The verdict in three sentences
For a shipping agency handling 260 port calls a year at Jebel Ali and Port Rashid, custom port call software costs between USD 70,000 and 150,000 in 2026. The main gain is not administrative: it is the final disbursement account (FDA) sent in 10 days instead of 30, which shrinks the disbursements advanced on behalf of owners accordingly. An agency advancing USD 45,000 per call typically recovers its investment in 12 to 18 months.
Modules and their 2026 prices
Shipping agency software covers the whole port call cycle, from proforma request to accounting close. Here is the typical breakdown for a Dubai agency.
| Module | Function | Indicative 2026 price (USD) | Timeline |
|---|---|---|---|
| Proforma disbursement account (PDA) | Port tariffs, pilotage, towage, mooring, dues, automatic calculation | 12,000 to 26,000 | 4 to 6 weeks |
| Disbursement tracking | Supplier purchase orders, invoices, advances, reconciliation | 12,000 to 28,000 | 4 to 6 weeks |
| Final disbursement account (FDA) | PDA vs FDA variances, attachments, approval, owner dispatch | 14,000 to 30,000 | 4 to 7 weeks |
| Owner portal | Real-time call status, documents, balance, payment | 14,000 to 30,000 | 4 to 6 weeks |
| Mobile port operations | Statement of facts, timestamps, photos, master's signature | 8,000 to 18,000 | 3 to 4 weeks |
| Integrations | Accounting, customs and port community systems, banks | 10,000 to 18,000 | 3 to 5 weeks |
| Total | Full platform | 70,000 to 150,000 | 4 to 7 months |
Maintenance and hosting run at USD 10,000 to 20,000 a year, including port tariff updates.
Spreadsheet, off-the-shelf suite or custom build
Large international agency networks use port call suites licensed per user or per call. For an independent agency in Dubai, the maths is different.
| Criterion | Excel and email | Off-the-shelf suite | Custom build by Kolonell |
|---|---|---|---|
| Initial cost | USD 0 | USD 35,000 to 70,000 configuration | USD 70,000 to 150,000 |
| Annual cost | Staff time | USD 45,000 to 110,000 in licences | USD 10,000 to 20,000 |
| Local port tariffs | Re-keyed by hand | Paid configuration at each revision | Built in and updated |
| Average FDA dispatch time | 30 days | 12 to 15 days | 10 days |
| Missed or unbilled disbursements | 1 to 2% | 0.5% | Under 0.3% |
| Owner portal in English and Arabic | No | Often English only | Yes |
| Code ownership | Not applicable | No | Yes |
What an agency with 260 calls gains
The real issue for a shipping agency is working capital: the agency pays the port, pilots, tugs and suppliers before the owner reimburses it.
| Indicator | Before | After (2026 order of magnitude) |
|---|---|---|
| Time to prepare a proforma | 3 h | 20 min |
| FDA dispatch time | 30 days | 10 days |
| Average owner reimbursement time | 55 days | 35 days |
| Unbilled disbursements | 1% | 0.3% |
| FDA disputes per year | 25 to 40 | 8 to 12 |
| Status calls and emails per call | 15 to 25 | 3 to 5 |
Mini case study
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Rahul is operations director of a shipping agency in Dubai: 260 port calls a year, with an average USD 45,000 of disbursements advanced per call, or USD 11.7 million a year. Cutting reimbursement time by 20 days frees about 11,700,000 × 20 / 365, or USD 641,000 of working capital. At a 7% credit line rate, that is USD 44,900 of finance costs avoided every year. Bringing unbilled disbursements from 1% to 0.3% recovers another USD 81,900 a year. With a USD 110,000 project and USD 15,000 maintenance, the net gain is about USD 111,800 a year: payback in about 12 months.
FAQ
How long does it take to go live?
Allow 4 to 7 months for the full platform. A first phase covering PDA and FDA can run in production after 10 to 12 weeks, on new port calls only.
Are port tariffs updated automatically?
Tariffs live in tables your team updates in minutes at each revision. Assisted updates are included in annual maintenance, about USD 10,000 to 20,000.
Can the owner portal collect port call funds?
Yes: the owner reviews the proforma, wires the advance and tracks the balance live. Agencies requiring 80 to 100% advance through the portal halve their exposure.
Can we manage several ports, such as Jebel Ali, Port Rashid and Khalifa Port?
Yes, each port has its own tariffs and team. Adding a port usually costs USD 6,000 to 12,000 of configuration.
Is our data kept confidential?
Each owner only sees its own calls and documents, with an access log. Hosting can sit in a UAE cloud region in line with the UAE data protection law, with daily backups.
Let's scope your project. Tell us your number of port calls, your ports and your current tools: we will price a scope between USD 70,000 and 150,000 with a first phase live 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.
