One live port call record. Every stakeholder on the same page. Nominations, PDAs, charges, documents, and FDA approvals in the system your agents already use to run the vessel. Base replaces the inbox thread with a shared port call that principals can see in real time.
in port call charges tracked
records synced to accounting
currencies per port call
PDAs and FDAs generated
Vessel arriving in 48 hours. Open Base, grab the port call template that matches the service, confirm vessel, port, berth window, and principal. The port call record goes live in under a minute with the standard charge codes pre-loaded. Agents and principals see the same record from the moment it is nominated.
Pull charge lines from the template. Adjust per the specific vessel, port, or service. Generate the Proforma Disbursement Account as a quote and send it to the principal for approval. The PDA becomes the living budget for the port call, and variance tracking runs automatically from the moment charges start posting against it.
Vessel alongside. Log charges as they happen from dockside. Attach receipts, vendor invoices, SOF timestamps, crew movements. Every entry attaches to the port call and surfaces in the principal view in real time. No more end-of-week catch-up on the expense log. Uses OCR AP automation for vendor invoices.
Vessel departed. Reconcile actuals against the PDA, generate the Final Disbursement Account, send to principal for approval. Variance lines show exactly where the port call drifted from the proforma. Once approved, Base pushes the charges to QuickBooks or Xero. Port call closed in days, not weeks.
Every charge, every document, every vendor, every SOF timestamp attaches to the same port call record. No separate spreadsheet. No disconnected folders. When the principal asks a question three weeks later, the answer is on the record, not scattered across five inboxes. Works with document generation for PDA and FDA output.
Vessel, port, berth window, principal, service template, agent assignment. Port call goes live in under a minute.
Every pilot, tug, linesman, launch, and agency charge on the port call record. Pre-loaded from templates, adjusted per vessel.
NOR, berth times, departure, crew movements, weather delays. Timestamped entries that roll up into the FDA.
Vendor invoices, port authority receipts, SOF printouts, customs forms. Every document tied to the port call.
Pilot stations, tug operators, customs brokers, launch services. License and insurance status surface with every charge.
Crew changes, launches, transport, hotel bookings, immigration. Husbandry costs log against the port call like any other charge.
A charterer joins your port call and wants to see what is happening in real time. You do not need to email a status update or forward a PDA. They log in to Base as a scoped guest, see every charge as it posts, every document as it attaches, every approval as it clears. They cannot edit the record. They see the reality. No more parallel reporting, no more version confusion between what the agent has and what the principal thinks they have. Powered by Base Connect with scoped guest access.
NOR to all-fast to charge-logging happens on one record. Agents stop waiting on email loops to move the port call forward.
Every charge attaches to the PDA as it is logged. Variance against the proforma is visible live, not at month-end.
Pilot windows, tug bookings, launch services, and crew transport all tied to the port call record your team reads from.
Agent, principal, finance, and compliance all see the same port call. Status questions do not become email threads.
Approval bottlenecks that stall a vessel alongside surface immediately. Reviewers act from the record, not from a forwarded PDF.
Every stakeholder on the same port call means no parallel reporting and no version confusion between agent and principal.
typical port call close-out, arrival to FDA
parallel spreadsheets needed per port call
charge codes supported out of the box
currencies captured on every port call
Spreadsheets work until the third principal asks a question about the same vessel. Base replaces the spreadsheet with a live record that every stakeholder reads from, including the principal. Agents running Base typically close port calls in four days instead of the ten to twelve days a spreadsheet workflow requires.
They do not need a full account. Base gives them scoped guest access to only their vessels, their charges, their invoices. Most guest reviewers are approving PDAs within ten minutes of their first login. No training required.
Base is the system your agents use to run the port call. When the FDA is approved, Base pushes the charges to your existing QuickBooks or Xero setup. Your accountant never logs in to Base. Your agents never touch the accounting system. The port call workflow and the books stay in sync without double entry.
Most ship agency teams run their first real port call in Base within a week. You import your vessel and vendor list, pick the port call templates you use, and connect the accounting sync. Guest access for principals goes live the same day. No IT project, no rip-and-replace.
Bring a real vessel call. One you are prepping for next week, one you just closed, or one that went sideways and you want to replay. We will set up the port call record, walk you through the PDA to FDA workflow, and show you what the principal sees, live, in your own tenant. No prep required.
Move the nomination, the PDA, the charges, the documents, and the FDA into one port call record. See how Base runs the workflow from vessel nomination to final invoice.