The verdict in three sentences
For a ship chandler at the port of Dakar, the order arrives by email or through the shipping agent 48 hours before the call, and whoever sends back a complete, readable quote first wins the job. Custom software at FCFA 9 to 20 million in 2026 (about EUR 13,700 to 30,500) lets you price a 150-line list in under an hour thanks to the IMPA catalogue, instead of half a day. Across 600 calls a year, lifting the quote win rate from 35% to 55% means tens of millions of FCFA in extra margin.
Ship chandling, a 48-hour sprint at every call
A ship chandler delivers fresh and dry provisions, water, technical spares, deck and engine consumables, sometimes cabin stores. Orders come from the master, the chief engineer or the owner's purchasing department, often as an Excel list or a request on a maritime procurement platform, coded with IMPA or ISSA references. You then check stock, call local suppliers, convert prices into dollars or euros, add margin, transport to the quay and customs formalities for ship stores, and send the quote before competitors.
When everything runs on spreadsheets and WhatsApp, conversion errors, forgotten lines and unsigned delivery notes are expensive: disputes with owners, invoices paid at 60 or 90 days instead of 30, and margins eaten by emergency restocking.
| Indicator | Spreadsheet + WhatsApp | Dedicated software 2026 |
|---|---|---|
| Time to price a 150-line list | 3 to 5 hours | 40 to 60 minutes |
| Quote win rate | 30 to 35% | 50 to 55% |
| Forgotten or wrongly delivered lines | 3 to 6% | Under 1% |
| Delivery notes signed and photographed | 50 to 70% | 98 to 100% |
| Average time to issue the invoice | 7 to 15 days | 24 to 48 hours |
| Average owner payment time | 60 to 90 days | 30 to 45 days |
Modules and their budget in FCFA
The core of the software is an IMPA catalogue enriched with your purchase prices, suppliers and margins by family. Around it: a request import module (Excel, PDF, email) that automatically matches lines to the catalogue, a multi-currency quote generator (FCFA, USD, EUR) with the day's rate, a port call planner fed by agents' arrival notices, a mobile quayside delivery app with on-board signature and photos, then invoicing and payment tracking by owner.
| Module | 2026 budget (FCFA excl. VAT) | Time |
|---|---|---|
| IMPA catalogue, prices, suppliers and margins | 1,800,000 to 3,500,000 | 4 to 6 weeks |
| Request import and automatic matching | 1,500,000 to 3,500,000 | 3 to 5 weeks |
| Multi-currency quotes and PDF sending | 1,200,000 to 2,500,000 | 2 to 4 weeks |
| Port call planning and alerts | 1,000,000 to 2,500,000 | 2 to 4 weeks |
| Quayside delivery app, signature, photos | 1,500,000 to 3,500,000 | 3 to 5 weeks |
| Invoicing, reminders and receivables | 1,200,000 to 2,800,000 | 3 to 4 weeks |
| Stock, supplier purchasing and data migration | 800,000 to 1,700,000 | 2 to 3 weeks |
| Total | 9,000,000 to 20,000,000 | 4 to 7 months |
Maintenance and hosting cost FCFA 150,000 to 400,000 excl. VAT per month. Connectors to the maritime procurement platforms used by large owners are priced separately, often FCFA 1 to 3 million each depending on available documentation.
What the software changes for margin
The time saving is visible, but the strongest effect is on margin. A structured catalogue stops you selling below cost when a supplier price has moved, and tracking by call shows which vessels, owners and product families really pay.
| Lever | Observed effect (2026 order of magnitude) |
|---|---|
| Purchase prices kept up to date in the catalogue | +1 to 2 points of gross margin |
| Fewer urgent deliveries by taxi or boat | -20 to 30% logistics costs |
| Invoices issued within 48 h with signed proof | -50% disputes |
| Dashboard by shipowner | Unprofitable accounts dropped |
| Order history per vessel | Pre-filled quotes at the next calls |
Mini case study
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Mamadou, CEO of a ship chandler at the port of Dakar, prices 600 requests a year with an average basket of FCFA 4,500,000 and an 18% gross margin. At a 35% win rate, he serves 210 calls: FCFA 945 million in revenue and 170 million in margin.
With software at FCFA 14 million, he targets a 50% win rate after one year, i.e. 300 calls and FCFA 1.35 billion in revenue. Extra margin reaches about FCFA 73 million a year. Even at 45%, i.e. 60 more calls, the gain exceeds 48 million: the project pays back in four months of operation, including FCFA 250,000 monthly maintenance.
FAQ
How much does custom ship chandler software cost in Dakar?
Budget FCFA 9 to 20 million excl. VAT depending on modules, then FCFA 150,000 to 400,000 a month for maintenance. A first release covering catalogue, quotes and delivery can start at around FCFA 6 million.
Does the software handle IMPA and ISSA codes?
Yes, the catalogue is built on IMPA references with ISSA mapping, and you attach your own items and suppliers. A 150-line request is 85 to 95% matched automatically.
Can we quote in dollars and invoice in euros?
Quotes can be issued in FCFA, USD or EUR at the day's rate, and invoices in the currency of the owner's contract. The exchange difference is tracked for each call.
Does the delivery app work without network at the quay?
It works offline and syncs as soon as 4G returns. The note is signed on board on a phone, with photos and time, which cuts disputes by about 50%.
How long until it is live?
A usable first release ships in 8 to 10 weeks, the full scope in 4 to 7 months, including migration of your existing catalogue.
Let's scope your project. Send us a sample vessel request, your annual number of calls and your current tools: we will scope the work, give an indicative budget between FCFA 9 and 20 million and a phased schedule. 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.
