What Pilotage Authorities Should Expect from Dispatch Software
Dispatching and billing are the core operational challenges for every pilotage authority, yet many still rely on manual processes or outdated tools. As pilot schedules
For many ports, billing is a behind-the-scenes process – until it starts costing you real money. Relying on spreadsheets, paper forms, or outdated systems means more than just delays. It means missed charges, billing disputes, and hidden revenue losses. In this post, we’ll break down exactly where manual billing leaks revenue and how modern automation can stop the bleed and strengthen your bottom line.
Ports perform hundreds of chargeable services every month – dockage, lay day, tug assist, wharfage, and more. But without automated billing software, charges are often:
Missed due to manual data entry or verbal communication
Underbilled because of inconsistent rate tables
Forgotten entirely when activity logs aren’t reviewed in time
Delayed – resulting in outdated or disputed invoices
For small or municipal ports with lean staff, even a few missed charges per week can add up to thousands of dollars per quarter.
When billing slips through the cracks, the impact goes beyond lost revenue. Manual or delayed processes often lead to:
Disputed invoices and customer frustration
Reduced cash flow and slow receivables
Hours of rework for finance and operations teams
Audit risk and compliance gaps – especially for publicly funded ports
Inability to generate accurate forecasts or financial reports
Every billing error is a trust issue and a missed opportunity to recapture value.
A modern port billing system like PortTrax eliminates manual gaps and streamlines the full billing cycle:
Automatically calculates charges based on vessel activity, arrivals, and departures
Captures all services in real time
Applies correct rates consistently – with rule-based configuration
Generates error-free invoices and integrates with your accounting system
Produces a full audit trail for compliance, reporting, and visibility
The result? Faster billing, fewer errors, and stronger cash flow.
Whether you manage a mid-sized terminal or a small public port, PortTrax helps you:
Eliminate missed charges across all billable services
Reduce invoicing time from days to hours
Gain visibility into every job and revenue stream
Connect billing with your existing finance software (via API)
Provide transparency to stakeholders, auditors, and port users
In one case, a regional port using PortTrax identified over $200,000 in missed revenue in the first quarter after deployment.
Your port runs on activity – and every activity should be a source of revenue, not risk. With an automated billing solution like PortTrax, you capture every charge, accelerate your billing cycle, and build confidence with customers and auditors alike. It’s not just efficiency – it’s revenue protection.
Book a free PortTrax demo or call us at 1-833-231-6182 and see the difference.
Missing charges and delayed invoicing don’t just hurt cash flow — they erode trust and limit growth. With PortTrax, you can automate billing, capture every dollar you’ve earned, and eliminate manual gaps that put revenue at risk.
See how it works in under 30 minutes.
Dispatching and billing are the core operational challenges for every pilotage authority, yet many still rely on manual processes or outdated tools. As pilot schedules
A Port Management Dashboard gives port authorities real-time insights into operations, helping them make faster, smarter decisions. With powerful data visualization tools, ports can improve efficiency, optimize logistics, and boost revenue tracking – all from a single interface.
What Happens When Your Systems Fail? Imagine a busy port, pilotage authority, or maritime exchange preparing for the day’s operations when suddenly, critical systems fail: