Managing Shipping Operations and Assist Services in ERP

Maritime and river logistics companies often provide specialized services: vessel assistance, port operations, railcar transfers, and related logistics support. Unlike standard trading or retail processes, these services involve complex workflows, unique billing, and project-based cost allocation. Without the right ERP system, such companies struggle to capture, track, and analyze their operations efficiently.

A client in the shipping and logistics sector approached OS-MENA with a common industry challenge: their specialized services could not fit neatly into standard accounting or sales software.

Their operations included:

• Vessel escort and pilotage services.
• Port handling, loading/unloading, and terminal support.
• Railcar and cargo transfers linked to maritime schedules.

Most of these services were recorded manually, with separate spreadsheets for billing, project costs, and reporting. As the company grew, manual processes created blind spots in profitability and resource allocation.

The client’s difficulties were clear:

• Non-standard transactions: Typical ERP or accounting modules did not reflect vessel assist services or port-specific workflows.
• Manual reporting: Every operation required offline documentation, increasing administrative overhead.
• Lack of project visibility: It was nearly impossible to see the profitability of each operation or contract.
• Disconnected accounting: Financial reports were prepared separately from operational records, delaying insights.
• Human errors: Manual data entry led to inaccuracies and disputes over invoicing.

OS-MENA customized and deployed an Odoo ERP solution specifically tailored for shipping and assist services. Key modules included:

• Odoo Projects: Used to structure each service engagement (e.g., vessel assist, rail transfer, or port operation) as a project with defined tasks, costs, and milestones.
• Odoo Services & Timesheets: Captured specific service activities, resource usage, and labor hours in real time.
• Odoo Accounting: Linked every project and service record directly to financials, ensuring accurate billing and cost allocation.
• Odoo Invoicing: Automated the creation of invoices based on logged services and completed milestones.
• Odoo Reporting & Dashboards: Delivered visibility into profitability per project, service line, and customer.

This configuration allowed the client to digitize the entire workflow — from recording assist services to invoicing and financial reporting — within a single ERP environment.

By partnering with OS-Mena and Odoo ERP, the client gained: ​

• Project-based visibility: Each operation tracked as a project, with clear profitability analysis.
• Transparency: All services digitally captured and linked to accounting, eliminating disputes.
• Reduced manual effort: No more redundant spreadsheets — everything is integrated in ERP.
• Real-time reporting: Management gained immediate insights into revenue, costs, and performance by service type.
• Scalability: The system can accommodate new service lines and port operations as the company grows.

At OS-MENA, we specialize in tailoring Odoo ERP to industries with unique operational models — including shipping, port services, and logistics. Our solutions turn complex workflows into transparent, digital processes that boost efficiency and profitability.