Marine & shipping ERP,
from enquiry to final account
One ERPNext system for NVOCC, ocean liner, liner agency, shipping agency and container depot operations - bookings, bills of lading, manifests, delivery orders, demurrage and detention, disbursement accounts and shipment and port-call profitability, with accounting that posts straight to ERPNext.
Built for how
shipping businesses really work
Pick the lines you run. Each has its own workspace and flow, and they share one set of masters, containers and accounts.
NVOCC
For NVOCCs and freight forwarders who sell space on other carriers' vessels.
See the flowOcean Liner
For carriers and vessel operators running their own services.
See the flowLiner Agency
For agents representing shipping lines at a port.
See the flowShipping Agency
For port and husbandry agents handling vessel calls for owners and operators.
See the flowContainer Depot
For empty container depots and yards serving shipping lines.
See the flowNVOCC
functional flow
From the first enquiry to the carrier's bill: price the shipment, buy space from shipping lines, issue your own house bill of lading and see the margin on every booking.
For NVOCCs and freight forwarders who sell space on other carriers' vessels.Enquiry & pricing
Capture the requirement, price it and send the rate sheet.
- Customer EnquiryFCL or LCL, port or door movement, cargo readiness and validity, tracked from received through quotation, negotiation, won or lost.
- Freight QuotationPriced with currency, exchange rate, payment terms and validity; the rate sheet is emailed and the quotation converts to a booking in one click.
Booking
Turn the accepted quotation into a booking.
- NVOCC BookingShipper, consignee and notify party, carrier, vessel and voyage, with cut-off and capacity checks. The freight sales invoice and carrier purchase invoice are raised from it.
Buying space from carriers
Source the best slot rate from the shipping lines.
- Slot RFQOne rate request to several lines, with POL, POD, requested ETD and ETA and transshipment port.
- Shipping Line QuotationEach line's container rates, surcharges and validity, compared side by side.
- Space Booking (Request)Space requested from the chosen line, tracked through acknowledged, under review and partially or fully confirmed.
- Space ConfirmationThe line's vessel, voyage, ETD, ETA and confirmed containers; the slot booking is created from it.
- Slot BookingThe confirmed slots. Submitting it raises the berth request on the shipping agency side.
Equipment, documents & customs
Get the right boxes to the shipper and the paperwork right first time.
- Container AllocationAuto-allocate containers by type, FCL or LCL, email the customer and create the gate-out.
- Shipping InstructionCargo and container details approved or rejected, with dangerous-goods and reefer validation; the VGM is created from it.
- VGMVerified gross mass per container from cargo and tare weight, fed straight into the cargo operation plan on submit.
- NVOCC Customs ClearanceExport filing from documents pending through assessment, examination and queries to Let Export Order, synced to the port authority submission.
- Container Gate Out & Gate InEmpties out to the shipper and laden boxes back in, each with its equipment interchange receipt created automatically.
Loading & bills of lading
Load the cargo and issue the bills.
- Cargo Load ListWhat loads on which voyage, with TEU and overbooking checks. Marking it loaded raises the arrival notice; submitting it feeds the agency's cargo operations.
- Master Bill of LadingThe carrier's MBL with issue locks, amendments and a live count of linked HBLs.
- House Bill of LadingYour own HBL from the shipping instruction or customs clearance, with the customer invoice and destination import shipment raised from it.
- Bill of LadingThe B/L linked to the enquiry, quotation, booking and instruction.
Manifest & destination
File the manifest, tell the consignee and release the cargo.
- NVOCC ManifestHBLs and containers per voyage, from prepared to submitted, accepted or amended.
- NVOCC Arrival NoticeConsignee notified with the ETA and the date demurrage starts.
- NVOCC Delivery OrderCargo released at destination with an expiry date; issuing it updates the cargo release.
- Cargo Release & Empty ReturnRelease checks before the box leaves, then the empty received back at the depot.
- Demurrage & Detention EntryDemurrage on billable days at port and detention on free time and rate slabs outside it, with waivers, calculated daily and invoiced through ERPNext.
Billing & margin
Bill the customer, book the carrier's cost, see the margin.
- NVOCC Customer InvoiceFreight invoice that creates and syncs a draft ERPNext Sales Invoice with tax template and cost centre.
- Carrier InvoiceThe carrier's bill matched to the B/L and synced to a draft ERPNext Purchase Invoice.
Ocean Liner
functional flow
Plan the network, sell and confirm space, load and stow the vessel, issue master bills and freight invoices, then hand over at the port of discharge.
For carriers and vessel operators running their own services.Network & schedules
Define where you sail, with what and when.
- Trade LaneOrigin and destination regions, routes, port pairs, services and equipment for each lane.
- Ocean ServiceMainline, feeder or shuttle loops with port rotation, deployed vessels, partner carriers and alliance.
- Sailing SchedulePlanned, confirmed and revised sailings per service with revision history; the vessel call is created from it.
- Published Sailing ScheduleThe customer-facing schedule with ETD and ETA per port pair and a valid-until date.
- Voyage MasterEach voyage's port rotation, origin and destination, start and completion dates and duration.
- Vessel & Ocean Vessel CapacityIMO, call sign, MMSI, reefer plugs and certificates with expiry alerts; maximum TEUs, reefer plugs and hazmat slots per voyage.
Booking & confirmation
The same enquiry and quotation flow, then a carrier booking.
- Ocean BookingBooking validated against the service, with schedule capacity updated and waitlisting when a sailing is full.
- Booking ConfirmationEquipment confirmed per booking and emailed, duplicates blocked, then containers allocated from it.
- Shipping InstructionShipper's cargo and container details for the B/L, with the VGM created from it.
Load planning & departure
Plan, stow and sail - with checks at every step.
- Container Allocation & Gate OutBoxes allocated to the booking and released to the shipper with an outward EIR.
- VGM & Cargo Load ListVerified weights and the list of what loads on the voyage.
- Ocean Load PlanWhich containers load where, from draft preparation through fully planned to loading closed.
- Stowage PlanBay, row and tier positions, versioned with a revision reason; the vessel departure is created from it.
- Container PlanSlots for 20GP, 40HC, reefer and out-of-gauge per voyage.
- Vessel Loading ConfirmationLoading start and completion recorded against the load and stowage plans.
- Sailing OperationBerth, planned and actual loading times and departure per port.
- Vessel Departure & Vessel SailingCertificate and checklist validation, delay calculation, and NVOCC bookings and agency records updated on departure.
Documents & freight billing
Issue the bills, file the manifest, invoice the freight.
- Master Bill of LadingCreated from the vessel departure, with issue locks and amendments.
- Ocean Freight InvoiceInvoiced from the MBL charge by charge, tracked to paid or overdue, linked to ERPNext Sales Invoices and Payment Entries.
- Ocean ManifestBuilt from the freight invoice, from draft compilation to filed and accepted.
- Carrier InvoiceCarrier bills synced to ERPNext Purchase Invoices.
- Liner Customer Invoice & CollectionInvoices per B/L and the receipts against them, posted as ERPNext Payment Entries.
Arrival, discharge & delivery
Receive the vessel and hand over to import.
- Vessel ArrivalCreated from the manifest, from expected to arrived, berthed and completed.
- Ocean Arrival NoticeCreated from the manifest: vessel, voyage and cargo summary for the consignee.
- Discharge ListCreated from the arrival: every container due off at the port.
- Container DischargeDischarge recorded and import containers created for the next step.
- Delivery Order & Cargo ReleaseRelease only what has been paid for and cleared.
- Demurrage & Detention EntryDemurrage on billable days at port and detention on free time and rate slabs outside it, with waivers, calculated daily and invoiced through ERPNext.
Principal accounts
Statements and remittances per principal.
- Principal SOAStatement of collections, commissions and port expenses per principal and period.
- Principal RemittanceBalances remitted or received, allocated against the statement.
Liner Agency
functional flow
Handle each principal's vessel calls and imports: manifests, arrival notices, customs, delivery orders, empty returns, demurrage and detention - and account to the principal.
For agents representing shipping lines at a port.Vessel schedules & calls
Prepare for the principal's vessel.
- Liner Vessel ScheduleThe principal's vessel, voyage, ETA, ETD, terminal and berth, from scheduled to sailed; the vessel call is created from it.
- Vessel CallEach call of a principal's vessel at a port and terminal, linked to the agency appointment.
- Published Sailing ScheduleSailings published to customers with ETD and ETA.
Manifests & load lists
Everything the vessel carries, filed correctly.
- Liner ManifestManifest per vessel call with entry inward and IGM submission reference, amendable after approval.
- Cargo Load List, Stowage Plan & VGMExport containers, their positions on board and verified weights.
- Discharge ListEvery container due off at your port, from the arrival notice or manifest.
Discharge & import
Follow every import container until it is cleared.
- Container DischargeDischarge recorded from the list or the stevedoring log, creating import containers.
- Import ContainerStatus from discharged and in yard to DO issued, cleared, released, delivered and empty returned, with free-time calculation.
- Import ShipmentEach import B/L's shipment, with the HBL raised from it.
- Cargo Arrival NoticeEmailed to the consignee from the B/L with IGM number, free days and demurrage start date.
- House & Master Bills of LadingInbound HBLs and carrier MBLs linked to the shipment.
- Import ClearanceDeclaration, customs office, HS code and reference for each import, with the customs broker.
Delivery
Release only what has been paid for and cleared.
- Delivery Order RequestThe consignee's request for a DO, with payment status; the DO is created from it.
- Delivery OrderIssued from the request, the import container or the HBL, emailed, and available as an electronic DO for the port community system with a security token.
- Cargo ReleaseFreight paid, documents complete, DO issued, customs cleared, charges paid and no hold - then gate passes are created.
- Container Gate PassTransporter, truck and driver per container; the pass and an entry PIN can be sent to the trucker on WhatsApp.
Equipment control & empty return
Get the equipment back and bill for the time it was out.
- Gate In, Gate Out & EIREvery move through the gate with its equipment interchange receipt.
- Empty Container ReturnThe customer returns the empty; the depot receives, inspects, accepts or rejects it.
- Container InspectionDamage, repair and cleaning cost, and customer liability.
- Demurrage & Detention EntryDemurrage on billable days at port and detention on free time and rate slabs outside it, with waivers, calculated daily and invoiced through ERPNext.
Customer invoicing & collections
Bill consignees and collect.
- Import ChargesCharges per shipment and container, approved and billed through an ERPNext Sales Invoice.
- Liner Customer InvoiceImport charges, demurrage and detention on one invoice per B/L, tracked to paid, and emailed.
- Liner CollectionReceipts against liner invoices with bank or cheque reference, posted as ERPNext Payment Entries and emailed.
Principal accounting
Take your commission and account to the principal.
- Liner Agency CommissionCommission on freight collections per call or period - calculated, approved and settled.
- Agency Supplier InvoiceVendor bills per vessel call by service, with approval.
- Agency Joint Settlement StatementFDA, advance received and balance per call; the principal SOA is created from it.
- Agency Cash BookCash in and out per vessel call with a running balance.
- Principal SOAStatement of account per principal, emailed, from sent to settled or disputed.
- Principal Remittance & Remittance VoucherBalances remitted to or received from the principal, created from the SOA and allocated.
Shipping Agency
functional flow
Appointed to a vessel call: fund it, berth it, run every port service, cargo operation and crew need, record the facts, then close the call against actuals.
For port and husbandry agents handling vessel calls for owners and operators.Agency setup & appointment
Agreements, rates and the appointment for each call.
- Shipping Agency PrincipalOwners, operators and lines you act for.
- Shipping Agency AgreementAgency type, port and vessel scope, commission % and credit days, from draft to active, expired or terminated.
- Shipping Agency AppointmentThe nomination for a vessel at a port, with the confirmation emailed to the principal.
- Port Agency Rate & Port TariffYour agency fees per port, terminal and service with minimum and maximum, and the port authority's tariff.
Proforma & advance
Agree the estimate and get funded before arrival.
- Proforma Disbursement AccountEstimated port costs with revisions and validity, emailed to the principal, approved, then turned into the FDA.
- Advance RequestAdvance % of the PDA due before arrival, tracked to partially or fully received, or overdue.
- Advance Payment & PDA Advance ReceiptRemitted amount, intermediary bank charges, net credited, exchange rate and SWIFT reference.
Berth & port planning
Secure the berth and the paperwork.
- Berth Request & Berth AllocationBerth requested for the call, then proposed, allocated and confirmed.
- Berth Occupancy & Berth ShiftPlanned versus actual berthing and unberthing, and shifts between berths.
- Anchorage MovementArrival to anchorage, shifting, and anchorage to berth, with pilot and tug needs.
- Port Authority Submission & DocumentsFilings to the port and maritime authorities, mandatory documents with expiry, and resubmissions.
- Port ClearanceHarbour master clearance and certificate; the vessel departure can be created from it.
Arrival & statement of facts
Record every event of the call.
- Vessel Call & ETA AdviceVessel particulars and revised ETAs sent to the port, with staggered ETA advice emails.
- Vessel Arrival CallNotice of readiness, pilot on board, first line ashore, all fast and gangway down, with the NOR emailed.
- Vessel Event & Port Time LogEvery timed event of the call, from ETA and anchoring to berthing and sailing.
- Statement of FactsThe SOF from draft through review to issued, with a daily SOF report email.
- Vessel OperationPort-call operations, their services and delays.
Pilotage
Order, board and bill every pilot move.
- Pilotage Order & MovementInbound, outbound and shifting moves, from requested to pilot assigned and completed.
- Pilot Boarding & DisembarkationPilot boat, location and times on and off the vessel.
- Pilot Service VoucherThe pilot vendor's voucher, verified, approved and posted.
Towage, mooring & port services
Every vendor service, ordered and signed off.
- Tug Order, Assignment & OperationTugs assigned to the call, from standby and connected to disconnected and completed.
- Tug Service VoucherTowage, berthing and unberthing assistance, escort, standby and emergency towage - verified and invoiced.
- Mooring & Unmooring OperationGang assigned and reported, first line to all fast, or last line, then the voucher.
- Mooring Gang & Mooring Service VoucherGangs with vendor and rate basis, and the voucher for each operation.
- Port Service Order & Service ExecutionServices ordered from vendors, then actual times and quantity verified.
Cargo operations & surveys
Run the hatch and prove the outturn.
- Export BookingFrom confirmed to CRO issued, gated in and loaded; the empty-pickup PIN can be sent to the driver by SMS.
- Cargo Operation Plan & OperationCharter-party laytime and demurrage rate, then working and stoppage hours and net productivity.
- Cargo Loading, Discharge & TallyPer-shift quantities, holds, cranes and stoppages, and weighbridge tallies.
- Container Stevedoring LogCrane, vessel cell and yard slot per container; the container discharge is created from it.
- Cargo Survey & Cargo EquipmentDraft surveys, and cranes and grabs with safe working load and certificate expiry.
- Cargo StatementLaytime used, time saved or lost, and the despatch or demurrage amount.
- Cargo Service VoucherStevedoring, crane, grab, tally, survey, hatch cleaning and dunnage costs posted to the PDA.
- Cargo CompletionB/L versus outturn quantity and the discrepancy, with the outturn report emailed.
Husbandry & crew
Look after the crew and the ship's needs.
- Husbandry RequestCrew changes, visas, medical, transport, provisions and spares requested per call.
- Crew ChangeSign-on and sign-off crew with immigration, transport, hotel and launch boat, and the total cost.
- Crew Visa, Medical & TransportationVisas and shore passes, medical cases to fit to sail, and every trip voucher.
- Ship Chandler Order & DeliveryProvisions and stores ordered and delivered on board against a signed receipt.
- Spare Parts ClearanceSpares cleared in bond and delivered on board, signed by the chief engineer.
- Cash to MasterCash withdrawn, counted by denomination, escorted and signed for by the master.
Bunkering & MARPOL waste
Fuel in, waste out - documented.
- Bunker Request & DeliveryFuel grade and specification ordered, then barge alongside, pumping and cast off.
- Bunker Delivery NoteThe BDN with density, viscosity, flash point and sulphur, emailed for MARPOL records.
- Bunker ROBFuels, lube oils, sludge, bilge and fresh water remaining on board at each milestone.
- Waste Disposal Request, Collection & CertificateMARPOL waste by category, collected by the vendor and certified; the certificate is created from the collection.
Departure
Clear the vessel and tell the principal.
- Vessel Call DocumentStatutory documents and certificates with expiry, flagged when required for sailing clearance.
- Vessel DepartureDeparture checklist, then liner and NVOCC records updated automatically.
- Sailing Confirmation & Vessel SailingPrincipal notified with the departure and sailing advice.
Disbursement close-out
Final account, settlement and payables.
- Final Disbursement AccountActual costs against the PDA, emailed, from finalized to approved, settled or disputed.
- Disbursement Balance SettlementThe balance settled either way with SWIFT reference and forex gain or loss, created from the FDA.
- Agency Supplier InvoiceVendor bills by service - pilotage, towage, mooring, stevedoring, bunkering, husbandry - with approval.
- Expense ClaimStaff expenses per call, split into billable to principal and non-billable.
- Husbandry Agency CommissionAgency fees on husbandry services - calculated, invoiced and paid.
- Joint Settlement, Cash Book & RemittancePer-call settlement with the principal, cash book and remittance vouchers.
Incidents & claims
When something goes wrong at the port.
- Vessel Incident & Vessel DamageSeverity, authority and coast guard notifications, seaworthiness and class society attendance.
- Cargo Damage & Survey ReportDamaged quantity and packages, and the surveyor's certified findings.
- Agency ClaimClaimant, respondent, quantum and P&I involvement, from lodged to settled, repudiated or closed.
- Claim SettlementAgreed amount, deductible, net recovered and the full-and-final release.
Container Depot
functional flow
Receive, store, repair and release containers for shipping lines - and bill storage, handling and repairs without a spreadsheet.
For empty container depots and yards serving shipping lines.Pre-advice & gate in
Expect it, receive it, record its condition.
- Depot Acceptance AdviceThe line's advice of expected containers, from pending to partially received, executed or expired.
- Depot Gate In PassTruck, gate, operator, container condition and bay-row-tier position.
- Container Gate InInbound containers with an inward EIR created automatically; empty return, customs clearance or load plan raised from it.
- Container EIREquipment interchange receipt - condition, seal and haulier - issued, disputed or closed.
Yard & storage
Every box placed, held and counted.
- Depot Yard ReceiptStorage block and the supervisor who received it.
- Container Storage RecordDays in yard, free days and billable days at the daily tariff.
- Container MasterISO 6346 number with check digit, ownership or lease, weights and full movement history.
- Container Depot HoldManual or automatic holds with priority, released only on approval.
Survey, maintenance & repair
Inspect, estimate, approve, repair, check.
- Container InspectionInspection type, bay and surveyor, linked to the gate-in and EIR.
- MR EstimateDamage codes and repair activities priced, sent for the line's approval or negotiation.
- MR ApprovalEstimated versus approved amount with the principal's approval reference and history.
- MR Work Order & Repair OrderTechnician or workshop, scheduled versus actual times, hours and on-hold reasons.
- Container Repair QCQuality check of the finished repair before the box is available.
Release & gate out
Release only what the line has authorised.
- Depot Release InstructionThe line's release order with grade, transporter and expiry - approved, ready for gate-out or blocked.
- Depot Gate Out PassVerification to exit; the return receipt and depot invoice are created from it.
- Container Gate OutOutbound boxes with an outward EIR created automatically.
- Depot Return ReceiptContainers coming back after release, with their outward EIR.
Tariffs & billing
Every charge from one tariff, in one invoice.
- Container Depot TariffPer depot, line and container type: free days, storage, lift-on/lift-off, shifts, wash, repair labour and admin fees.
- Storage, Handling & Other ChargesGenerated from the gate and yard records - storage at gate-out, handling per move, anything else per container.
- Repair Wash ChargeWash and repair charges from the approved estimate and the QC.
- Depot Invoice & Customer InvoiceAll charges with GST in one invoice, linked to an ERPNext Sales Invoice.
EDI to shipping lines
Keep every line's system in step.
- Container EDI LogCODECO, COPRAR, BAPLIE, IFTMIN and COARRI messages for gate and release events, with send status, acknowledgement, retries and error log.
One set of masters
behind every line
Ports, lines, vessels, containers, vendors and charges are defined once and used by every business line.
Less typing,
fewer mistakes
The system carries data forward, keeps statuses and business lines in step and watches the deadlines, so your team works on exceptions instead of re-keying.
Statuses that move by themselves
Load plans, stowage, departures, master bills, freight invoices, manifests, arrivals, discharge lists, import containers and delivery orders update their status as linked documents change.
Each document creates the next
Quotation from enquiry, booking from quotation, allocation from confirmation, gate-out from allocation, VGM from instruction, MBL from departure, invoice from MBL, manifest from invoice, discharge list from arrival, DO from request, FDA from PDA, settlement from FDA, remittance from SOA.
Business lines talk to each other
A slot booking raises the agency's berth request, VGMs and load lists feed the cargo operation plan, customs clearance feeds the port authority submission, and a vessel departure updates the NVOCC and liner bookings on it.
One reference across the chain
The shipment's primary number follows it from enquiry through booking, instruction, VGM, B/L, manifest, arrival notice, DO and invoice.
Documents email themselves
Rate sheets, booking confirmations, appointments, PDAs and FDAs, arrival notices, delivery orders, invoices, receipts, sailing advice, SOF reports, outturn reports and BDNs are emailed from the document.
WhatsApp & SMS
Gate passes with an entry PIN to truckers and arrival notices to consignees on WhatsApp, and empty-pickup PINs by SMS, through the messaging gateway you connect.
Hourly and daily watchdogs
ETA and pre-arrival alerts, missing advances, demurrage calculated daily, unpaid invoices and expiring DOs, vessel certificate expiry, missing service vouchers after departure, FDA due dates and depot equipment balance for repositioning.
Management digests
A daily operations digest and a weekly executive P&L digest by email.
Tracking timelines
A single timeline of every event on a shipment or container, plus vessel-call and ocean and NVOCC dashboards.
Automatic arrival notices
Marking a cargo load list as loaded raises the arrival notice for the consignee.
Checks at every step
Vessel capacity, cut-offs, duplicate containers, dangerous goods, reefer settings and vessel certificate expiry are validated before anything is submitted.
ISO 6346 container numbers
Container numbers are validated with the ISO check digit.
Operations and finance
in the same system
Marine documents post into ERPNext accounting, so the books match operations without a month-end reconciliation.
ERPNext invoices, not a side ledger
Freight, import, demurrage, detention, storage and NVOCC invoices create ERPNext Sales Invoices; carrier bills create Purchase Invoices.
Charges mapped to accounts
Every charge in the charge master carries its income and expense accounts and GST/VAT template, so postings are right by default.
Multi-currency
Exchange rates on quotations, invoices and disbursement accounts, with forex gain or loss recorded on settlement.
Cost centres & parties
Cost centres on bookings and invoices; shipping lines, agents and vendors are linked to ERPNext customers and suppliers.
EDI, customs
and port messages
Standard messages for shipping lines, customs and port community systems are generated from the documents you already keep, and every EDI message is logged with its acknowledgement.
40 reports,
from yard occupancy to port-call profitability
Every business line comes with its own MIS and profitability reports.
| Area | Reports |
|---|---|
| NVOCC | NVOCC MIS Report, NVOCC Revenue vs Cost, Shipment Profitability, Agent Commission, Shipping Line Quotation Comparison |
| Ocean Liner | Liner MIS Report, Shipment Profitability, Principal Receivables, Agent Commission |
| Liner Agency | Liner MIS Report, Principal Receivables, Shipment Profitability, Agency Supplier Payables |
| Shipping Agency | Shipping Agency MIS Report, Port Call Profitability, PDA vs FDA Comparison, Husbandry Agency Charges, Agency Cash Book, Agency Supplier Payables, Principal Receivables |
| Tugs & mooring | Tug Operations, Tug Revenue, Tug Utilization, Unbilled Tug Operations, Mooring Operations, Unmooring Operations, Mooring Vendor Cost, Vessel Mooring History |
| Container Depot | Depot MIS Report, Depot Revenue, Depot Container Inventory, Yard Occupancy, Container Stay, Available Containers, Container Yard Storage, Storage Charge, Gate In, Gate Out, Released Containers, Container Hold, Container Movement, Reefer |
| Maintenance & repair | MR Pending Approval, MR Repair Report, Container Damage, Container Inspection Report, Container Repair Report |
Marine & shipping ERP
FAQs
See your flows
on a live system
Tell us whether you run NVOCC, liner, agency or depot operations - or several - and we'll walk you through those exact flows.
- Demo of the business lines you run
- Built on ERPNext, with your accounts
- Implementation by the team that built it
- Call us+91 77780 25099
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- Also built by usExalix DMS for distribution
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