APA, step by step

Start the APA

Open APA, pick the charter and press Start APA (Captain or management). Enter the currency, the bank account name and the first funds received from the broker. A bank account and a cash account are created; add the cards and the prepaid card under Accounts & funds.

Accounts and transfers

Each account - bank, card, prepaid card, cash - shows its own balance at the top of the page. Record funds in, cash withdrawals and deposits, and transfers between accounts (for example bank to prepaid card): the APA total stays the same, the account balances move.

Receipts, read by AI

Press 📷 Receipt (on the phone: Add receipt) and take a photo. The AI reads the date, supplier, amount, currency, category, document number and description into the entry. Check every field, then Save - the receipt is attached to the entry. Foreign currency entries take an exchange rate and show their value in the APA currency.

Petty cash vouchers

For money with no shop receipt - tips, line handlers, taxis - write a petty cash voucher: amount, what it is for, category, charged to this APA (or the owner, or vessel ops) and paid from which account. The approver and the person paid sign with a finger; if they will not sign, tick Refused to sign. The voucher gets the next number (never reused), is added to the APA by itself, and its PDF with both signatures becomes the entry’s receipt. A wrong voucher is made VOID, never deleted.

Charter fuel charge

Under Worksheet & fuel: the engine and generator hours from the engine log at the start and end of the charter, times litres per hour (vessel settings), times the price of the last bunkering - plus tender and jet ski lines. Preview the fuel invoice PDF; the Captain confirms the charge onto the APA.

Reconciliation worksheet

Fill from logs takes the engine hours, nautical miles, ports visited and dockage from the engine log, trips, port calls and marina bookings. Check and save it with the APA.

Summary and crew gratuity guide

The Summary shows the statement lines (funds, card and cash expenditure, withdrawals, invoices, bank charges, balances, the total to return) and spending by category. Below it, the crew gratuity guide: 5, 10 and 15 % of the charter fee (your own range and suggested %), customary and at the charterer’s discretion. Choose whether it appears on the statement. Gratuities received are recorded apart from the APA.

Statement, exports and top-up

• Statement PDF for the broker, plus Excel and CSV of every account movement
• A low-balance warning when less than the set % is left, and a drafted top-up request from the balance and the days left
• Close the APA at the end of the charter: it is locked; only the Captain or management can reopen it, with a reason in the log
• Upload the signed statement to keep it with the APA