The verdict in three sentences
For a ship agent in Amsterdam, every poorly tracked call costs late payments from principals and disbursements never recharged. Custom port call software costs 25,000 to 65,000 EUR in 2026 depending on the principal portal, multi-currency and port interfaces (roughly 15 to 40 million FCFA). Across 400 calls a year, it usually pays back in 12 to 20 months through time saved and smaller gaps between proforma and final disbursement account (FDA).
The port call cycle and where money leaks
A call mobilises the agent from pre-arrival to FDA settlement: funds request (PDA), berth booking, pilotage, towage, customs and health formalities, provisions, then consolidation of supplier invoices. Gaps appear when those invoices arrive after the FDA has been sent.
| Step | Spreadsheet and email practice | With dedicated software |
|---|---|---|
| Proforma (PDA) | 1.5 to 3 h, tariffs copied by hand | 15 to 30 min, port tariffs configured |
| Arrival notice and ETA | manual messages to parties | automatic notifications |
| Disbursement tracking | one spreadsheet per call | logged as incurred, with attachments |
| Final account (FDA) | 2 to 4 h, sent 30 to 60 days after departure | 1 h, sent within 10 to 15 days |
| Unjustified PDA / FDA gap | 3 to 8 % of the amount | under 2 % |
| Chasing principal funds | case by case | schedule and alerts |
| Management reporting | monthly, rebuilt by hand | real time per vessel and principal |
On 400 calls, saving 4 hours per call frees about 1,600 hours a year, the equivalent of one full-time operator.
2026 budget by scope
The amounts below are 2026 orders of magnitude for custom development, excluding third-party licences.
| Scope | Functions | Estimated budget | Timeline |
|---|---|---|---|
| Port call core | Vessel file, ETA, PDA, disbursements, FDA | 25,000 - 35,000 EUR | 4 months |
| + Principal portal | Client access, PDA approval, funds tracking | + 8,000 - 12,000 EUR | + 4 to 6 weeks |
| + Multi-currency invoicing | EUR, USD, GBP, daily rates, Dutch VAT | + 5,000 - 8,000 EUR | + 3 weeks |
| + Interfaces | Accounting, Port Community System, structured email | + 6,000 - 10,000 EUR | + 4 weeks |
| Full scope | Multi-office, multi-user | 45,000 - 65,000 EUR | 5 to 6 months |
| Annual maintenance | Hosting, fixes, minor changes | 10 to 15 % of project | yearly |
Plan for cloud hosting with daily backup and a light mobile app for boarding agents, usable with patchy coverage on the quays.
Build or buy?
International ship agency packages are billed per user or per call and rarely fit local tariff structures, specific principal workflows or in-house reporting. Custom software makes sense from 250 to 300 calls a year or when several offices share the same data.
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Pieter, operations director of a ship agency in Amsterdam (illustrative persona), handles 400 calls a year. Before the tool, 6 % of disbursements on average are neither justified nor recharged, on an average of 14,000 EUR per call, so 336,000 EUR exposed, of which he estimates losing 10 %, about 33,600 EUR a year. With the gap cut to 2 %, the loss falls to 11,200 EUR. Gain: 22,400 EUR a year, plus 1,600 hours freed. A 45,000 EUR project pays back in about 24 months on this item alone, faster once time savings are counted.
FAQ
How much does port call software cost in 2026?
Between 25,000 and 35,000 EUR for a PDA, disbursement and FDA core, and up to 65,000 EUR with a principal portal, multi-currency and interfaces. Maintenance is 10 to 15 % of the project per year.
How long does development take?
Allow 4 to 6 months, with a pilot on 20 to 30 calls before full rollout. Loading port tariffs and principals takes 2 to 3 weeks.
Does it handle several currencies?
Yes, PDA and FDA can be issued in EUR, USD or GBP at the daily rate with the correct VAT. Exchange differences are tracked call by call.
Can principals follow their calls online?
With a client portal, the principal approves the proforma, tracks funds sent and downloads the FDA. This often shortens payment terms by 15 to 30 days.
Is it worth it below 400 calls a year?
From 250 to 300 calls, time saved and fewer lost disbursements usually cover the investment within 2 years. Below that, a reduced core around 25,000 EUR is a better fit.
Let's scope your project. We frame your port call software from your volumes, ports and principals, with a budget per module and a pilot within 4 months. 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.
