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Vendor Management Software

You coordinate towage, pilotage, stevedoring, surveys, and launches for every port call. When a vendor is late, overcharges, or loses a license, you carry the cost. Base gives you a vendor registry that tracks qualifications, enforces rate cards, and flags problems before they become your problem.

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Vendor Registry
All Vendors Reporting
LIVE
Maritime Towage Co
Tug Services – Houston
Qualified
Gulf Stevedoring Ltd
Stevedoring – Mobile
Expiring
Coastal Pilots Inc
Pilotage – Galveston
Qualified
Ocean Survey Group
Survey – New Orleans
Blocked

85,000+

charges tracked across the platform

50+

data sources screening your vendors

$1B+

in vendor spend tracked

99.95%

PDF invoice capture rate

Onboard Vendors with Qualification Checks

Every vendor you add to Base goes through a qualification gate. Upload insurance certificates, verify carrier licenses and safety records, and run automated sanctions screening before awarding any work. You set the standards. Base enforces them.
Vendor Qualification
Insurance Certificate Valid
Carrier License Verified
Sanctions Check Clear
Safety Record Review

How You Control Vendor Spend

Store contracted rates per vendor and per port. When a charge comes in above the agreed rate, Base flags it before you approve the invoice. Your AP automation captures the vendor invoice, matches it against the rate card, and routes overages for review. Nothing gets paid without your sign-off.
Rate Card Enforcement
Pilotage – Inbound $4,200
Contracted rate – Houston Ship Channel
Towage – 2 tugs $8,500
Published tariff – Galveston Pilots
Launch Service $1,800 (over rate)
Contracted rate: $1,200. Variance: +$600

What Your Team Says After Switching

Port agents managing vendors across multiple US ports.

“We used to find out a vendor lost their license three months after the fact, when an auditor flagged it. Now we get the alert the same week it happens.”
O
Operations Manager
US Gulf port agency, 12 ports
“Rate card enforcement alone paid for itself. We were approving overcharges on towage invoices for months before we caught the pattern.”
F
Finance Director
Ship agency, 8 US ports

Vendor Compliance That Runs Without You

Base re-screens your active vendors against sanctions watchlists weekly. When a carrier license expires or an insurance policy lapses, the vendor is blocked from new jobs until they re-qualify. Your vendor due diligence dossier stays current without manual follow-up. Compliance checks run on your schedule, not whenever someone remembers.
Ongoing Monitoring
Sanctions Re-screen
Weekly, all active vendors
Auto
License Expiry Alerts
30-day advance warning
Auto
Insurance Lapse
Ocean Survey Group – expired 3 days ago
Blocked

Common Concerns

"We already track vendors in spreadsheets."

That works until a vendor’s insurance lapses and nobody catches it for three months. Base runs ongoing checks and blocks non-compliant vendors from new jobs automatically.

"Our vendors won't use a new portal."

Your vendors don’t need accounts. You manage the registry. If you want vendors to submit invoices or update their own documents, the vendor portal is optional.

"We have hundreds of vendors across dozens of ports."

That is exactly the scenario Base handles. Filter by port, service type, or compliance status. Track contracted rates per vendor per port. Your accounting sync ties vendor spend to specific port calls.

Vendor Management

See Your Vendor Registry With Rate Cards and Compliance Built In

Add a real vendor from your port rotation, run a qualification check, see how rate card enforcement catches overcharges, and connect vendor spend to your QuickBooks or Xero sync.

“We were approving invoices without checking them against contracted rates. The first month on Base, we caught six overcharges we would have missed.”

– Accounts Payable Lead, Port agency, US Gulf

See how Base solves your biggest challenges

Your Vendors, Qualified and Tracked

Port agents who switch to Base for vendor management typically cut vendor qualification time by 60% within the first quarter.

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Vendor Management Software FAQ

Vendor management software for maritime operations tracks every third-party service provider your port agency works with: tug companies, pilots, stevedores, surveyors, launch services, and customs brokers. It stores qualifications, enforces contracted rates, and flags compliance issues before they affect your port calls.
You store contracted rates per vendor, per port, per service type. When an invoice arrives, Base compares the charged amount against the agreed rate. Overages are flagged for review before the invoice is approved and synced to your accounting system.
Yes. Store insurance certificates, carrier licenses, safety records, and sanctions screening results per vendor. Base runs automated re-screening on a schedule you set and blocks vendors from new jobs when their qualifications lapse.
Every charge in a PDA or FDA is tied to a vendor. Your vendor registry feeds directly into your port call cost estimates, invoice approval workflows, and accounting sync. Vendor spend rolls up per port call, per vessel, and per principal.
No. Base connects to QuickBooks Online and Xero. Vendor invoices flow through Base for approval and rate card validation, then sync to your general ledger. Base handles the maritime workflow. Your accounting software handles the books.
There is no vendor limit. Agencies managing hundreds of vendors across dozens of ports use Base. Filter by port, service type, compliance status, or contract terms. Every vendor record includes full qualification history and spend tracking.
Most agencies have their core vendor registry loaded within a week. Import your existing vendor list, set up rate cards for your busiest ports, and start running qualification checks. The system populates further as your team processes port calls.

Ready to get started?

See how Base works for your operation.

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