Port Clearance Automation
for Modern Shipping

The burden of traditional port clearance

Crafting port clearance and customs documents manually is among the most time-consuming and error-prone duties onboard. Officers spend up to 25 hours monthly per vessel on paperwork alone – time that should be devoted to navigation, crew safety, and operations.

According to a 2024 BIMCO survey:

40% of professionals are unaware of the IMO MSW mandate,
64% of port calls still rely on paper forms,
80% of ships lack sufficient IT tools,
one port call requires an average of 191 minutes of form preparation.

Read more about paper burden on our blog:

The challenges of paper burden in the maritime industry

In the maritime industry there is no strange to face challenges, but one persistent issue …

Real-life scenario: the true cost of maritime paperwork and how digital solutions can help

In the previous article, we discussed the overwhelming burden of paper-based administratio…

Computer screens with a port clearance form generated and auto-filled by the port docs management module.

Smarter port documentation

Port Docs – ShipDocs module automates the preparation and submission of required documents for port entry, customs clearance, and inspections. Built to support global port-specific templates, the module streamlines the clearance process, minimizes errors, and ensures your documents are compliant – even in the most demanding jurisdictions. With just one click, captains and officers can generate Pre-arrival notifications, Crew and stores lists, Narcotics declarations, Port health forms, IMO/FAL 1-7 documents and more. All forms are pre-filled using validated ship and crew data – no copy-paste, no duplication.

The technical debt of relying on traditional, manual documentation methods is a persistent challenge. Every mistake in a form can lead to:

Significant fines
for non-compliance

Operational delays
during inspection or berthing

Regulatory violations that affect your vessel’s reputation and future calls

The slow, error-prone process not only disrupts the ship’s schedule but also increases crew stress, damaging the shipowner’s reputation.

How ShipDocs works

Automated documentation

Using advanced algorithms, ShipDocs generates and fills out all mandatory forms based on stored datasets – ship particulars, certificates, crew, cargo, and more with just one click, significantly alleviating the administrative burden on maritime staff and streamlining operations.

Integrated data management

Forms are auto-filled using stored ship and crew data, ensuring all documentation is completed accurately. Conditional logic adjusts inputs as needed, while built-in validation rules ensure data correctness.

Multiple seaport compatibility

Seamlessly managing documentation for ports worldwide. Tailored templates meet specific port specifications, including language customization, maintaining adherence to regional requirements.

Compliance updates

All templates are centrally maintained and synchronized. Constant updates to its database with the latest regulations and compliance requirements for different sea ports globally ensure that all documents adhere to current laws and standards.

Ready to modernize your port documentation?

Key benefits

Eliminate repetitive administrative work and prevent costly mistakes. Port Docs helps crews save over 90% of manual effort per month on form preparation, while achieving 94%+ documentation accuracy thanks to built-in validation, conditional logic, and real-time updates. With constant alignment to the latest IMO, MARPOL, and port-specific regulations, it keeps your fleet compliant, efficient, and protected from fines or delays.

Computer screens of ShipDocs with ship dimensions and a hint of Depth Moulded measurement.

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Testimonials

Developed from 40 years of maritime experience, our solution addresses the most pressing challenges in modern shipping. Designed to ensure a seamless and reliable experience, it meets the diverse needs of shipowners, officers, and crew members alike.