DOCX templates with merge fields produce branded proformas, final disbursement accounts, purchase orders, and credit notes. 62,595 generated and counting.
Add merge tags for the fields you need: job description, vessel name, charge lines, custom fields. You control the layout and branding.
Click generate on an invoice, quote, purchase order, or credit note. Base merges live data and converts to PDF.
The document attaches to the record automatically. If connected, it pushes to Xero or QuickBooks alongside the financial data.
Every field in Base becomes a merge tag. Job description, vessel data (name, IMO, flag, LOA, GT, DWT), port and terminal, charge lines with quantity and rates, tax calculations, company details, and payment allocations.
Your DOCX template is the layout. Base fills every field with live data at generation time. One click produces the PDF. No copy-paste, no stale data, no mismatched vessel names between the invoice and the disbursement.
If you track it, you can print it. Every custom field your organization creates is available as a merge tag. Project codes, cost centers, voyage references, draft readings, ETA timestamps, crew counts, berth positions.
This is what separates Base from canned templates. Your operation has fields that no other company uses. Those fields belong in your documents, not hidden in a database that your clients never see.
Invoice in any of 15 supported currencies. Charges in one currency, totals converted to another, exchange rates applied at generation time. The document shows both the local charges and the converted total so your principal sees the full picture.
Daily exchange rate updates mean the numbers in the PDF match the numbers in the system. No manual rate lookups, no spreadsheet conversions, no currency mismatches between the proforma and the final.
Charge code formulas calculate at generation time. Towage computed from vessel count, tug count, and hourly rate. Overtime multiplied by the applicable factor. Tax applied per line item based on the rate code.
The calculations happen in Base, not in your template. You define the formula once on the charge code. Every document that references that charge gets the computed result. No manual math, no formula errors, no discrepancy between what the system says and what the PDF shows.
Upload your DOCX. Base fills the data. Your company logo embedded via merge tag. Your fonts, your colors, your table layouts, your headers and footers. A4, Letter, or any page size your clients expect.
You are not adapting to a fixed format or fighting a template editor. The DOCX file IS your template. Design it in Word, drop in merge tags, upload once. Every document generated from that template looks exactly like your brand.
PDA, FDA, Quote, PO, Credit Note, or any custom type. Each type pulls different data from the same job. The proforma shows estimated charges before the vessel arrives. The final shows actual charges after the job closes. Credit notes reference the original and itemize adjustments.
Custom templates handle anything else: laytime statements, port reports, compliance summaries, client-facing dashboards. If it needs data from Base, you can generate it as a branded PDF.
The proforma goes out before the vessel arrives. The final goes out after the job closes. Both pull live data from the same job: every charge line with quantity and rate, every vendor expense, every tax calculation. Vessel name, IMO, flag, port, terminal, berth, and arrival times populate automatically from the job record.
Charge code formulas compute at generation time. Towage calculated from vessel count, tug count, and hourly rate. Overtime multiplied by the applicable factor. No manual math, no formula errors between the proforma estimate and the final.
Principals see a branded, professional document with the full scope of the port call. Every line item accounted for, every charge traceable to a vendor. Approvals move faster when there are no questions about what a charge covers or where the number came from.
A principal sends an RFQ for a 3-day port call in Santos. Your team builds the job, adds estimated charges across 15 line items in two currencies, and generates a branded quote PDF in minutes. Not hours rebuilding an Excel template. Not days waiting for someone to assemble the numbers from three different spreadsheets.
The quote includes vessel specifications, berth requirements, and estimated timelines because that data already lives in the job record. When the principal approves and the vessel arrives, the quote becomes the proforma. Same data, same job, next document in the lifecycle. No re-entry.
Vendor costs hit the job as expenses. Those expenses need a purchase order. The PO needs to reach the vendor with the right line items, amounts, and job reference. And when the vendor invoice comes back, it needs to match.
Base generates the PO from the expense data already linked to the job. Line items, vendor details, amounts, and approval status pull directly from the record. When the vendor invoice arrives, OCR extracts the amounts and matches them to the existing PO. The paper trail from expense to PO to vendor invoice to accounting sync is one unbroken chain.
Documents generated
Invoice PDF rate
Template types
Custom fields injectable
Merge tags support every data point in Base. Charge lines with quantity, unit amount, and tax. Vessel specs. Port details. Custom fields for project codes and cost allocations. If you track it, you can print it.
Upload your own DOCX template. Your layout, your fonts, your logo placement. Base fills the merge fields and converts to PDF. The system adapts to your formats, not the other way around.
Bring a real DOCX template: a PDA you already use, an FDA cover sheet, a credit note layout, a quote form. We will merge it with a live port call in your demo. Watch merge fields pull from the job, the PDF render with your brand styles, and the file land in the audit trail automatically. Maritime finance teams using Base for document generation typically cut their PDA turnaround from hours to minutes.
The same template engine powers QuickBooks and Xero invoice sync, so your branded documents and accounting records stay aligned.
Every PDA, FDA, PO, and credit note starts from the data already in the system. No re-typing charge lines, no mismatched vessel names.