Log, categorise, and audit every operational expense across your fleet - by type, vendor, vessel, and time period. With credit notes, audit trails, and monthly/yearly reporting built in.
Every expense logged once, visible everywhere - across vessels, vendors, time periods, and approval tiers.
Expense Entry by Type
Record expenses categorised by type - provisions, repairs, port dues, bunkering, crew welfare, insurance premiums, and more - with vendor and vessel linkage on every entry.
CategorisedVessel-linked
Date & Amount Tracking
Full date, amount, currency, and exchange-rate capture per expense entry. Multi-currency support with automatic base-currency conversion for consolidated reporting.
Multi-currencyFX Rates
Credit Notes
Issue credit notes against vendor expenses for overbilling, returned goods, or service failures. Credit notes are automatically reconciled against the original expense entry.
Credit NotesAuto-reconcile
Real-Time Dashboard
Live expense dashboard showing MTD and YTD spend by category, vessel, and vendor. Budget vs. actuals with variance alerts when thresholds are approached or exceeded.
MTD / YTDBudget Alerts
Audit Trail
Every expense entry, edit, and approval is fully timestamped and attributed. Immutable audit log supports internal review and external compliance audits with one-click export.
Immutable LogExport
Monthly & Yearly Reports
Auto-generated monthly expense summaries and year-end reports per vessel, category, and vendor. Export to PDF or Excel for management review and financial filings.
MonthlyYearlyPDF / Excel
Expense Categories
Every Cost Covered
ShipDocu tracks all maritime operating expense categories out of the box - fully customisable to your fleet's structure.
Vessel Operations
Fuel, bunkering, port dues, pilotage, towage, and navigation costs
6 sub-types
Maintenance & Repairs
Dry-docking, engine overhauls, deck equipment, and routine maintenance
8 sub-types
Crew Expenses
Wages, travel, medical, training, victualling, and crew welfare costs
7 sub-types
Insurance & Compliance
P&I, hull & machinery, flag state fees, survey, and classification costs
5 sub-types
Credit Note Workflow
Seamless Credit Recovery
When expenses need to be reversed or reduced, ShipDocu's credit note workflow handles it cleanly and traceably.
01
Identify Over-charge or Return
Finance officer identifies a billing discrepancy, returned goods, or overpaid amount against an existing expense entry.
02
Raise Credit Note
A credit note is raised against the original expense, linked automatically to the vendor and vessel record with the full reference chain preserved.
03
Approval
Credit note routed through the configured approval tier before being accepted - preventing unauthorised adjustments to expense records.
04
Auto-Reconciliation
Approved credit note is automatically applied against the vendor balance. Net payable amount updated in real time across all reports and dashboards.
Expense Recovery Stats
Credit notes raised this year
Provisions32 notes
Maintenance18 notes
Port Services11 notes
Crew Travel8 notes
Reporting Suite
Expense Reports, Ready to Go
Auto-generated reports for every time period, category, and vessel - ready for management review or audit.
Monthly Expense Summary
Yearly Expense Report
Expense by Category
Expense by Vessel
Expense by Vendor
Credit Note Register
Budget vs Actual
YTD Variance Report
Audit Trail Export
Take Control of Fleet Expenses
See how ShipDocu eliminates expense leakage with a live demo.