Marine & shipping ERP,
from enquiry to voyage P&L
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 voyage 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 enquiries with port or door movement, cargo and container needs, reefer and special-handling checks.
- Freight QuotationPrice from the charge master with validity and exchange rate, email the rate sheet, then convert straight into a booking.
- Freight TariffRate per TEU by container type and port pair, with validity dates.
Booking
Turn the accepted quotation into a booking.
- NVOCC BookingShipper, consignee and notify party, carrier, vessel and voyage - with cut-off and vessel-capacity checks and live booking profitability.
Buying space from carriers
Source the best slot rate from the shipping lines.
- Slot RFQOne request for rates sent to several shipping lines at once.
- Shipping Line QuotationEach line's container rates and surcharges, compared side by side.
- Space Booking (Request)Request space from the chosen line against its quotation.
- Space ConfirmationFull or partial confirmation with the line's booking reference.
- Slot BookingLock in the confirmed slots, with costs posted to the right account and cost centre.
Equipment, documents & customs
Get the right boxes to the shipper and the paperwork right first time.
- Container AllocationAuto-allocate available containers by type, FCL or LCL, and email the customer the allocation.
- Shipping InstructionCargo and container details reviewed, approved or rejected, with dangerous-goods and reefer validation.
- VGMVerified gross mass per container, calculated from cargo and tare weight.
- NVOCC Customs ClearanceExport filing tracked through assessment and examination to Let Export Order, with documents attached.
- Container Gate Out & Gate InRelease empties to the shipper and receive laden containers back, with approvals.
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 automatically.
- Bill of LadingThe carrier bill of lading linked to the booking, instruction and stowage.
- House Bill of LadingYour own HBL issued from the shipping instruction, with the customer invoice raised from it.
- Master Bill of LadingThe carrier's MBL with issue locks, amendments and a live count of linked HBLs.
Destination & delivery
Tell the consignee and release the cargo.
- NVOCC ManifestHBLs and containers per voyage, validated before submission.
- NVOCC Arrival NoticeConsignee notified with the ETA and the date demurrage starts.
- NVOCC Delivery OrderCargo released at destination, with an expiry date.
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 see the result of every voyage.
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 ServiceService loop with port rotation, deployed vessels, equipment and transit-day checks.
- Sailing SchedulePlanned and revised sailings per service, with the voyage created in one click.
- Published Sailing ScheduleThe customer-facing schedule with ETD and ETA per port pair.
- Voyage MasterEach voyage's port-call sequence, capacity utilisation and profitability.
- VesselIMO number, call sign, reefer plugs, weight limits and certificates with expiry alerts.
- Ocean Vessel CapacityMaximum TEUs, reefer plugs and hazmat slots per vessel and 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, duplicate confirmations blocked, then containers allocated.
Load planning & departure
Plan, stow and sail - with checks at every step.
- Ocean Load PlanWhich containers load where, with status moving automatically as planning completes.
- Stowage PlanBay, row and tier positions generated and checked against the vessel's rules.
- Container PlanSlots for 20GP, 40HC, reefer and out-of-gauge per voyage.
- Vessel Loading ConfirmationCreated automatically, recording loading start and completion.
- Sailing OperationBerth, planned loading times, delays and cargo per port.
- Vessel SailingApprove the sailing and open the next port's operation automatically.
- Vessel DepartureCertificate and checklist validation, delay calculation, and voyage and schedule updated on departure.
Documents & freight billing
Issue the bills and 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, linked to ERPNext Sales Invoices and Payment Entries.
- Ocean ManifestBuilt from the freight invoices, fetching every MBL on the sailing.
Arrival & discharge
Receive the vessel and hand over to import.
- Vessel ArrivalCreated from the manifest, with arrival-chronology checks.
- Ocean Arrival NoticeNotice to the consignee with vessel, voyage and cargo summary.
- Discharge ListCreated from the arrival: every container due off at the port.
- Container DischargeDischarge recorded and import containers created for the next step.
- Vessel OperationPort-call services, their charges and delays per operation.
Voyage economics
Know what each voyage made.
- Freight RevenueFreight and surcharge revenue per voyage and period.
- Voyage Cost AccrualBunkering, port dues, pilotage, towage and tug costs accrued per voyage.
- Voyage Vessel P&LRevenue, cost and net result per voyage and vessel.
- Ocean Agent CommissionAgent commission per voyage - calculated, approved and paid.
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 call & manifests
Prepare for the principal's vessel.
- Liner Vessel ScheduleThe principal's vessel, voyage, ETA and ETD at your port.
- Vessel CallEach call of a principal's vessel at a port and terminal.
- Import ManifestImport general manifest per call, validated and submitted with its reference.
- Liner ManifestManifest filed with customs for each vessel call.
- Cargo Arrival NoticeArrival notice to the consignee from the B/L, with the IGM number.
Import processing
Follow every import container until it is cleared.
- Import ShipmentEach import B/L's shipment and its status.
- Import ContainerStatus from on board to discharged, in yard, customs hold, cleared, delivered and empty returned, with free-time calculation.
- Import ClearanceCustoms declaration, office and reference for each import.
- Import ChargesCharges per shipment and container, approved and billed through an ERPNext Sales Invoice.
Delivery
Release only what has been paid for and cleared.
- Delivery Order RequestThe consignee's request for a DO, with payment status.
- Delivery OrderIssued only when charges and release conditions are met; the gate-out is recorded against it.
- Cargo ReleaseConfirms freight paid and documentation complete before release.
- Container Gate PassTransporter, vehicle and driver for each container leaving.
Empty return, demurrage & detention
Get the equipment back and bill for the time it was out.
- 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 EntryBillable days at port and the demurrage charge, invoiced through ERPNext.
- Detention EntryFree time and rate slabs outside the port, invoiced through ERPNext.
Principal accounting
Collect, take your commission and remit.
- Liner Customer InvoiceInvoices to consignees and shippers per B/L and vessel call.
- Liner CollectionCustomer receipts against liner invoices.
- Liner Agency CommissionCommission on each vessel call - calculated, approved and settled.
- Principal SOAStatement of account for each principal over a period.
- Principal Remittance & Remittance VoucherCollections remitted to the principal and the voucher posted.
- Principal ReceivablesWhat each principal owes you.
Shipping Agency
functional flow
Appointed to a vessel call: estimate the disbursements, collect the advance, order and sign off port services, then close the call against actuals.
For port and husbandry agents handling vessel calls for owners and operators.Appointment & arrival
Know the vessel before it arrives.
- ETA AdviceVessel particulars (IMO, call sign, GRT, NRT, DWT), last port and appointing principal.
- Vessel Arrival CallNotice of readiness, pilot on board, all fast, cargo operations and bunkers remaining on board.
Proforma & advance
Agree the estimate and get funded.
- Proforma Disbursement AccountPilotage, towage, port dues and bunkering estimated and sent to the principal for approval.
- PDA Advance ReceiptThe principal's advance with bank reference, value date and exchange rate.
Port services
Order, deliver and sign off every service.
- Port Service OrderEach service ordered from a vendor with rate, quantity and target time.
- Service ExecutionActual service times and quantity, signed off by the master or chief officer.
- Vendor Service ProviderVendors with licence expiry, credit days and rating.
Close-out
Final account, settlement and payables.
- Final Disbursement AccountActual costs against the PDA, with the variance.
- Disbursement Balance SettlementThe balance settled with SWIFT reference and forex gain or loss.
- Agency Supplier InvoiceVendor bills per vessel call with VAT, due date and outstanding.
- Agency Supplier PayablesWhat you owe each vendor.
- Agency Cash BookCash in and out with a running balance.
- Husbandry Agency CommissionAgency fees charged for husbandry services.
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.Gate in
Expect it, receive it, put it away.
- Depot Acceptance AdviceThe line's advice of an expected container, with type and yard.
- Depot Gate In PassTruck, EIR number, bay-row-tier position and container condition.
- Depot Yard ReceiptStorage block and the supervisor who received it.
Storage
Every day in the yard, counted.
- Container Storage RecordDays in yard, free days and billable days, invoiced through ERPNext.
Maintenance & repair
Inspect, wash and repair.
- Depot Return ReceiptReturned containers, the reason and whether washing is needed.
- Container InspectionDamage found, repair and cleaning cost, and who is liable.
- Repair Wash ChargeWash and structural repair with labour hours, spare parts and the vendor.
Release
Release only what the line has authorised.
- Depot Release InstructionThe line's release order with required grade, authorised transporter and expiry.
- Depot Gate Out PassOutbound seal, EIR and truck.
Billing
Every charge in one invoice.
- Storage ChargeBillable days at the daily storage rate.
- Handling ChargeA charge per lift or move.
- Depot Other ChargeAnything else chargeable against a container.
- Depot InvoiceStorage, handling, repair and other charges with GST in one invoice.
- Depot Customer InvoiceThe invoice to the customer or line.
One set of masters
behind every line
Ports, lines, containers and charges are defined once and used by every business line.
Less typing,
fewer mistakes
The system carries data forward and keeps statuses in step, 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, VGM from instruction, MBL from departure, invoice from MBL, manifest from invoice, discharge list from arrival, DO from import container.
Automatic arrival notices
Marking a cargo load list as loaded raises the arrival notice for the consignee.
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.
Shipment tracking timeline
A single timeline of every event on a shipment, plus a live ocean and NVOCC dashboard.
Customer emails
Container allocations, shipping instructions and rate sheets emailed to the customer from the document.
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, and can be generated correctly.
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.
Connect vessels, terminals
and container events
Each connection is configured with its endpoint, a secure token, a sync interval and a connection test, and is set up for your operation during implementation.
20+ reports,
from container age to voyage P&L
Every business line comes with its own MIS and profitability reports.
| Business line | Reports |
|---|---|
| NVOCC | NVOCC MIS Report, NVOCC Revenue vs Cost, Agent Commission, Shipping Line Quotation Comparison |
| Ocean Liner | Voyage PnL, Vessel PnL, Cost Centre Report |
| Liner Agency | Liner MIS Report, Principal Receivables, Shipment Profitability, Customer Analysis |
| Shipping Agency | PDA vs FDA Comparison, Port Call Profitability, Husbandry Agency Charges, Shipping Agency MIS Report, Agency Cash Book, Agency Supplier Payables |
| Container Depot | Depot MIS Report, Container Aging, Container Inspection Report, Container Repair Report |
| Across the business | Customer Analysis, Cost Centre 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
- WhatsAppChat on WhatsApp
- Also built by usExalix DMS for distribution
Book a Marine & Shipping ERP demo
Tell us which business lines you run and we'll show you those flows on a live system.
Thank you, !
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