FOR SHIP AGENCIES & PORT AGENTS

Every port call, a clean cost file.

A port agent's business is measured one call at a time: nomination, proforma DA, funding, berthing, husbandry, vendors — and a final DA that reconciles to the invoice, with documents attached. WHIZTEC holds each call as its own cost file for any principal — owner, operator or charterer — so the FDA closes in days, not weeks, and the principal keeps nominating you.

Book a Demo Ship Agency Solution

For port agents

PDA→FDA

Reconciled to the invoice

Any

Principal — owner, operator, charterer

Per-call

Cost file & margin

2006

In production since

THE PORT AGENCY REALITY

The DA is your product.

Principals judge a port agent on two things: whether the call went smoothly, and whether the disbursement account reconciles. Disbursement accounts are also the single biggest source of revenue leakage in ship agency — services rendered but never billed, vendor invoices that drift from the quote, funding that doesn't match actuals. An FDA that arrives late or doesn't add up costs the next nomination.

WHIZTEC binds every port-call event to a billable line on the DA from the moment it happens — so the proforma, the funding request, the vendor invoices and the final DA are one continuous file, not four spreadsheets waiting to disagree.

THE PORT CALL CYCLE

From nomination to final DA.

1 · Nomination

Appointment from owner, operator or charterer — scope and terms.

2 · Proforma DA

PDA from the port's cost matrix; funding request to the principal.

3 · The Call

Berthing, formalities, boarding — every event on the call file.

4 · Husbandry

Crew, cash to master, provisions, surveys, waste/water/bunkers.

5 · Vendor Capture

Supplier invoices matched to the call, deviations flagged.

6 · FDA & Report

Final DA vs proforma, refund/top-up, documents attached.

THE MODULES

Every module a port desk needs.

Port Call Management

Call files for any principal: ETA tracking, berthing coordination, port formalities, boarding notes and statement of facts.

PDA / FDA Management

Proforma DA from port cost matrices, funding requests, vendor invoice capture per call, final DA reconciliation with documents attached.

Husbandry Services

Crew changes, cash to master, provisions, medical, surveys, waste/water/bunkers — each service captured with its cost on the call.

Vendor Orders & Panels

Vendor panels per port and service, purchase orders from the call file, invoice matching and deviation alerts against quoted rates.

Port Cost Matrices

Tariff libraries per port and vessel class — port dues, pilotage, towage, launch — so PDAs are accurate before the vessel sails.

Principal Portal

Owners and charterers see their calls, DAs and documents live — the transparency that wins the next nomination.

EDI & Integration

Port community systems, principals' own DA platforms, banking for funding flows, and API/flat-file links per principal.

Agency Finance & P&L

Agency fees, husbandry margins, pass-through costs and funding balances in one multi-currency ledger — P&L per principal and per port.

EVERY AGENCY MODEL

However your port desk is built.

Port / Tramp Agents

Bulk, tanker and general-cargo calls for owners and charterers.

Liner Vessel Agents

Attending the line's scheduled calls — alongside the liner desk.

Protective Agents

Owner's protective agency alongside charterer-nominated agents.

Multi-Port Networks

Branches per port, sub-agents, consolidated principal statements.

Offshore & Project Calls

OSV, rig moves and project-cargo calls with extended service scopes.

Diversified Houses

Port desk plus liner agency, forwarding or depot — one group view.

WHY PORT AGENTS CHOOSE WHIZTEC

The FDA that closes itself.

DA reconciled to the invoice

Every vendor invoice matches a DA line; every deviation is flagged before the FDA goes out.

No service left unbilled

Every husbandry event lands on the call file with its cost — the leakage that spreadsheets never catch.

Funding discipline

Advance vs actual tracked per call and per principal — refunds and top-ups computed, not argued.

One house, one ledger

Port desk, liner desk, forwarding, depot — per-business P&L on one multi-currency ledger, not four systems.

ALSO REPRESENT A LINE?

Many port agents also run a liner desk.

If your house also represents a container line commercially — bookings, B/Ls as agent, container control, principal settlement — that is a different business with its own cycle, and WHIZTEC covers it on its own solution while sharing your customer master and ledger. See Liner Agencies.

AI-AUGMENTED

An agency that answers before the principal asks.

WHIZAI reads the port desk's own flow: it drafts PDAs from historic port-cost patterns, flags vendor invoices that deviate from the norm, watches funding balances per principal, and keeps the FDA continuously current — so calls close in days and the desk spends its time attending vessels, not assembling files. Explore WHIZAI →

FREQUENTLY ASKED

Ship agency software, answered.

What software does a ship agency use?

Ship agency software runs the port call end to end: nomination and appointment, pre-arrival proforma DA (PDA) built from the port's cost matrix, funding requests to the principal, berthing and formalities coordination, husbandry services (crew changes, cash to master, provisions, surveys, waste/water/bunkers), vendor invoice capture per call, final DA (FDA) reconciliation and principal reporting. WHIZMarine covers the full cycle with every call held as its own cost file.

How are PDA and FDA handled?

A port call starts with a proforma DA built from the port's cost matrix (port dues, pilotage, towage, launch, agency fee...). Funds are requested from the principal, vendor invoices are captured against the call, and the final DA reconciles estimated vs actual with supporting documents attached. Refunds and top-ups are computed automatically, and principals get a portal view.

What husbandry services are covered?

The full range: crew embarkation and repatriation logistics, cash to master, provisions and stores, technical vendor coordination, surveys, medical assistance, waste, fresh water and bunkers arrangements — each service captured on the call with its cost, and either billed to the principal or passed through the DA.

What is the difference between a ship agency and a liner agency?

A ship agency (port agent) serves a vessel's port call for any principal — owner, operator or charterer: berthing, formalities, husbandry and the disbursement account. A liner agency represents a container line commercially in a market: bookings, B/Ls as agent, container control and freight settlement. They are different businesses with different cycles — WHIZTEC covers each on its own dedicated solution, and many agency houses run both.

Does it handle protective agency and charterer-nominated calls?

Yes. When the charterer nominates the agent, the owner often appoints a protective agent alongside — the platform handles both roles, each with its own principal, scope of services and DA. Tramp, liner and protective appointments all run on the same call file structure.

Can it run a multi-port or multi-country agency network?

Yes. Branches per port with local cost matrices and vendor panels, consolidated principal statements across ports, sub-agent coordination and one multi-currency ledger for the network — with per-port and per-principal P&L.

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