The verdict in three sentences
A shipping agency handling 450 port calls a year with Excel files and email loses time on every proforma disbursement account (2 h instead of 10 min) and lets unrecovered disbursements slip. Custom software at 40,000 to 72,000 USD excl. GST links appointments, proformas, manifests, port and customs systems and multi-currency invoicing. With 0.5% of disbursements recovered and 800 hours saved a year, payback comes in 18 to 24 months.
The workflows of a shipping agency in Singapore
The ship agent represents the owner at every call: it receives the appointment, sends a proforma of costs, advances disbursements (port dues, pilotage, towage, mooring, terminal charges), files manifests and documents with the Maritime and Port Authority and customs through digital platforms such as digitalPORT@SG and TradeNet, then issues the final disbursement account (FDA). In one of the most digitised ports in the world, manual re-keying is what costs days.
| Stage | Current practice | Software function | Estimated 2026 gain |
|---|---|---|---|
| Appointment | Owner email re-keyed | Port call record created from email or form | 20 min per call |
| Proforma DA | Port tariffs looked up by hand | Automatic calculation by tonnage, port, stay | 2 h down to 10 min |
| Manifests | Double entry for customs | Manifest import, export to port systems | Zero double entry |
| Disbursements | Supplier invoices in a binder | Tracking per call, alert on unrecovered cost | 0.5 to 1% of disbursements recovered |
| Final DA | Issued 15 to 30 days after sailing | Generated at D+3 with supporting documents | Cash in 20 days earlier |
| Invoicing | USD, SGD and EUR mixed | Multi-currency with daily rate | FX differences tracked |
What shipping agency software costs in 2026
International port call management packages cost 25,000 to 60,000 EUR a year for a mid-sized agency, and often need costly customisation to match an agency's own tariff rules and owner reporting. Custom software makes sense above 250 calls a year.
| Option | Upfront cost | Annual cost | Limitation |
|---|---|---|---|
| Excel + email | 0 USD | 0 USD but 2 h per proforma | Missed disbursements |
| International port call package | 5,000 to 10,000 USD setup | 27,000 to 65,000 USD | Rigid workflows |
| Custom core (calls, proformas, disbursements) | 40,000 USD excl. GST | 5,000 USD maintenance | Port interfaces in phase 2 |
| Custom full (port systems, manifests, multi-currency) | 60,000 to 72,000 USD excl. GST | 7,000 to 10,000 USD | None for the target scope |
| Owner portal | 8,000 to 13,000 USD excl. GST | Included | Real-time call tracking |
| Secure hosting and backups | Included | 2,000 to 4,000 USD | Recovery within 4 h |
Delivery takes 16 to 22 weeks: 3 weeks of scoping with operations and accounts, 11 to 15 weeks of development, 2 to 4 weeks of testing on real calls. These amounts are a 2026 order of magnitude.
Mini case study
Daniel, managing director of a shipping agency in Singapore, handles 450 calls a year. The proforma drops from 2 h to 10 min, saving 825 hours, plus avoided manifest re-keying: about 1,100 hours in total at a loaded cost of around 35 USD an hour, so 38,500 USD a year. Disbursements average 15,000 USD per call, 6,750,000 USD a year: recovering 0.5% of missed disbursements brings in 33,750 USD. With a full solution at 66,000 USD excl. GST and 9,000 USD maintenance, the net annual gain is about 63,000 USD. Payback: roughly 13 months, faster if the agency grows calls without hiring.
The indicators to track after go-live
| Indicator | Before | 6-month target |
|---|---|---|
| Average proforma time | 2 h | 10 min |
| Final DA lead time | 15 to 30 days | 3 days |
| Unrecovered disbursements | 1 to 1.5% | Under 0.3% |
| Calls per operator per month | 9 | 14 |
| Owner disputes on the DA | 1 call in 10 | 1 call in 40 |
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FAQ
Can the software exchange data with Singapore port and customs systems?
Yes, the full version includes electronic exchange of manifests and declarations in the required formats. The connection and testing phase usually takes 3 to 5 weeks.
How are changing port tariffs handled?
Tariff tables for each port and terminal are configurable by your team. A tariff update takes under 30 minutes and applies to all subsequent proformas.
Does multi-currency invoicing keep an audit trail?
Yes, each invoice stores the rate of the day and the FX difference is tracked. Reports for your accountant export in one click.
Can we start small?
Yes, the core module for calls, proformas and disbursements at 40,000 USD excl. GST can go live in 10 weeks. Port interfaces and the owner portal follow in phase 2.
Is our data hosted securely?
Data is encrypted and backed up daily, with a recovery plan within 4 hours. Hosting costs 2,000 to 4,000 USD a year.
Let's scope your project. Tell us your call volumes, ports and current tools: we will price a scope between 40,000 and 72,000 USD excl. GST with a 16 to 22 week 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.
