Yacht / Boat Charter runs a charter operation from the first enquiry to the billed transfer. The Charter Coordinator keeps the fleet register, with each vessel's passenger capacity, crew required and inspection due date, and takes every charter booking from Requested through Confirmed, Underway and Completed against a named vessel, customer and crew lead.
Charter bookings in one list
Dispatch Operator approves each Requested trip before it is scheduled.
Every feature works on the same records. Pick one to see the screen your team works in.
Keep each vessel's passenger capacity, crew requirement and inspection due date in one register that every booking checks against.
Charter vessels
| Id | Vessel name | Passenger capacity | Crew required | Inspection due | |
|---|---|---|---|---|---|
| TRIP-2026-4101 | Sea Lantern | 410 | 590 | 15 Oct | |
| BOOK-2026-1842 | Willow Tide | 610 | 350 | 25 Oct | |
| POD-2026-7712 | Blue Current | 150 | 240 | 01 Nov | |
| VEH-041 | Silver Wake | 520 | 470 | 24 Oct | |
| CHARGE-2026-982 | Cedar Wind | 360 | 690 | 28 Oct |
Take each charter from request to completion on a named vessel, for a named customer, with a crew lead in charge.
Charter vessels
| Id | Vessel name | Passenger capacity | Crew required | Inspection due | |
|---|---|---|---|---|---|
| TRIP-2026-4101 | Sea Lantern | 720 | 410 | 15 Oct | |
| BOOK-2026-1842 | Willow Tide | 800 | 100 | 18 Oct | |
| POD-2026-7712 | Blue Current | 460 | 140 | 19 Oct | |
| VEH-041 | Silver Wake | 510 | 270 | 13 Oct | |
| CHARGE-2026-982 | Cedar Wind | 20 | 440 | 12 Oct |
Keep one record for each crew member and each customer, carrier or provider, reused on every charter and trip.
People
| Id | Name | Role title | Active | User | |
|---|---|---|---|---|---|
| TRIP-2026-4101 | Elena Marquez | Charter captain | On duty | Theo Hassan | |
| BOOK-2026-1842 | Jonah Patel | First officer | Available for assignment | Leila Costa | |
| POD-2026-7712 | Amara Okafor | Deckhand | Assigned to charter | Amara Okafor | |
| VEH-041 | Rafael Chen | Guest services lead | On approved leave | Leila Costa | |
| CHARGE-2026-982 | Leila Costa | Shore transfer driver | Training current | Nadia Brooks |
Plan, approve and run guest transfers and shore logistics with stops, vehicles and drivers.
Parties
| Id | Name | Party type | ||
|---|---|---|---|---|
| TRIP-2026-4101 | Willow Cove Travel Co. | Customer | bookings@willowcovetravel.example | |
| BOOK-2026-1842 | Harborfield Guest Services | Carrier | crew@harborfieldguest.example | |
| POD-2026-7712 | Blue Heron Excursions | Provider | ops@blueheronexcursions.example | |
| VEH-041 | Cedar Bay Event Group | Customer | events@cedarbaygroup.example | |
| CHARGE-2026-982 | Mariner's Point Hospitality | Carrier | charter@marinerspoint.example |
Close each trip on proof of delivery that a reviewer has confirmed, with trip documents verified by a named person.
Approval conditions
| Id | Trip | Delivered at | Recipient name | Proof | Status | |
|---|---|---|---|---|---|---|
| TRIP-2026-4101 | West Marina to Salt Meadow launch | 02 Nov | Mira Patel | Signed guest handoff | Pending | |
| BOOK-2026-1842 | West Marina to Salt Meadow launch | 31 Oct | Jonah Reyes | Arrival photo | Pending | |
| POD-2026-7712 | West Marina to Salt Meadow launch | 01 Nov | Amara Diallo | Crew confirmation | Pending | |
| VEH-041 | North Pier to Willow Cove guest transfer | 30 Oct | Elena Costa | Digital recipient signature | Pending | |
| CHARGE-2026-982 | West Marina to Salt Meadow launch | 13 Oct | Ravi Shah | Transfer manifest signed | Pending |
Raise charges against each trip, approve them on confirmed delivery and mark them invoiced once billed.
Approval conditions
| Id | Trip | Charge type | Amount | Status | |
|---|---|---|---|---|---|
| TRIP-2026-4101 | Harbor terminal to Blue Heron marina | Harbor transfer | 860 | Draft | |
| BOOK-2026-1842 | North Pier to Willow Cove guest transfer | Fuel surcharge | 530 | Draft | |
| POD-2026-7712 | Cedar Bay to East Point shore run | Extra sailing hour | 90 | Draft | |
| VEH-041 | West Marina to Salt Meadow launch | Catering service | 670 | Draft | |
| CHARGE-2026-982 | East Pier to Moonlit Cove return | Overnight berth | 440 | Draft |
Charter request to invoiced charge ships ready to use. 3 steps need a named approval before the work moves on: Dispatch approval (Dispatch Operator), Delivery confirmation (Delivery and Billing Reviewer) and Charge approval (Delivery and Billing Reviewer).
Record the customer, vessel, crew lead and charter dates as a request.
Check capacity, crew lead and inspection timing before confirming the charter.
Approve the guest transfer and commit it to the schedule with a vehicle and driver.
Review the recipient and proof before the trip is marked complete.
Approve the trip's draft charges once delivery is confirmed.
Mark approved charges invoiced once the invoice is issued.
Open any charter booking to see the roles that work on it, its process stages and its approvals on one page.
Vessel, Customer, Crew lead and Starts at.
Records linked to this charter booking.
Charter Coordinator and Admin, each with their own permissions.
Charter request, with the role that acts.
Dispatch approval and Delivery confirmation, with who decides.
Moonlit Cove · Requested
Signed in as Dispatch Operator
| Decision | Approver | |
|---|---|---|
| Dispatch approvalApprove the guest transfer and commit it to the schedule with a vehicle and driver. | Dispatch Operator | |
| Delivery confirmationReview the recipient and proof before the trip is marked complete. | Delivery and Billing Reviewer | |
| Charge approvalApprove the trip's draft charges once delivery is confirmed. | Delivery and Billing Reviewer |
Everyone opens Yacht / Boat Charter to the work that is theirs. Pick a role to see what it starts with.
Manage charter vessels, bookings, customers, and assigned crew without schema or deletion access.
This is the first screen this role sees.
Charter bookings · Charter Coordinator
Schedule and operate trips, stops, vehicles, drivers, and delivery evidence without deletion or schema access.
This is the first screen this role sees.
Trips · Dispatch Operator
| Id | Origin | Destination | Planned start | Planned end | Customer | |
|---|---|---|---|---|---|---|
| TRIP-2026-4101 | North Pier terminal | Willow Cove landing | 13 Oct | 20 Oct | Cedar Bay Event Group | |
| BOOK-2026-1842 | Harborfield marina | Blue Heron marina | 11 Oct | 13 Oct | Mariner's Point Hospitality | |
| POD-2026-7712 | Cedar Bay dock | East Point pier | 22 Oct | 31 Oct | Harborfield Guest Services | |
| VEH-041 | Coastal airport arrivals | North Pier terminal | 01 Nov | 07 Nov | Blue Heron Excursions | |
| CHARGE-2026-982 | Silver Cove landing | Harborfield marina | 03 Nov | 05 Nov | Silver Wake Charter Partners |
Review delivery evidence and transport documents, complete trips, and approve trip charges without deletion or schema access.
This is the first screen this role sees.
Trips · Delivery and Billing Reviewer
| Id | Origin | Destination | Planned start | Planned end | Actual start | |
|---|---|---|---|---|---|---|
| TRIP-2026-4101 | North Pier terminal | Willow Cove landing | 18 Oct | 22 Oct | 25 Oct | |
| BOOK-2026-1842 | Harborfield marina | Blue Heron marina | 25 Oct | 31 Oct | 28 Oct | |
| POD-2026-7712 | Cedar Bay dock | East Point pier | 30 Oct | 07 Nov | 29 Oct | |
| VEH-041 | Coastal airport arrivals | North Pier terminal | 19 Oct | 24 Oct | 07 Nov | |
| CHARGE-2026-982 | Silver Cove landing | Harborfield marina | 26 Oct | 02 Nov | 08 Nov |
Configures users, roles and access, maintains crew records and corrects records across the app.
Runs assigned guest transfers, records stop arrivals and departures, and submits delivery evidence at the end of a trip.
This is the first screen this role sees.
Trips · Driver
| Id | Origin | Destination | Planned start | Planned end | Vehicle | |
|---|---|---|---|---|---|---|
| TRIP-2026-4101 | North Pier terminal | Willow Cove landing | 17 Oct | 22 Oct | Crew transport van 8 | |
| BOOK-2026-1842 | Harborfield marina | Blue Heron marina | 01 Nov | 04 Nov | Shore shuttle 2, six seats | |
| POD-2026-7712 | Cedar Bay dock | East Point pier | 24 Oct | 02 Nov | Crew transport van 8 | |
| VEH-041 | Coastal airport arrivals | North Pier terminal | 21 Oct | 27 Oct | Pier minibus 6, twelve seats | |
| CHARGE-2026-982 | Silver Cove landing | Harborfield marina | 26 Oct | 04 Nov | Airport shuttle 7 |
Review fleet use, inspection timing, trip punctuality, disputed deliveries and charges waiting to be billed.
This quarter
How far records got this quarter
| Stage | Reached | Step | |
|---|---|---|---|
| Requested | 41 | ||
| Confirmed | 18 | 44% | |
| Underway | 6 | 33% | |
| Completed | 3 | 50% |
Sample counts per stage
Count charter bookings per Vessel, then by Status, for a starts at range.
Booked days per vessel from starts at and ends at of Confirmed, Underway and Completed bookings.
Vessels ordered by inspection due, with passenger capacity and crew required.
Bookings per crew lead across a date range, excluding Cancelled bookings.
Trips by Status for a planned start range, matching the Business Overview page.
Planned start against actual start and planned end against actual end for each completed trip.
Planned arrival against actual arrival for each stop, by Location.
Which deliveries were disputed, for which customers, and are they still open?
Trip charges Amount by Status, then by charge type.
See how Yacht / Boat Charter fits your kind of team.
Multi-day charters on crewed yachts, with a named crew lead, capacity limits and inspection timing on every booking.
Short charters and tours with many bookings per vessel, weather cancellations and tight crew rosters.
Charter companies that run their own guest transfers, provisioning deliveries and billing for shore services.
Each stage of charter request to invoiced charge names the role that acts and the status it records, so a change is never anonymous.
Each stage, the role that acts and the status it records
Prepare and review charters, transfers and trip billing with Proto.
Set up connections through ERP.AI and Proto workflows, with every change logged.
Every record lives in a table you can see, extend and export. Add fields or whole tables in Proto.
Browse all 12 tablesStart with one team and one process, then add the rest once the basics are running.
The app runs the fleet register, charter bookings, crew and customer records, guest transfers, delivery evidence and trip charges. Invoicing, payment collection, survey and maintenance records and booking channels remain connected systems. Your team decides confirmations, dispatch approvals and delivery reviews; Proto prepares information and configuration for review.
Gather vessel certificates for capacity and inspection dates, the crew list with user accounts, the customer list, the vehicle list and the open charter calendar. Match customers by email and remove duplicates before import.
Pilot two vessels and one depot for one charter month. Run every booking, transfer, delivery and charge through the app and reconcile with the old calendar and invoices.
A cancelled booking must stay closed. A vessel with an inspection due inside a requested charter must be held. A vehicle in Maintenance must not be approved for a trip. A disputed delivery must keep the trip open and its charges in draft.
Compare open bookings, open trips and uninvoiced charges with the source. Obtain sign-off from the Charter Coordinator, Dispatch Operator and Delivery and Billing Reviewer, keep an export of the source and agree the rollback window before cutover.
$0per user
The base account and everyday work in the ERP.AI app are free, for every user.
| Usage | Per $1 |
|---|---|
| Record reads (list, filter, get) | 20,000 |
| Search or aggregate queries | 4,000 |
| Record writes | 4,000 |
| Imported or synced records | 200,000 |
| Workflow runs | 2,000 |
| AI agent runs | 2,000 |
| Scheduled jobs or webhooks | 20,000 |
| File uploads (MB) | 2,000 |
| CSV or PDF exports | 100 |
Click Get started, then use Proto to configure Yacht / Boat Charter for your business. Pilot two vessels and one depot for one charter month. Run every booking, transfer, delivery and charge through the app and reconcile with your old calendar and invoices before adding the rest of the fleet.
Every enquiry is recorded against a vessel with its start and end dates. The Charter Schedule shows requested, confirmed and underway charters by date, so the Charter Coordinator sees an overlap before confirming a second customer.
No. A cancelled booking stays closed. If the customer returns, the coordinator opens a new request, and both stay on the customer's history.
Each vessel carries its next inspection due date. The Inspections Due screen lists vessels whose date has arrived, so the coordinator can hold requests and plan the survey. Survey reports and maintenance history stay in your maintenance system.
Yes. Airport transfers, hotel pickups and provisioning runs are trips with stops, a vehicle and a driver. Each trip is approved for dispatch before it is scheduled.
The driver submits the delivery date, the recipient's name and a proof file. The Delivery and Billing Reviewer confirms or disputes it. Confirmation completes the trip and approves its draft charges.
Trip charges are approved here and marked Invoiced once the invoice is issued in your accounting system. Invoices and payments are handled in your accounting and payment systems through agreed connections.
Yes. My Transfers lists the trips assigned to the signed-in driver, with planned dates, vehicle and status. Drivers record stop arrivals and submit delivery evidence from there.
Prepare vessel certificates, the crew list, customers with email, vehicles and your open charter calendar. Rehearse an import of one charter month and reconcile bookings and charges before extending the migration.
Ordinary manual use has no per-user charge under the platform policy. Imports, integrations, agent execution and other machine work consume prepaid credits; implementation is scoped separately. The pricing page lists the current rates.
Start free, then use Proto to change fields, steps and approvals before your team goes live.