The verdict in three sentences
A ship agency handling more than 300 port calls a year in West Africa or the Middle East loses money on every late owner settlement, because advanced disbursements (pilotage, towage, port dues, stevedoring) weigh heavily on cash. An international shipping software suite costs USD 15,000 to 40,000 a year, or 9 to 25 million FCFA, and rarely adapts to local port tariffs or single-window systems. A custom tool at 20 to 40 million FCFA excl. VAT (EUR 30,000 to 61,000) pays back in 12 to 24 months if it cuts the gap between vessel departure and the final disbursement account (FDA) by 20 to 30 days.
The true cost of port calls run on spreadsheets
In many agencies, each port call is a spreadsheet: the arrival notice is retyped, the proforma (PDA) is priced from manually updated tariff sheets, then the FDA is rebuilt by collecting supplier invoices by email. The FDA goes out 30 to 60 days after sailing, PDA/FDA gaps trigger disputes and the owner pays late. The example below uses the Port of Dakar, where local rates and VAT make the gap especially visible.
| Indicator (agency with 600 calls a year) | 2026 order of magnitude | Comment |
|---|---|---|
| Average disbursements advanced per call | 6 to 18 million FCFA | Pilotage, towage, port dues, mooring |
| Average time to send the FDA | 30 to 60 days | Manual document collection |
| Observed owner settlement time | 45 to 90 days | Disputes over PDA/FDA gaps |
| Average PDA/FDA gap | 8 to 15% | Outdated tariffs, forgotten costs |
| Outstanding unsettled disbursements | 400 to 900 million FCFA | Depending on liner and bulk mix |
| Financing cost (overdraft at 9%) | 36 to 80 million FCFA a year | 2026 bank rate in Dakar |
The options compared in 2026
| Criterion | Spreadsheets and email | International shipping software | Custom tool |
|---|---|---|---|
| Upfront cost | 0 FCFA | 3 to 8 million FCFA setup | 20 to 40 million FCFA excl. VAT |
| Recurring cost | Time and cash | USD 15,000 to 40,000 a year (9 to 25 million FCFA) | 2.5 to 5 million FCFA a year |
| Local port authority tariffs | Spreadsheet grids | Manual entry | Built-in, versioned grids |
| Automatic PDA | No | Yes, generic template | Yes, by vessel type and terminal |
| FDA and supplier reconciliation | Manual | Partial | Automatic with attachments |
| Single window and owner interface | No | Rarely local | Data exchange and owner portal |
| Local language, FCFA, local tax | Yes | Partial | Native |
| Time to go live | Immediate | 2 to 4 months | 4 to 6 months |
International suites are robust for global groups, but they often ignore local specifics: port authority dues, container and bulk terminal rates, 18% VAT in Senegal, exchanges with the national single window (ORBUS in Dakar). Each adaptation becomes a project billed in dollars.
The scope that speeds up settlements
An effective custom tool covers four blocks: port call tracking (ETA, ETB, ETD, documents, status), a proforma engine that computes the PDA from vessel particulars (gross tonnage, length, draft) and current tariffs, an FDA fed continuously by scanned supplier invoices, and an owner portal where the client approves the PDA, follows disbursements and downloads the FDA. Exchanges with the single window and owner platforms use structured files or APIs where available.
| Module | Indicative budget (FCFA excl. VAT) | Timeline |
|---|---|---|
| Port call and document tracking | 4 to 7 million | 5 weeks |
| PDA engine and tariff grids | 5 to 9 million | 6 weeks |
| FDA, supplier reconciliation, reminders | 5 to 10 million | 6 weeks |
| Owner portal | 3 to 7 million | 4 weeks |
| Single window and accounting interfaces | 2 to 5 million | 3 to 4 weeks |
| Data migration and training | 1 to 2 million | 2 weeks |
Mini case study
Moussa, managing director of a ship agency in Dakar, handles 650 port calls a year and carries on average 700 million FCFA of unsettled disbursements. His overdraft costs 9% a year, or 63 million FCFA. With a custom tool budgeted at 32 million FCFA excl. VAT, the FDA goes out in 7 days instead of 40 and the PDA/FDA gap falls below 5%, which reduces disputes. Settlement time drops from 70 to 45 days: outstanding balances fall by about 250 million FCFA, saving 22.5 million FCFA a year in financing costs. Add 1.5 administrative roles redeployed, about 9 million FCFA. Annual gain: 31.5 million FCFA against 4 million in maintenance. Payback in roughly 14 months.
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FAQ
How much does custom ship agency software cost in 2026?
Between 20 and 40 million FCFA excl. VAT (EUR 30,000 to 61,000) depending on call volume, terminals and interfaces. Hosting and maintenance then run 2.5 to 5 million FCFA a year.
Can it connect to the national single window?
Yes, the tool can prepare and exchange port call data with the single window in the formats open to licensed agents. This module usually costs 2 to 5 million FCFA excl. VAT.
Can owners approve the proforma online?
Yes, the owner portal lets them approve the PDA, follow disbursements and download the FDA. Agencies using one see settlements 15 to 25 days faster.
How long until go-live?
Four to six months in total, with port call tracking and the PDA live by week eight. Migration of tariff grids and open port calls is included.
Does it handle several currencies?
Yes, the PDA and FDA can be issued in FCFA, EUR or USD at the exchange rate of the call date. Accounting stays in the local currency.
Let's scope your project. Tell us your number of port calls, terminals and main principals: we will price a scope between 20 and 40 million FCFA excl. VAT with a 4 to 6 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.
