Case Studies

The Challenge

Interocean Ship Management handles recruitment, deployment, and payroll for seafarers across a growing fleet of vessels and principals. With crew data, document expiry tracking, and invoicing spread across disconnected tools, the operations and finance teams faced significant inefficiencies and risk of error, particularly as the business scaled.

• Seafarer records, status updates, and document tracking were maintained manually, leading to delays in onboarding and compliance gaps.
• The finance team had no integrated invoicing capability tied to crew data, requiring duplicate data entry and reconciliation across systems.
• There was no centralised approval workflow for crew requests, resulting in unclear accountability and bottlenecks in deployment decisions.
• Reporting across vessels, clients, and seafarer statuses was time-consuming and lacked real-time visibility for management.

Key Features

• End-to-End Seafarer Lifecycle Management

The platform manages the full seafarer journey from initial recruitment through to onboarding, deployment, leave, and salary processing, with real-time status tracking at every stage.

• Multi-Level Approval Workflows

Crew requests follow a structured approval process, ensuring proper authorisation before deployment. Rejected or reverted requests are logged with full audit trails.

• Document Upload and Validation

Seafarer documents across five categories (travel, medical, licence, training, and other) can be uploaded, specified, and validated through a dedicated interface, supporting compliance requirements.

• Configurable Invoicing Engine

The invoicing module supports four fee types (Monthly, One-Time, Lump Sum, and Special), with seafarer-level and group-level calculations, detailed summary sheets, and customisable invoice formatting.

• Vessel and Client Management

A centralised registry allows administrators to manage vessels, clients, and master data (countries, ranks, qualifications, vessel types), providing a single source of truth for all operational reference data.

• Bank Guarantee Generation

 For assigned rank ratings, the system can generate and print bank guarantee documentation directly, reducing turnaround time for deployment-critical paperwork.

• Role-Based Access and Reporting

Secure, role-based access controls ensure appropriate visibility across operations, HR, and finance. Built-in reports cover vacancies, client-wise breakdowns, seafarer lists, and vessel lists.