The verdict in three sentences
For a ship agent in Singapore handling around 900 port calls a year, custom port call and disbursement software costs about USD 55,000 to 115,000 (35 to 75 million FCFA) depending on scope, delivered in 5 to 6 months. The main gain shows up in cash flow: final disbursement account (FDA) closing drops from 45 days to about ten, so funds advanced on behalf of owners come back faster. Proforma disbursement accounts, currently built by hand in Excel in 2 hours, come out in 20 minutes from up-to-date tariff tables.
What the software must cover for a ship agency
A ship agent's daily work is a chain of documents: the owner's PDA request, estimation of port costs (port dues, pilotage, towage, mooring, berth fees), funding request, supplier payments, then the FDA with supporting vouchers. When everything runs on email and spreadsheets, each call generates 40 to 60 messages and documents get lost.
Well-designed software structures this flow around four modules:
- Proforma disbursement accounts (PDA): automatic calculation from GT, length of stay, vessel type and port, pilot and tug tariffs, with version history.
- Disbursement tracking: every supplier invoice attached to the call, estimated vs actual variance check, alert above 10%.
- Re-invoicing and FDA: PDF FDA with attachments, multi-currency (SGD, USD, EUR) with the day's rate.
- Owner portal: each owner views its calls, approves PDAs, tracks its funding balance and downloads vouchers.
| Module | 2026 cost range (USD, excl. tax) | Measurable effect |
|---|---|---|
| Master data (vessels, owners, port tariffs, suppliers) | 6,000 to 11,000 | Current tariffs, no re-keying |
| Automated PDAs | 9,000 to 18,000 | PDA in 20 min instead of 2 h |
| Disbursement tracking and supplier matching | 11,000 to 23,000 | Variances caught before closing |
| FDA and re-invoicing | 9,000 to 20,000 | Closing from 45 to 10 days |
| Secure owner portal | 8,000 to 18,000 | 60% fewer chaser emails |
| Dashboards (margin per call, outstanding funds) | 5,000 to 11,000 | Steering by owner and trade lane |
| Integrations (accounting, bank, port systems) | 6,000 to 14,000 | Automatic accounting entries |
A minimal scope (master data, PDA, disbursements, FDA) sits around USD 55,000. The full scope with portal, dashboards and integrations reaches USD 100,000 to 115,000.
Custom build, international package or improved spreadsheet
International maritime packages exist, but you pay recurring licences and adapt your processes to their screens. A shared spreadsheet remains the default, with clear limits once the agency passes a few hundred calls.
| Criterion | Spreadsheet and email | International maritime package | Custom software |
|---|---|---|---|
| Upfront cost | Near zero | USD 12,000 to 30,000 setup | USD 55,000 to 115,000 |
| Annual cost | Staff time | USD 23,000 to 60,000 in licences | USD 6,000 to 14,000 maintenance |
| Local port tariffs and practices | Manual entry | Configuration on you | Built in from day one |
| Owner portal | No | Often a paid add-on | Included, your branding |
| Code ownership | N/A | No | Yes |
| Time to go live | Immediate | 3 to 4 months | 5 to 6 months |
Over 5 years, the package often costs more than custom software and forces its screens on your team. Custom becomes worthwhile from roughly 500 calls a year.
Typical 5 to 6 month plan
| Phase | Duration | Deliverable |
|---|---|---|
| Scoping and process mapping | 3 weeks | Approved specs, mockups |
| Master data and PDAs | 6 weeks | First PDAs generated in testing |
| Disbursements and FDA | 6 weeks | Complete FDA with attachments |
| Owner portal | 4 weeks | Pilot access for 3 owners |
| Integrations and data migration | 3 weeks | Last 12 months of history imported |
| Training and go-live | 2 weeks | Team operational, reinforced support |
Mini case study
Need a professional website?
Kolonell builds websites that attract clients, optimized for the Sénégalese market. Free quote in 2 minutes.
Daniel Tan runs a ship agency in Singapore: 900 calls a year, average unreimbursed funding of USD 27,000 per call pending closing. With 45-day closing, the agency permanently carries about 900 × 27,000 × 45 / 365, roughly USD 3 million outstanding. At 10 days, that falls to about USD 666,000. At a 7% annual credit line cost, finance charges drop by about USD 160,000 a year.
On time, PDAs go from 2 h to 20 minutes: 900 × 1 h 40 = 1,500 hours freed per year, almost one full-time role. For a USD 90,000 project, payback is counted in months, not years.
FAQ
How much does port call software cost in 2026?
Expect USD 55,000 to 115,000 depending on scope, plus USD 6,000 to 14,000 a year for maintenance and hosting. The minimal scope (PDA, disbursements, FDA) starts around USD 55,000.
Can port tariffs be updated without a developer?
Yes, tariff tables (port dues, pilotage, towage, mooring) are managed from an admin screen. A tariff update takes your team less than 30 minutes.
Does the software handle several currencies?
Yes, each call can be kept in SGD, USD or EUR with the day's rate stored. The FDA shows both amounts to avoid disputes.
Can we start with a single module?
Yes, many agencies start with PDAs and disbursement tracking (about USD 30,000), then add the owner portal 3 to 4 months later.
Where is the data hosted?
On a cloud server with daily encrypted backups, compliant with Singapore's PDPA. Regional hosting in Southeast Asia is available on request.
Let's scope your project. Send us your call volume, main owners and current tools, and we will price a realistic scope between USD 55,000 and 115,000 with a 5 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.
