Before arrival
The agent gathers vessel, voyage, cargo, crew, certificate and security information; submits required notifications; coordinates berth prospects, pilots, tugs and terminals; and advises the master and operator on local requirements.
During the call
The agent supports clearance, cargo operations, supplies, crew changes, medical needs, surveys, repairs, cash-to-master where lawful and other husbandry. Events and documents must be reported promptly because they influence operations, laytime and cost.
After departure
The agent completes departure formalities, sends final documentation, assembles the Statement of Facts and prepares the final disbursement account with supporting vouchers. Queries may continue long after the ship sails.
Common digital friction
Operators often request the same vessel data repeatedly, instructions arrive through multiple channels, document versions become unclear and estimates are difficult to compare with final costs. Local portals may not integrate with the operator's system.
A connected port-call record
Zea OS can give agent, vessel and operator controlled access to one timeline, checklist and document set. The platform should respect agency independence, preserve approvals and make it easy to export a complete port-call file.
Frequently asked questions
Who appoints a port agent?
The owner, charterer, manager or another principal may appoint the agent depending on the charter and commercial arrangement.
What is a PDA?
A pro forma disbursement account is the agent's estimate of port-call expenses before or during the call.
What is an FDA?
A final disbursement account records the final port-call expenses with supporting documentation.