The verdict in three sentences
For a ship agency in Dubai handling 250 port calls a year, custom port call management software typically costs 80,000 to 200,000 USD with a UAE or international vendor (2026 market estimate) and takes 14 to 20 weeks to deliver. It replaces spreadsheet-built proformas with a single workflow: proforma disbursement account (PDA), final disbursement account (FDA), port disbursement tracking and ship documents, with history per vessel and per principal. The real financial issue is cash flow: every FDA sent 10 days late ties up advances of hundreds of thousands of dirhams paid to the port, pilots and towage providers.
Spreadsheets, international package or custom software
An agency calling at Jebel Ali and Port Rashid juggles DP World tariffs, Dubai Maritime City Authority charges, principals billed in USD and disbursements in AED. Here are 2026 orders of magnitude.
| Option | Upfront cost | Recurring cost | Timeline | Main limitation |
|---|---|---|---|---|
| Spreadsheets and email | 0 | 2 to 3 full-time operators on port call accounts | Immediate | Disbursement errors, FDAs 2 to 4 weeks late |
| International package (SaaS licence) | 5,000 to 20,000 USD setup | 800 to 3,000 USD per month (estimate) | 2 to 4 months | Generic workflows, local tariff setup |
| Custom build, UAE vendor | 80,000 to 200,000 USD | 10 to 18 % of build cost per year | 14 to 20 weeks | High budget |
| Kolonell application (complex) | 7,000,000 to 15,000,000+ FCFA (10,670 to 22,870+ EUR) | Maintenance 120,000 FCFA per month (180 EUR) | 14 to 20 weeks | Remote workshops, on-site acceptance to plan |
| Kolonell application (medium, PDA and FDA only) | 4,000,000 to 7,000,000 FCFA (6,100 to 10,670 EUR) | Maintenance 75,000 FCFA per month (110 EUR) | 8 to 12 weeks | No principal portal or ship documents |
USD figures are market estimates for vendors specialised in ship agency software, not Kolonell prices.
The modules that weigh on the budget
The core of the software is the proforma engine: it must apply port tariffs based on the vessel's gross tonnage, draft, time alongside and cargo type.
| Module | Scope | Share of budget | Expected gain |
|---|---|---|---|
| Proforma engine (PDA) | Port dues, pilotage, towage, mooring, agency fee by GT and duration | 25 % | Proforma in 15 minutes instead of 2 hours |
| Disbursement tracking | Supplier invoices, advances, PDA vs FDA variances, attachments | 20 % | Variances justified line by line |
| Final account (FDA) and invoicing | Multi-currency FDA in AED, USD, EUR, balance reminders | 15 % | FDA sent within 5 days of sailing |
| Ship and port call documents | Arrival notice, statement of facts, notice of readiness, manifests | 15 % | Less re-keying between teams |
| Principal portal | Port call status, PDA approval, FDA download | 15 % | Fewer emails, faster approvals |
| Dashboards | Calls per principal, agency margin, outstanding disbursements | 10 % | Cash flow control |
Loading port tariffs is a task not to underestimate: they change at least once a year and must be editable without a developer.
Mini case study
Take Rahul Menon, managing director of a ship agency in Dubai (illustrative scenario). He handles 250 calls a year with average disbursements of 110,000 AED per call. Today, his FDAs go out on average 25 days after sailing. With the software, he targets 7 days.
Average outstanding disbursements: 250 calls x 110,000 AED / 365 days, about 75,300 AED advanced per day. Cutting the delay by 18 days frees roughly 1,355,000 AED of cash. At an overdraft cost of 8 % a year, the finance saving reaches about 108,000 AED a year. A custom build at 120,000 USD (about 440,000 AED) pays back in roughly 4 years on finance savings alone, but the time saved by 2 to 3 operators and fewer disputed FDAs bring it closer to 18 to 24 months. A remote Kolonell build at 12,000,000 FCFA (18,290 EUR) shortens payback to under 9 months.
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FAQ
How long does it take to load port tariffs?
Allow 2 to 3 weeks to enter and test DP World, pilotage and towage tariffs. The annual update then takes less than a day through the admin screen.
Does the software handle several currencies?
Yes: disbursements in AED, principal invoicing in USD or EUR, with the rate locked on the FDA date. The FX difference is tracked line by line to avoid 1 to 2 % disputes.
Can it connect to our existing accounting system?
Yes, through accounting exports or an API to Sage, Odoo or Microsoft Dynamics. The connector usually accounts for 5 to 10 % of the total budget.
Do we have to build everything at once?
No. A first release at 4,000,000 to 7,000,000 FCFA (6,100 to 10,670 EUR) covers PDA, disbursements and FDA in 8 to 12 weeks. The principal portal and ship documents can follow in a second phase.
Is the data secure?
Hosting includes encryption, daily backups and role-based access. A cybersecurity audit can check the setup before go-live.
To scope the project, see our custom web application service.
Let's scope your project. Proformas, disbursements, FDAs and a principal portal: complex port call software falls between 7,000,000 and 15,000,000 FCFA (10,670 to 22,870 EUR) for 14 to 20 weeks. 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.
