost cash: each call takes 35 days to be closed and invoiced to the owner, while the agency advances disbursements. Custom ship agency software costs FCFA 12,000,000 to 30,000,000 (about EUR 18,000 to 46,000) and goes live in 5 months, with proforma disbursement accounts, disbursement and demurrage tracking, and an interface with the port single window. The realistic target is closing in 10 days, which frees tens of millions of FCFA in working capital.
The port call cycle and what the software automates
The agent represents the owner during the call. It requests funds before arrival (proforma, or PDA), pays port dues, pilotage, towage, mooring and supplies on the owner's behalf, then sends the final disbursement account (FDA) with supporting documents.
| Step | Spreadsheet | With software |
|---|---|---|
| Proforma disbursement account (PDA) | 2 to 3 hours, port tariffs re-keyed | 15 minutes, port tariffs configured |
| Funds request to owner | Manual email, forgotten reminder | Automatic sending and reminders |
| Single window declarations | Double entry | Pre-filled from the port call record |
| Supplier disbursement tracking | Scattered paper invoices | Purchase order per supplier, scan attached |
| Demurrage and laytime | Disputed Excel calculation | Time-stamped statement of facts, automatic calculation |
| Final disbursement account (FDA) | 35 days | 10 days |
| Advance vs expense reconciliation | At month end | Real time per call |
2026 budget at the port of Dakar
2026 orders of magnitude for a Senegalese agency with 15 to 40 employees.
| Scope | Budget (FCFA excl. VAT) | Timeline |
|---|---|---|
| Port call records, PDA, disbursements, FDA | 12,000,000 to 16,000,000 | 4 months |
| Plus demurrage, owner portal, multi-currency (FCFA, EUR, USD) | 18,000,000 to 24,000,000 | 5 months |
| Plus single window interface, branch offices (Ziguinchor, Kaolack) | 25,000,000 to 30,000,000 | 5 to 6 months |
| Annual maintenance and hosting | 1,800,000 to 3,600,000 | Recurring |
| Operator and accountant training | 600,000 to 1,200,000 | 1 to 2 weeks |
| Licensed international software (comparison) | USD 15,000 to 45,000 a year, i.e. FCFA 9,000,000 to 27,000,000 | 3 to 6 months |
International solutions are designed for Rotterdam or Singapore: Port Autonome de Dakar tariffs are missing, FCFA and local cheque or transfer settlements are handled poorly. Custom software builds in PAD tariffs, 18% VAT and the standardised invoice expected by the Senegalese tax authority (DGID).
The real gain: working capital
On an average call, the agency often advances FCFA 8,000,000 to 15,000,000 in disbursements when the owner has not paid the full proforma. Every day saved on closing speeds up repayment of the balance. The software also provides traceability during demurrage disputes, which often involve several million FCFA per vessel.
Mini case study
Mr Ndiaye, managing director of a ship agency in Dakar, handles 250 port calls a year. The average balance still owed by the owner at closing is FCFA 4,000,000. By cutting closing time from 35 to 10 days, he recovers that balance 25 days earlier. With about 21 calls a month, average outstanding balances fall by nearly FCFA 70,000,000. At a 10% annual overdraft rate, the saving reaches FCFA 7,000,000 a year, plus 2 operators freed from re-keying. The FCFA 22,000,000 project pays back in under 2 years, faster if demurrage disputes decline.
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FAQ
How much does ship agency software cost in Dakar?
Budget FCFA 12,000,000 to 30,000,000 excl. VAT depending on modules and interfaces. Annual maintenance ranges from FCFA 1,800,000 to 3,600,000.
Does the software connect to the port single window?
The interface is built on the exchanges opened by the single window operator, through API or standardised files. Otherwise, the software prepares the data for a single entry in a few minutes.
How is demurrage calculated?
The software uses the time-stamped statement of facts and the charter party clauses. It produces a detailed calculation the owner can check line by line.
Can we invoice in euros and dollars?
Yes, each port call handles FCFA, EUR and USD at the daily rate. The FCFA is pegged to the euro at 655.957, which simplifies EUR accounts.
How long until the agency is operational?
The project lasts 5 months, including 4 weeks of acceptance testing on real port calls. Cutover happens on a new series of calls, without migrating open accounts.
Let's scope your project. Tell us your port call volume, ports and current tools, and we will propose a scope, an indicative FCFA budget and a 5-month plan. 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.
