Bookkeeping

Manage every financial transaction across your fleet through a unified expenditure system that handles invoices, orders, and payments. Each expenditure record captures the vessel, vendor, invoice and order dates, order and invoice amounts, prepaid, paid and unpaid amounts with a due date, the department and the people responsible, with the invoice and pro forma documents viewable beside it: everything your accounting team needs in a single, structured document.

The four-status lifecycle — Draft, In Progress, Verified, and Cancelled — enforces a controlled workflow from initial entry to final verification. Expenditures move through stages with full validation at each transition, ensuring that only properly reviewed and approved transactions reach the verified state. Every status change is logged with user attribution and timestamp.

Handle both credit notes and debit invoices within a unified system that maintains proper linkage between related documents. A credit note is added from its original invoice and carries negative amounts, with full traceability between the invoice and its credit adjustments.

Every credit note references its source invoice, which lists its credit notes on a tab of their own, maintaining audit integrity. Because credit notes post negative amounts to the same categories, running cost totals per category and per vessel show the net position automatically.

This eliminates the reconciliation headaches common in maritime accounting where credit notes often arrive weeks after the original invoice.

Operate across currencies with built-in conversion rate management. Record each invoice in the currency it was issued in, reflecting the multi-currency reality of international maritime operations where port charges, bunker costs and repairs are paid in different currencies.

When an invoice's currency differs from the vessel's running cost currency, Navatom fetches the exchange rate for the invoice date, you confirm or adjust it, and it is saved with the invoice, providing accurate historical cost records regardless of later rate moves. Converted amounts flow into running cost reports and the compact Excel export, ensuring consistent multi-currency accounting.

Allocate every expenditure to one of seven predefined cost departments — Crew, DPA, HSEQ, Operation, Purchasing, Technical, and Training. Department-based allocation reflects the operational reality of ship management, where costs must be tracked and reported by functional area for budgeting and variance analysis.

Each department serves as a cost center for fleet-wide financial reporting. Filter, sort, and aggregate expenditures by department to understand where money flows.

Department allocation integrates with the hierarchical category system, giving you both functional and categorical cost visibility across every vessel.

Print invoices in your own house style. Upload a Word or Excel template with placeholders for the vessel, invoice number, vendor, dates, order, invoice, prepaid, paid and unpaid amounts, currency and rate, categories, the people responsible and, for invoices from a goods receipt, the purchase order code, vendor reference and incoterm.

Test a template against sample data before you use it, and retire old versions without deleting them. From any invoice, choose a template and print it in the template's own format or as a PDF, ready for management, auditors or the vendor.

Link expenditures to vendor records from the integrated Directory, maintaining a complete financial relationship history with every supplier. Pick the vendor when you record an invoice, or add a new company on the spot if you are allowed to create directory companies.

Invoices created from goods receipts arrive with their vendor already set. Filter and export spending per vendor across vessels, departments and time periods to identify cost trends, negotiate better terms, and consolidate purchasing across your fleet.

Organize your chart of expenditure categories into a hierarchical tree structure with parent-child relationships and cumulative budget tracking. Top-level categories define major cost groups, while sub-categories provide the granularity needed for detailed cost analysis. The tree supports unlimited nesting depth for complex organizational structures.

Administrators build the tree once, in Running Cost's category setup: add top-level and sub-categories, move or import them, and set each category's reviewers, approvers and approval methods. Cumulative budgets roll up from child to parent, providing instant visibility into spending against plan at every level of the hierarchy.

Export invoice lists to Excel in three layouts. The regular export gives one row per invoice with its categories listed, the flattened export one row per category share for pivot table analysis, and the compact export adds the converted amount and the running cost period of each share.

Print any invoice from your own Word or Excel template, in the template's format or as a PDF, for management review, auditors and vendors. The combination of structured data exports and formatted print reports ensures your bookkeeping data serves both analytical and presentational purposes.

Work from lists built around the workflow: your own drafts and everyone's, the invoices in progress that wait for you and all of them, and the full expenditure list across your vessels. Whether you have hundreds or hundreds of thousands of expenditure records, each list loads instantly, with sorting and multi-column filtering.

Advanced filtering lets you narrow results by status, department, vendor, date range, currency, category, and approval state. Seven Bookkeeping dashboard widgets put the same queues on your dashboard, so nothing stalls between review, approval and verification.

Add, edit, and delete comments on any expenditure to create a communication thread between accounts payable, approvers, and management. Comments provide context that lives alongside the financial record — notes about invoice discrepancies, vendor discussions, approval conditions, or budget reallocation rationale.

Every comment action is recorded in the event log with full user attribution and timestamp. Comments become part of the permanent financial record, providing the narrative context that auditors value alongside the numbers.

Keeping the conversation on the record eliminates the need for side-channel email discussions about specific transactions.

Every action within the bookkeeping module is recorded in the expenditure's history. From creation and vendor changes to amounts, dates, currency and exchange rate, status transitions, credit notes, category distributions, reviews, approvals and uploaded documents, every change is captured with full user attribution, a timestamp and the value it set.

The history gives a clear narrative of your fleet's financial activity, ready for management, auditors and external accountants.