Stop rebuilding the same PDA from scratch every port call. Base pulls your rate cards, populates the proforma automatically, tracks actuals as charges land, and closes the FDA with a variance report your principal already has access to. Every line item auditable. Every currency converted at the rate you locked. Port agencies on Base typically close an FDA the same day the vessel departs.
PDAs and FDAs generated
currencies per disbursement account
in port charges tracked
average PDA creation time
A Gulf Coast port agency was producing 80+ proforma disbursement accounts a month across three offices. Every PDA started from a blank spreadsheet. Charge lines were copied from the last similar call, adjusted manually, emailed to the principal, then rebuilt from scratch when actuals came in. The FDA close-out took longer than the port call itself.
After switching to Base, the same team builds a PDA in under 4 minutes. Rate cards populate the estimate automatically. Actuals land on the same record as they happen. The principal watches the variance in real time instead of waiting for a PDF two weeks later.
45 min down to 4 min
3-5 per call down to 0-1
Same day as vessel departure
Down 70% in the first quarter
Pick the port. Pick the vessel type. Base pulls the matching rate card and fills every charge line on the proforma disbursement account. You review, adjust anything that changed since the last call, and send it to the principal. No copying from old spreadsheets. No guessing which rate applied last quarter.
Rate cards update in one place. The next PDA at that port picks up the new numbers automatically. When you need to manage the full port call workflow around the disbursement account, the PDA lives on the same record as the nomination, NOR, and SOF.
Your agents log charges from the port. Each one lands on the disbursement account and compares against the proforma estimate in real time. You see the running variance before the vessel leaves the berth, not two weeks later when the spreadsheet finally gets updated.
Multi-currency port calls convert at the rate you lock when the charge is approved. No month-end surprises from exchange rate drift. If your team also handles port agency operations or ship agency coordination, those charges flow into the same disbursement record.
Store charge templates per port, vessel type, and cargo. One update flows to every future PDA at that port.
Select a port and vessel. Base builds the proforma from your rate card. Review and send in minutes, not hours.
Charges land on the disbursement account as your agents log them. The PDA-to-actual variance updates live.
Lock exchange rates per charge line. Convert to the principal’s billing currency without end-of-month rework.
When the vessel departs, close the account. Base generates the final disbursement account with full variance detail.
Your principal sees the same disbursement account you do via Base Connect. No PDF attachments. No email chains.
When the vessel departs, approve the final charges and close the disbursement account. Base generates the FDA with a line-by-line variance report, pushes the journal entry to QuickBooks or Xero, and notifies the principal that the final account is ready for review.
No re-keying. No month-end reconciliation scramble. The books match the disbursement account because they came from the same record. For teams that also manage vendor invoice processing and payment reconciliation, those workflows feed into the same job ledger.
port agencies on Base
records synced to accounting
in port charges tracked
support for active accounts
You update the rate card once in Base. Every PDA at that port picks up the new numbers on the next call. No spreadsheet versioning, no forwarding the latest file to 3 offices.
Base converts each charge line at the rate you lock when it is approved. End-of-month reconciliation matches what your agents logged, not what the bank rate was on closing day.
Base exports the FDA as a PDF with your branding. Principals who want real-time access get Base Connect. The two work side by side. You do not have to pick one.
Walk through a real port call: rate card selection, PDA generation, live charge logging, variance tracking, FDA close-out, and accounting sync. Bring your own port and vessel type.
“We stopped sending supplemental invoices after the first month. The PDA was close enough that the FDA just confirmed what the principal already knew.”
– Operations Manager, Gulf Coast port agency, 60+ calls/month
Not a spreadsheet copy-pasted from last quarter. Book a demo and build a PDA from your own rate cards in under 5 minutes.