The verdict in three sentences
For a ship agency in Pointe-Noire, Republic of the Congo, handling 450 port calls a year for shipowners and tanker operators, money leaks in the gap between the proforma disbursement account (15,000 to 120,000 USD per call) and the final account, when port, pilotage or towage invoices arrive late or are never recharged. Custom ship agency software links the proforma, funds received, every supplier invoice and the port call report sent to the owner. Kolonell prices it from 2,500,000 to 15,000,000+ FCFA (3,810 to 22,870+ EUR) depending on complexity, with the rest quoted separately, over 4 to 6 months.
The port call cycle and its leaks
A port call always follows the same sequence: agent appointment, proforma disbursement account (PDA), funds received from the owner, vessel arrival, operations, departure, then the final disbursement account (FDA) with all supporting documents. Between these steps, a Pointe-Noire agency juggles the Port Authority, the harbour master, pilots, tugs, mooring crews, chandlers, customs and immigration.
| Stage | On Excel and email | With ship agency software |
|---|---|---|
| Preparing the proforma | 2 to 3 hours, tariffs copied by hand | 20 minutes, up-to-date port and supplier tariffs |
| Tracking funds received | Bank statements matched at month end | Status per call: received, partial, pending |
| Statement of facts and call reports | Entered after the call | Time-stamped in real time from the quay |
| Matching supplier invoices | 4 to 6 hours per call | 1h30, each invoice tied to a proforma line |
| Time to close the final account | 45 to 60 days | 15 to 20 days |
| Invoices arriving after closing | 1% of disbursements not recharged (estimate) | Under 0.2%, alert before closing |
| Management visibility | Weekly Excel sheet | Dashboard by owner, vessel and call |
In a market where tanker and container lines demand fast, documented final accounts, an FDA sent in 15 days with every voucher is a commercial edge over competing agencies in the port.
Software modules
| Module | Function | Complexity |
|---|---|---|
| Tariffs and proforma | Port dues, pilotage, towage, mooring by tonnage and duration | Medium |
| Funds management | Advances in USD and EUR, FCFA conversion, balances per owner | Medium |
| Port call operations | Statement of facts, arrival and departure times, photos, incidents | Simple |
| Supplier invoices | Entry, matching to proforma, approval, payment | Medium |
| Final account and vouchers | FDA generated with PDF vouchers, variances explained | Medium |
| Owner portal | Online call tracking, document downloads | Complex |
| Agency fee billing | Agency fee, communication costs, recharges | Simple |
| Accounting | Export to SYSCOHADA-compliant accounting software | Medium |
Multi-currency handling is central: the owner advances USD, suppliers invoice in FCFA, and the exchange difference must show clearly in the final account.
Budget and alternatives
| Option | 2026 indicative cost | Strengths | Limits |
|---|---|---|---|
| International disbursement platform | 500 to 2,000 USD per month, market estimate | Standard recognised by major owners | Pointe-Noire tariffs and SYSCOHADA to set up yourself |
| Excel and email | Apparently free | Flexible | Lost recharges, slow closings |
| Kolonell, medium application | 4,000,000 to 7,000,000 FCFA (6,100 to 10,670 EUR) | Proforma, funds, invoices, final account | Owner portal quoted separately |
| Kolonell, complex application | 7,000,000 to 15,000,000+ FCFA (10,670 to 22,870+ EUR) | Owner portal, multi-port, accounting | 6-month timeline |
| Kolonell maintenance | 35,000, 75,000 or 120,000 FCFA per month | Tariff updates and support | Hosting quoted separately |
An agency also operating in Douala, Libreville or Matadi can plan a multi-port structure from day one, with tariffs specific to each port authority. That scoping choice avoids a costly rebuild two years later.
Mini case study
Mr Mabiala, director of a ship agency in Pointe-Noire, handles 450 calls a year with average disbursements of 50,000 USD, or 22,500,000 USD a year. He estimates that 1% of disbursements are never recharged: 225,000 USD lost every year. At 0.2%, the loss falls to 45,000 USD: 180,000 USD recovered a year.
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On staff time, matching drops from 5 hours to 1h30 per call: 3h30 saved across 450 calls, or 1,575 hours a year, roughly one full-time employee redeployed to owner account management. A complex application priced at 12,000,000 FCFA, about 20,000 USD, pays back in just over one month of avoided losses.
FAQ
Does the software include Pointe-Noire Port Authority tariffs?
Yes, port dues, pilotage and towage tariffs are configured and updated at each tariff revision. Standard or Premium maintenance covers these updates.
Can several currencies sit in one final account?
Yes, USD or EUR advances and FCFA invoices coexist, with the rate applied to each transaction. The exchange difference is shown line by line in the final account.
Can owners track the call online?
Yes, with the owner portal in the complex application, each client sees times, the proforma and vouchers for its call. Equipped agencies report about 50% fewer emails.
How long does it take to start?
Plan 4 to 6 months from scoping to go-live. The proforma and funds module can ship first, in 10 to 12 weeks, to secure advances quickly.
What happens to our Excel files from past calls?
The last 2 to 3 years of calls can be migrated to feed per-owner statistics. The exact migration volume is quoted separately.
Let's scope your project. We map your tariffs, disbursement flows and owner portal for a go-live in 4 to 6 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.
