The verdict in three sentences
A ship agent handling 400 port calls a year with proforma disbursement accounts in Excel ties up cash and frustrates owners every time a final account closes late. International maritime packages cost roughly USD 1,500 to 4,000 per month in 2026, while a Kolonell application ranges from 2,500,000 to 15,000,000+ FCFA (3,810 to 22,870+ EUR) depending on scope, paid once. A well-designed tool cuts the closing time of final disbursement accounts from 30 to 10 days, which speeds up advance settlements and keeps principals loyal.
The port call cycle and its friction points
Before the vessel arrives, the agent sends the owner a proforma disbursement account estimating costs: port dues, pilotage, towage, mooring, agency fees, supplies. The owner pays an advance. After departure, the agent collects actual invoices, issues the final disbursement account and settles the difference. In Excel, that last step often takes four to six weeks, whether you operate in Douala, Abidjan, Tema or Lagos.
| Port call step | Excel practice | With a dedicated application |
|---|---|---|
| Proforma DA | 2 to 3 hours, tariffs re-keyed | 20 minutes, port tariffs built in |
| Owner advance tracking | Email reminders | Status visible on the owner portal |
| Supplier invoice collection | Scattered paper files | Scanned documents linked to the call |
| Documents (manifest, bills of lading, NOR) | Unversioned shared folders | Per-call checklist with alerts |
| Final DA | 30 days on average | 10 days on average |
| Proforma vs final variance | Spotted late | Tracked line by line in real time |
International package or custom application
The major disbursement platforms are built for agents in large European and Asian ports. They work well, but their tariffs do not always reflect West African port authorities or local single-window procedures, and a monthly subscription in dollars weighs heavily on a mid-sized agency.
| Criterion | International maritime package | Kolonell application |
|---|---|---|
| Cost (2026 ballpark) | USD 1,500 to 4,000 per month | 2,500,000 to 15,000,000+ FCFA (3,810 to 22,870+ EUR), one-off |
| 5-year cost | USD 90,000 to 240,000 | Build plus maintenance of 35,000 to 120,000 FCFA (53 to 183 EUR) per month |
| Local port tariffs | To configure, sometimes missing | Built in and editable by the agent |
| Owner portal | Standard, English only | Agency-branded, bilingual |
| Local supplier payments | Out of scope | Settlements tracked in local currency |
| Deployment time | 2 to 4 months | 8 to 16 weeks depending on complexity |
| Data ownership | With the vendor | With the agent |
For 400 calls a year, a medium-complexity application between 4,000,000 and 7,000,000 FCFA (6,100 to 10,670 EUR) usually covers proformas, final accounts, document tracking and the owner portal. Integration with accounting or the customs single window moves the project into the complex category.
Features that win over shipowners
Owners compare agents on three measurable criteria: proforma accuracy, speed of the final account and transparency. An owner portal where the principal sees the call status, supporting documents and variances live changes the commercial relationship. Add an internal dashboard tracking the proforma to final variance per call: above 10 %, owners ask questions, and the tool should let you answer in minutes with invoices attached.
Two smaller features also pay off quickly. Automatic reminders for missing supplier invoices, sent 3 and 7 days after departure, remove most of the chasing that delays the final account. And a per-principal report, listing every call of the quarter with average variance and closing time, gives your commercial team hard numbers when negotiating agency fees with an owner who handles 20 or 30 calls a year through your office.
Mini case study
Paul runs a ship agency handling 400 calls a year, with an average advance of USD 35,000 per call. With a 30-day close, the agency permanently carries about 33 unsettled calls, roughly USD 1,150,000 waiting for reconciliation.
Need a professional website?
Kolonell builds websites that attract clients, optimized for the Sénégalese market. Free quote in 2 minutes.
At 10 days, the backlog drops to 11 calls, about USD 385,000. The back office, which spent 6 hours per final account, now spends 2: across 400 calls that saves 1,600 hours a year, close to one full-time position. Against a package at USD 2,500 per month, or USD 150,000 over five years, a medium Kolonell application at 7,000,000 FCFA (10,670 EUR) plus 75,000 FCFA (114 EUR) monthly maintenance is far cheaper.
FAQ
Does the tool handle several currencies?
Yes, the proforma can be issued in USD or EUR while local invoices are entered in local currency, with a dated exchange rate per call. Exchange differences appear on a dedicated line.
Can one application cover several ports?
Yes, each port has its own dues and services tariff. Adding a new port usually takes 1 to 2 weeks of configuration.
Do owners need to install anything?
No, the owner portal runs in a browser with a secure login. Email notifications go out at every key stage of the call.
How long does deployment take?
Plan 8 to 12 weeks for a medium application, including migration of the last 12 months of calls. The complex version with accounting needs 14 to 16 weeks.
What happens when port tariffs change?
The agent updates the tariff with an effective date. Proformas issued before that date keep the old rate, which avoids disputes.
Let's scope your project. We define proformas, final accounts, document tracking and the owner portal, with a staged rollout over a few 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.
