You can keep emailing invoices for approval across four inboxes, or you can approve them in the same system where the job was created. Base is invoice approval software built around the principal-operator relationship: multi-stage workflow, line-item veto, guest access for reviewers, and a full audit trail on every approval.
Operations ran the vessel. Finance has the numbers. The invoice sits, waiting on an email nobody opened. Every day it waits, nothing moves.
Stop emailing PDAs for approval.
Four inboxes, three forwards. No shared record of what was approved.
Stop exporting charge lines to Excel.
Finance asks which charges. Ops ships a spreadsheet. Next week it’s two revisions behind.
Stop losing rejection reasons.
The reviewer flags one line. The reason lives in paragraph three of a reply-all thread.
Stop waking up to 18-day backlogs.
Invoices you thought were approved, aren’t. Port calls you thought were closed, aren’t.
A principal’s reviewer opens Base, approves line by line, and the operator sees it live. No email, no spreadsheet, no forwarded PDF.
Operator marks it ready. Auto-enters APPROVAL with charge lines and source docs attached.
Reviewer checks charge codes, vessel, and dates. Approves, queries, or rejects per line.
AP checks totals, currency, and tax against the job proforma. No email required.
PM signs off on high-value or flagged charges. Optional, configurable per client.
Invoice enters the PAID workflow and syncs to accounting. Top orgs close this in hours.
Every charge line can be approved, queried, or rejected on its own. Write a rejection reason once and your operator sees it in context, next to the line that failed. No more reply-all threads asking which charge was wrong. Works with OCR AP automation and document generation.
A new charterer joins the project and needs to sign off on every invoice for their vessel call. You don’t need another seat license; you give them a Guest login. They see only their job’s charges, only their vessel’s invoices, only their approval queue. The operator still owns the data. The principal still gets the veto. Nobody pays for visibility they don’t need. Works alongside Base Connect and syncs via QuickBooks.
in charges tracked across the platform
charge lines moved through approval
currencies supported on every invoice
invoice PDF rate across 62,595 documents
Your VMS tracks the voyage. Base tracks the money, the approval, and the audit trail. They are different jobs. Base syncs approved invoices to your accounting system so finance doesn’t re-key anything.
Guest access means they log in when there is an invoice to review, not every day. No training. No per-seat license. Most reviewers are approving lines within 10 minutes of their first login.
Faster approvals mean fewer stalled port calls, cleaner audit trails, and principal reviewers who actually sign off before the next invoice arrives. The savings compound across every vessel call.
EPCs running Base typically cut invoice approval cycle time by roughly 60% in the first 90 days. Multi-stage workflow replaces the forwarded-email bottleneck, and the reviewer sees everything in one place.
Bring a real invoice from a recent port call. We’ll import it, set up your approval stages, and walk you through approving (or rejecting) a line, live, in your own tenant, with your real numbers. No prep. Just bring a question.
No more parallel email threads. No more “which charge was that?” No more 18-day backlogs. Book a free demo and we’ll walk through your real approval workflow.