Port Agency Management Software
Port agency management software
Your captain approves in 2 minutes.
Your quotes go from 35 to 10.
Mid-market Caribbean and LATAM agencies lose hours to manual coordination, slow quotes and WhatsApp approvals. PortFlow runs the port call end to end, from the arrival notice to the invoice.
Survey-based estimates: quotations from 35 minutes to 10, captain approvals from any phone, reports in hours instead of days.
14 days free · No credit card · Set up in half an hour
The operations dashboard, as it ships today
Sound Familiar?
This is what ops managers at maritime agencies tell us. Verbatim.
The Old Way
- Real-time service coordination“Coordinating services in real time is the most time-consuming task”3–4 hrs/day on WhatsApp + calls + email
- Proforma DAs typed from scratch“I type it from scratch every time”35 min per DA × every port call
- Wrong quantities on invoices“Incorrect quantities: our most common mistake”8% invoice error rate → disputes & delays
- Excel checklists for service tracking“I use an Excel list to track which services we completed”Zero visibility → captain calls and WhatsApp messages all day
- No audit trail“We haven't lost a client due to an error... yet”No record if a dispute ever lands on your desk
TOTAL DRAIN: Hours lost every week in manual coordination
The PortFlow Way
- Real-time coordination portal: Captain + shipowner see live status. Avg 3–4 hrs/day → back on your calendar.
- Auto-generated Proforma DA: Enter vessel + services once. 35min → 10min per DA.
- Invoice validation before sending: System catches quantity errors before they leave your desk. 8% → <1% error rate.
- Live service dashboard: No Excel. Automated service alerts. −60% captain inquiry calls.
- Complete audit trail: Every action recorded, timestamped, exportable. Sleep easy.
RECOVERED: Hours back every week for strategic work
What would your agency do with those hours back?
From ETA to Invoice.
All in One Port
The complete workflow digitized. Every step tracked, every action audited.
Vessel Announces ETA
Receive the arrival notification and prepare for the call
Create Multi-Service Quote
Bundle pilotage, towage, bunkering, customs, ISPS in one professional quotation
Internal Approval
Manager reviews and releases the quotation from any device
Send to Shipowner
Bilingual PDF quote delivered instantly to the client
Vessel Arrives
Services are executed and tracked in real-time
Captain Reviews & Approves
Captain approves the quotation and requests provisions, water, or crew boat via secure portal
Auto-Generate Invoice
Operation converts to invoice automatically with one click
Dashboard Analytics
Revenue, services, and client data recorded in real-time
Compliance Alerts
Get notified before any certificate expires
Everything You Need to Run a
Modern Port Agency
Purpose-built for maritime operations. Not another generic ERP that needs 6 months of customization.
Multi-Service Quotations
Bundle pilotage, towage, bunkering, customs, ISPS, and provisions in one professional quote with automatic approval workflows.
35 → 10 min per DACaptain Portal
Give every captain a secure token link. They request water, provisions, or crew boat directly from the vessel. No phone calls needed.
−60% coordination callsAutomated IMO FAL Compliance
Import the crew list from Excel or CSV and auto-generate FAL documents (Crew List FAL-5, General Declaration FAL-1, Stores FAL-3) in seconds. 24h deadline alerts before arrival keep paperwork from slipping through the cracks.
FAL-1 / 3 / 5 in secondsCompliance Alerts
STCW certificates, MARPOL documents, port clearances: the system alerts you before they expire. No more surprises.
Bunkering Management
Track fuel supply by type: HFO, MDO, MGO, ULSD, and lubricants. Automatic quotation generation for every order.
Vessel Registry
Complete vessel profiles: IMO, flag, GT, captain, certificates, beam, and owner. All linked and searchable.
Crew & STCW
Import full crew lists from Excel or CSV: the system matches each crew member, flags conflicts, and lets you review before applying. Automatic expiration tracking for all STCW certificates.
Executive Dashboard
Real-time KPIs: revenue by service, by client, by vessel. Know your business at a glance.
Complete Audit Trail
Every action recorded: who approved what, when, with what data. Compliance-ready audit trail.
Export Anywhere
Professional PDF and CSV exports in English and Spanish. Ready for any workflow.
Role-Based Access
5 roles: Administrator, Operator, Sales, Auditor, General Manager. Everyone sees only what they need.
See PortFlow in Action
Real screenshots from the platform. Your team works in the agency dashboard, your captains work in the portal, and the two stay in sync.
Executive Dashboard
Track vessel operations, revenue by service, and quotation status in real time.
Crew Services
Manage crew boat requests and STCW certification tracking from one place.
Provisions Management
Handle vessel provisioning requests with full traceability and automatic quotations.
Water Supply Operations
Track fresh water deliveries and bunkering services with quantity and cost controls.
Bunkering Management
Track fuel deliveries (HFO, MDO, MGO) with ISO 8217 grade control and automatic quotations.
Crew Change
Manage crew change requests end-to-end with full audit trail and automatic quotation generation.
The Captain Has His Own Portal
Give every captain a secure link. They request water, provisions, or crew boat directly from the vessel. No phone calls at 2am, full traceability.
- Secure Token Access: No password needed. Unique secure link for each vessel.
- 24/7 Self-Service: Captains request services anytime, from anywhere at sea
- Works on Any Device: Mobile-optimized interface works on ship satellite connections
M/T CARIBE STAR
IMO 9345678
Services
Request port services for your vessel. Our logistics network ensures timely delivery.
Provisions
Food & supplies for the crew
OPEN CATALOG →Water Supply
Fresh water delivery to vessel
REQUEST DELIVERY →Crew Boat
Transport to & from port
SCHEDULE TRIP →Provision Request History
Review status of past orders
Built to fit how
your agency runs.
Every agency handles a different volume of port calls, so we price against yours. Book a demo and we will walk your workflow before quoting anything.
Starter
For small agencies starting to digitize
- Up to 5 users
- Multi-service quotations
- Operations management
- Invoicing & billing
- PDF/CSV exports (EN/ES)
- Vessel & crew registry
- Single port
- Email support
Professional
For growing agencies with full operations
Captain Portal included · Quotations: 35min → 10min · Reports in hours, not days
- Up to 10 users
- Everything in Starter
- Captain Portal
- FAL Compliance automation (FAL-1, FAL-3, FAL-5)
- Crew list import from Excel/CSV
- 24h pre-arrival deadline alerts
- Compliance alerts
- Priority support
Enterprise
For large agencies and multi-port operations
- Unlimited users
- Everything in Professional
- Multi-port management
- API access
- Dedicated onboarding
- Custom integrations
- SLA guarantee
Would rather see it for yourself first? Start a 14-day free trial, no credit card. Multi-port and white-label setups go through a demo.
Industry Data
What a Typical Agency
Recovers
Composite profile: mid-market port agency, 16–30 port calls/month, 4–6 ops staff, Caribbean/LATAM
- ✕Team of 4 ops people managing 40–60 active vessels
- ✕Manual quotations built in Excel + email chains
- ✕Invoice errors discovered after the fact
- ✕Captains calling the office for every status update
3.5x faster
1 FTE equivalent
87% reduction
Self-serve portal
What Changed: First 90 Days
- DA creation time35min → 10min
- Hours freed per week40 hrs/week
- Invoice error rate8% → <1%
- Captain calls reduced60% less
- Setup timeAbout 30 min
Time Freed
~2,000 hrs
per year · what's that worth to you?
Based on survey responses from 14 maritime agencies in Caribbean and LATAM markets. Individual results vary depending on agency size, port call volume, and current tooling.
Data sources: operational surveys (2025–2026), industry benchmarks (BIMCO, IMO FAL data), and early customer feedback.
What is Port Agency
Management Software?
Port agency management software is a specialized platform that helps maritime agencies coordinate vessel arrivals, manage multi-service quotations, track compliance deadlines, and automate billing from ETA to invoice. Modern port agencies handle dozens of concurrent vessel calls, and a platform like PortFlow consolidates those workflows into a single system.
Multi-service quotations
Bundle pilotage, towage, bunkering, customs, and ISPS into a single quotation with role-based approval workflows. It replaces the spreadsheets, emails, and paper-based processes that lead to missed deadlines and billing errors.
Digital captain portals
Self-service operations for captains through secure links: provisions, fresh water, crew boat. Coordination between shipowners, port authorities, customs, fuel suppliers, and service providers lives in one system.
Compliance automation
IMO FAL Compliance automation: auto-generation of FAL-1, FAL-3, and FAL-5 documents with 24-hour pre-arrival deadline alerts per IMO FAL.14(46). Plus STCW crew certification tracking, regulatory compliance alerts, and complete audit trails for Port State Control inspections.
ETA-to-invoice pipeline
Automated quotation-to-invoice workflows, bunkering operations management, and real-time dashboards for executive oversight, with multi-tenant data isolation and role-based access.
EN + ES
Fully bilingual platform
30 min
Typical setup time
14 days
Free trial, no credit card
1 to ∞
Single-port to multi-location
Frequently Asked
Questions
Everything you need to know about PortFlow
Ready to Recover
40+ Hours a Week?
Caribbean/LATAM agencies spend 40+ hours weekly on manual quotations, DA creation, and invoice corrections. PortFlow automates the repetitive work so your team can focus on what matters.
No credit card · Setup in 30 minutes · Onboarding included
14
Day Free Trial
48h
Avg. Onboarding