One record for every vessel call, from nomination to FDA. Charges, documents, vendors and principal approvals stay on the same port call, so your agents stop chasing inboxes, PDAs are built from stored tariffs, and invoicing goes out faster. No spreadsheet ping-pong. No end-of-month reconciliation marathon.
in port call charges tracked
port call jobs managed on Base
PDAs and FDAs generated
PDF invoice capture rate
PDA and FDA generation, SOF tracking, documentation, crew changes and cargo coordination in one tool.
Invoicing, AP processing, job costing, payment reconciliation and accounting sync.
A portal or dashboard where charterers and vessel owners see cost breakdowns without chasing emails.
Per-user, per-port-call, flat rate or custom quote, and what happens to the bill as volume grows.
Deployment time, training effort and data migration complexity.
Comparing vendors? Read Base vs PortPal and Base vs MagicPort, or see what changes when switching from GAT-Ship.
Open the port call from the template that matches the service, then confirm the vessel, port, berth window and principal. The record goes live in under a minute with the standard charge codes pre-loaded, and the principal sees the same record from the moment it is nominated.
New to the terminology? Start with what a port call is.
Pull charge lines from the template and adjust them for the vessel, port and service. Send the proforma disbursement account to the principal as a quote for approval. The PDA becomes the budget for the port call, and variance tracking runs from the moment charges start posting against it..
Log charges as they happen from dockside. Attach receipts, vendor invoices, SOF timestamps and crew movements to the port call. Every entry shows in the principal view in real time, so there is no end-of-week catch-up on the expense log. See port call management.
Reconcile actual charges against the PDA, generate the final disbursement account and send it to the principal for approval. Variance lines show where the port call drifted from the proforma. Once the FDA is approved, Base pushes the charges to QuickBooks or Xero.
Husbandry is the work that supports a vessel while it is in port: crew changes and accommodation, medical assistance, hotel bookings, cash to master, spare parts and supply deliveries, security services and permits.
In Base, every husbandry request is captured in one hub, your negotiated rates are locked in, and the costs log against the port call like any other charge. See vessel husbandry for how the roles and the cost control fit together. Ship agents running husbandry and disbursements can see the same workflow in ship agency software.
Every port call has 20+ vendor charges. Base builds the proforma disbursement account (PDA) from your stored port tariffs and rate cards, captures vendor invoices by OCR, matches them to charge lines and routes them for approval before they post. A quote starts from the same record, with vessel details, rates, vendor responses and client information connected to the job.
See marine accounting software for how approved charges reach the books.
Principals log in to Base as scoped guests. They see the vessels they are paying for, the charges as you log them and the PDAs waiting for their approval. They cannot see the rest of your agency book or edit your records, and guest access carries no seat license.
See Base Connect for the principal and agent collaboration view.
The same port calls, handled two ways.
Base captures NOR tendered, SOF details, berth and departure times and voyage data in structured fields as each event occurs. Status workflows require specific fields before a job advances, and laytime statements are generated from the recorded data. A fleet delay dashboard filters port call timelines by vessel, port, agent and date range.
See demurrage management software, shipping documentation and port call efficiency.
Buoy, the AI in Base, works to one rule: Propose. Confirm. Never Guess. It can read documents and pull out fields, look up vessel, port and trade information, answer questions from the job’s own records and draft routine documents. A person confirms anything that affects the job record, money, compliance or communication outside the company, and if information is missing the gap stays visible.
Base handles agencies operating across dozens of ports at once. Each port has its own tariff schedule, vendor roster and berth data, and you can see the full picture or filter by port, principal or vessel. See port operations management software.
Run your first port calls in Base alongside your existing process. Most agencies go live within two weeks and phase out the old system over the first quarter, with no forced migration.
Approved charges sync to your accounting system with the vendor, rate, currency, tax and port call reference intact. See the QuickBooks and Xero integrations.
Principals get scoped guest access to the vessels and charges that belong to them, and it carries no seat license, so adding a principal does not add a license cost.
We will build the PDA from your tariffs, track charges, coordinate vendors and close the FDA with you, so you see how your agency workflow maps to Base before you commit.