Run your whole agency from one dashboard. Every vessel, every principal, every charge, every document on the same port call record. Base is the port call management system your agents already use, built for the pace of real port operations. No spreadsheet ping-pong. No inbox chase. No end-of-month reconciliation marathon.
Every port agent knows this shape of day. These are the six places the spreadsheet-and-email workflow quietly drops value. Base replaces each one.
Stop re-typing the same port call into four tools.
Spreadsheet for charges. Email for principals. Accounting for invoices. Reporting for finance. Four versions of the same truth, none of them in sync.
Stop losing documents in email threads.
Customs declarations, vendor receipts, SOF scans, NOR, pilot slips. Attached to the forwarded email, not to the vessel and port call they belong to.
Stop the end-of-week status chase.
Principal emails asking for an update. Ops emails the agent. Agent replies when the vessel is back alongside. Two days lost on a simple question.
Stop missing compliance deadlines.
License renewals, sanctions re-screens, insurance expirations. Tracked in one ops lead’s head and no one else can see the clock.
Stop the billing lag.
PDA sent last week. FDA generated last month. Invoice approved last Tuesday. Payment collected when someone remembers to follow up.
Stop flying blind on margins.
Job cost in accounting. Port call in a spreadsheet. Principal sees neither. Nobody knows what the port call earned until month-end close.
Same Tuesday, same three vessels alongside, same five principals waiting for updates. Here is what the day looks like on spreadsheets versus on Base.
Every charge, every document, every vendor, every SOF timestamp, every principal approval attaches to the same port call record. When a reviewer asks a question three weeks later, the answer is on the record. When accounting asks what the job earned, the answer is on the record. When the principal logs in, they see exactly what you see. Built for how port call operations actually run.
You should see every active vessel call in one place with status, charges, and principal approvals at a glance. If you are still toggling between vessels to see their state, the tool is not doing its job.
Principals should see what you see, scoped to their vessels and their charges. No forwarded PDFs, no email chains, no version confusion between what you sent and what they saw.
PDAs, FDAs, invoices, statements of facts. Generated from the port call record, not re-typed. The document and the record should always agree because they are the same thing.
Charges, currency, tax rates, and accounting sync built in. No parallel bookkeeping. No “I will update the spreadsheet later.” If you can log a charge once and have it flow to invoicing and accounting, you are ahead of 90 percent of port agencies.
Each principal may want different fields, different approval stages, different reports. The tool has to flex without a custom build. Base supports per-client custom fields and workflow rules out of the box.
Pilot, tug, launch, linesmen, customs broker records with license and compliance status attached. Sanctions screening on every charge. License expiration surfacing before it bites.
A new principal joins your book of business. Instead of setting up a shared folder, a new inbox alias, or another reporting deck, you give them scoped guest access to Base. They see the vessels they are paying for. They see the charges you are logging. They see the PDAs waiting for their approval. They cannot see the rest of your agency book. They cannot edit your records. But they can approve a charge, query a line, or export a statement. No seat license. No training. See Base Connect for the full principal-agent collaboration pattern, and invoice approval workflow for the approval stage setup.
Agencies running Base typically close port calls in four days instead of the ten to twelve days a spreadsheet workflow requires. Cleaner close-outs, faster invoicing, faster payment.
Charges attach to the port call when they happen. Nothing gets re-typed, nothing gets dropped. Month-end reconciliation stops surfacing charges that went sideways three weeks earlier.
Principal questions get answered from the record in real time. Disputes drop. Month-end explain-the-variance calls get shorter because the variance was already visible on the port call.
The same ops lead can run more vessels because the tool absorbs the coordination overhead. No tool-switching, no data re-entry, no waiting on three different people for three different answers.
Sanctions, license, and insurance checks run against every vendor charge automatically. Issues surface before they reach the audit, not during it.
What did this port call earn? Finance can answer in seconds because the cost and the revenue lived on the same record from the start. No waiting for month-end.
in port call charges tracked
records synced to accounting
currencies captured per port call
PDAs and FDAs generated
Base is built for agencies running dozens to hundreds of port calls a month. Templates absorb the repetitive setup work. Bulk operations handle the busy days. The tool gets faster as you run more vessels, not slower, because the patterns compound.
Agents adopt Base within a week because the port call template is faster than copying last week’s spreadsheet. The tool has to be faster than the workaround it replaces. On most teams, the longest-tenured agent is the first one to stop opening the spreadsheet.
Base gives principals scoped guest access with no seat license. Most principal reviewers are approving line items within ten minutes of their first login. No training, no onboarding. They log in when there is an approval waiting, not every day.
Approved charges sync to QuickBooks or Xero the moment the principal signs off. Your accountant never logs in to Base. Your agents never touch the accounting system. The two systems stay in sync without double entry.
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 your whole team reads from. See how Base runs the workflow from vessel nomination to final invoice.