The verdict in three sentences
For a ship agency handling 350 port calls a year, spreadsheets and email threads with owners cost more than dedicated software. Custom port call management software costs 20 to 45 million FCFA (about 30,500 to 68,600 EUR, or 33,000 to 74,000 USD) in 2026, with hosting at 80,000 to 200,000 FCFA a month. The main gain is financial: disbursement accounts closed in 5 days instead of 20, so cash advances are recovered from owners three weeks earlier.
What port agency software must cover
Whether the call is in Douala or Singapore, the chain is long: proforma request from the owner, funds advance, port dues, pilotage, towage, mooring, stevedoring, then line-by-line justification in the final account. Each call generates 40 to 80 supporting documents. Across 350 calls, that is more than 20,000 documents a year, often scattered across inboxes, shared drives and paper files.
The software must therefore centralise five blocks: the proforma disbursement account (PDA) computed from configured port tariffs, tracking of disbursements and advances received, the final disbursement account (FDA) with automatic supplier invoice matching, document management for owner documents (manifests, bills of lading, statements of facts), and a portal where owners check the status of their call.
| Module | Function | Indicative 2026 budget |
|---|---|---|
| Proforma (PDA) | Automatic calculation from port tariffs, GRT, duration | 3.5M - 7M FCFA (5,300 - 10,700 EUR) |
| Disbursements and advances | Owner receipts, balance per call | 3M - 6.5M FCFA (4,600 - 9,900 EUR) |
| Final account (FDA) | Invoice matching, variances, approval | 4.5M - 9M FCFA (6,900 - 13,700 EUR) |
| Owner document management | Manifests, SOF, bills of lading, archiving | 2.5M - 5.5M FCFA (3,800 - 8,400 EUR) |
| Owner portal | Online view, PDF export, notifications | 3M - 8M FCFA (4,600 - 12,200 EUR) |
| Integrations (accounting, bank, single window) | Sage or Odoo export, bank feeds | 2M - 6M FCFA (3,000 - 9,100 EUR) |
| Management dashboard | Closing time, margin per owner | 1.5M - 3M FCFA (2,300 - 4,600 EUR) |
A first operational version, limited to PDA, disbursements and final account, starts around 20 million FCFA. The full version with owner portal and integrations reaches 45 million FCFA. Delivery takes 4 to 7 months depending on scope, rolled out in phases.
Custom build or international SaaS: the real comparison
International port agency platforms used in Singapore or Rotterdam are mature, but they are priced per user in USD and assume standard tariff structures. Agencies in West and Central African ports often keep a spreadsheet alongside them for local specifics. For a Singapore agency, the SaaS benchmark is the reference point; for a Douala agency, custom usually wins.
| Criterion | International SaaS | Custom software by Kolonell |
|---|---|---|
| Initial cost | 5M - 12M FCFA (7,600 - 18,300 EUR setup) | 20M - 45M FCFA (30,500 - 68,600 EUR) |
| Annual fee | 9M - 25M FCFA (13,700 - 38,100 EUR, per-user licences) | 0.96M - 2.4M FCFA (1,460 - 3,660 EUR, hosting) |
| Local port tariffs | Manual entry | Configured and maintained |
| Working currency | USD or EUR | FCFA, USD and EUR |
| Code ownership | No | Yes |
| Support | English, time zone gaps | French or English, same time zone |
| 5-year cumulative cost | 50M - 137M FCFA | 25M - 57M FCFA |
Over five years, as a 2026 order of magnitude, custom software costs roughly half as much for an agency of 8 to 15 users, and it matches real port procedures.
Mini case study
Mr Ekambi runs a ship agency in Douala: 350 calls a year, 12 staff. Average advance per call: 9 million FCFA. With 20-day closing, the average balance of unjustified advances is about 350 × 9,000,000 × 20 / 365, or 172.6 million FCFA tied up. With 5-day closing, it drops to 43.15 million FCFA. The agency frees close to 129 million FCFA (about 197,000 EUR) of cash. At a 12 % overdraft rate, financial cost savings reach about 15.5 million FCFA a year. Add 2 administrative FTEs reassigned (about 9.6 million FCFA a year). A 32 million FCFA project pays back in under 16 months.
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FAQ
How much does custom port agency software cost in 2026?
Budget 20 million FCFA (about 30,500 EUR) for a PDA, disbursement and final account core, and up to 45 million FCFA (about 68,600 EUR) with owner portal and integrations. Secure hosting adds 80,000 to 200,000 FCFA a month.
How long until the software is live?
A first usable release arrives in 10 to 14 weeks. Full scope is delivered in 4 to 7 months, with migration of open calls to avoid double entry.
Can the software handle several currencies?
Yes, PDAs and FDAs are issued in USD or EUR for the owner while local disbursements stay in FCFA. The exchange rate is locked at each payment date for exact reconciliation.
Can it connect to our accounting system?
Export to Sage, Odoo or local accounting software is included in scope, removing 80 to 90 % of re-keying. Integration budget is 2 to 6 million FCFA.
Can owners follow their calls online?
The owner portal shows the proforma, advances received and final account status in real time. Agencies that open it usually see 30 to 50 % fewer chaser emails.
Let's scope your project. Send us your call volume, priority modules and indicative budget, and we will price a first release deliverable in 3 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.
