The verdict in three sentences
A shipping agency handling 300 port calls a year in Amsterdam on spreadsheets loses on average 2 days per port call close-out and leaks disbursements that never get recharged. A custom port call management system costs between EUR 25,000 and 65,000 depending on scope (automated proforma disbursement account, owner disbursement tracking, electronic exchanges with the port community system) and takes about 5 months to deliver. With a typical payback of 12 to 20 months, it is one of the most profitable digital projects for a ship agent.
Why spreadsheets break at 300 port calls a year
The North Sea Canal area around Amsterdam handles close to 100 million tonnes of cargo a year, much of it dry and liquid bulk. For a shipping agency, every call means a proforma disbursement account (PDA), collecting invoices for pilotage, towage, mooring and port dues, preparing manifests and then sending the final disbursement account (FDA) to the owner.
On Excel, each call produces 4 to 6 files, copy-pasting between versions and email chasing. Typical errors: an outdated towage tariff in the PDA, a forgotten mooring invoice in the FDA, a manifest keyed in three times. At 300 calls a year, 1% of unrecovered disbursements quickly adds up to tens of thousands of euros.
| Task per port call | On spreadsheets | With dedicated software |
|---|---|---|
| Preparing the PDA | 2 to 3 h | 15 to 20 min (built-in tariffs) |
| Entering and checking the manifest | 3 to 4 h | 45 min (EDI or Excel import) |
| Collecting supplier invoices | 5 to 8 email reminders | Supplier portal and matching |
| Call close-out and FDA | 3 to 4 days | 1 to 2 days |
| Estimated unrecovered disbursements | 1 to 2% of volume | under 0.3% |
| Owner visibility | Manual PDF | Real-time client portal |
Modules and their 2026 price
The budget depends mainly on the number of modules and external interfaces. The link to the port community system (Portbase in the Netherlands) is often the most uncertain item, because it depends on the specifications and certification process.
| Module | Function | Indicative 2026 budget |
|---|---|---|
| Port call management | Vessel record, ETA/ETD, documents, statuses | EUR 4,500 to 9,000 |
| Automated PDA | Port, pilotage, towage tariffs, currencies | EUR 4,000 to 7,500 |
| Disbursement tracking and FDA | Invoice matching, PDA/FDA variances | EUR 4,500 to 10,500 |
| Manifests and bills of lading | Import, checks, export to port community system | EUR 4,000 to 12,000 |
| Owner portal | Consultation, PDA approval, advance payment | EUR 3,000 to 9,000 |
| Dashboards | Margin per call, close-out times, receivables | EUR 3,000 to 12,000 |
| Total project | Depending on scope | EUR 25,000 to 65,000 |
Add hosting (about EUR 120 to 250 per month for secure cloud infrastructure) and ongoing maintenance, usually 15 to 18% of the initial cost per year. Typical schedule: 3 weeks of scoping, 3 months of development in batches, 4 weeks of acceptance testing with two real calls running alongside the spreadsheet.
Custom build or international agency package?
International ship agency packages exist, but they often charge EUR 400 to 1,200 per user per year, rarely fit local tariff structures perfectly, and configuration by an integrator adds EUR 10,000 to 30,000. Custom software wins as soon as the agency has specific processes (liner and tramp agency, short sea, inland barge connections) or wants to use the owner portal as a sales argument.
Mini case study
Pieter, managing director of a shipping agency in Amsterdam, handles 300 port calls a year with an operations team of 6. He invests EUR 45,000 in software covering port calls, PDA, disbursements, manifests and an owner portal.
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- Time saved: 2 days of close-out per call, about 10 h of operations and accounting work. 300 calls x 10 h = 3,000 h a year, valued at EUR 45 per loaded hour: EUR 135,000.
- Disbursements recovered: on EUR 3 million of disbursements, going from 1% to 0.3% losses brings in EUR 21,000.
- Cash flow: FDAs sent 2 days earlier speed up owner payments.
Estimated annual gain, counting only half of the time saved as real capacity freed: EUR 88,500, minus EUR 7,500 of maintenance and hosting. Payback in about 7 months (2026 order of magnitude). A more conservative scenario still pays back within 14 months.
FAQ
How much does shipping agency software cost in Amsterdam in 2026?
Expect EUR 25,000 to 65,000 for custom software, depending on modules and interfaces. A core of port calls, PDA and disbursements starts around EUR 25,000, deliverable in 3 to 4 months.
Can it connect to the port community system?
Yes, subject to obtaining technical specifications and access from the operator. Budget EUR 4,000 to 12,000 for this batch and a 4 to 6 week buffer for testing.
How long until we are operational?
About 5 months from scoping to production, including 4 weeks of parallel running. The PDA module can ship first, in month 2, for a quick win.
Does it handle several currencies?
Yes: PDAs are often in USD while local suppliers invoice in EUR. Exchange rates are updated daily and variances are tracked per call.
Who owns the code?
At Kolonell, the source code and data belong to the client agency on delivery. Maintenance stays optional, around 15% of the initial budget per year.
Let's scope your project. Send us your call volume, PDA templates and target interfaces for a scope priced between EUR 25,000 and 65,000 and a 5-month 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.
