Yacht management software for companies and the owners they answer to
Captain Crews is yacht management software that runs your fleet, workshop, and crew in one place, while giving every owner a transparent portal into the work and costs on their boat. From €5/user/month. 30-day free trial, no credit card.
If you manage boats on behalf of owners, you live in the gap between what happens at the dock and what the owner sees. Engine hours, maintenance jobs, parts, crew time, and invoices pile up across spreadsheets, phones, and inboxes, and then an owner asks "what exactly did I pay for this month?" Captain Crews is yacht management software built for that exact relationship. It keeps your operation organized day to day and turns the same data into a clear, real-time owner portal, so trust is built on visible records instead of long email threads. Independent guides report that hidden costs and contractor markups are the number-one complaint owners raise about yacht management. Transparency is not a nice-to-have here. It is how management companies keep clients.
Yacht management software built for the company-and-owner relationship
Most tools are built for a single owner-operator or a single shipyard. Captain Crews is yacht management company software designed for the firm in the middle, the business that operates, maintains, and reports on a fleet of boats it does not own. Each boat has a live record: identity and hull details, engine hours, effective status, and a full history of jobs and interventions. Your team works from one system instead of a stack of disconnected files, and the owner gets a window into their boat without getting access to the rest of your operation. Cruise mode lets owners or guests use the boat without losing the maintenance and status thread underneath.
- Live boat record per vessel: identity, hull, engine hours, effective status, and full intervention history
- Bulk import to onboard an existing fleet without re-keying every boat by hand
- Multi-tenant by design, so each owner sees only their own boats and nothing else
- Cruise mode for periods when the boat is in use, keeping status and maintenance context intact
- Mobile-first with iOS and Android apps for crew and managers working dockside
A transparent owner portal that ends the "what did I pay for?" email
The biggest source of friction between managers and owners is visibility into work and cost. Captain Crews gives each owner their own transparent portal showing the jobs done on their boat, the status of the vessel, before-and-after photos, signed PDF job sheets, and the documents tied to each intervention. Instead of assembling a monthly report by hand, the report is already there, generated from the work your team logged as it happened. Owners see what was done, when, and by whom. That visibility is exactly what the market is asking for: industry coverage consistently lists opaque billing and surprise charges as the top reason owners distrust management companies.
- Per-owner portal scoped to that owner's boats and that owner's work only
- Before-and-after photos and signed PDF job sheets attached to each intervention
- Workshop jobs with checklists, parts tracking, and OCR-read supplier invoices in one place
- One-click full export of an owner's data for clean handover or portability (GDPR Article 20)
- Costs and status visible in real time instead of reconstructed at month-end
Run the workshop, the fleet, and the crew from one system
Captain Crews covers the operational work that fills a management company's day. The workshop module handles jobs with checklists, before-and-after photos, signed PDF job sheets, parts tracking, and built-in OCR that reads supplier invoices so you are not typing them in. You can filter every job by boat, mechanic, or status to see exactly where things stand. On the fleet side, hour-based maintenance alerts flag boats approaching service intervals based on engine hours, so nothing slips. Captain Crews tracks the hours; intervals and service requirements should always follow the engine and boat manufacturer's manual.
- Workshop jobs with checklists, before/after photos, parts tracking, and signed PDF job sheets
- OCR reads supplier and parts invoices so data entry shrinks
- Filter all jobs by boat, mechanic, or status for instant operational visibility
- Hour-based maintenance alerts tied to engine hours (always follow the manufacturer's manual for intervals)
- AI sorting and an AI assistant included to help organize records and answer questions about the fleet
Crew time tracking and pay, the part most yacht software skips
Managing crew is half the job, and most yacht management software ignores it. Captain Crews includes mobile GPS clock-in for crew, with automatic calculation of overtime, bonuses, travel, and zone rules. You set your own pay period, for example the 26th to the 25th, and the platform produces PDF pay summaries and exports your accountant can work from, across multiple time zones and with leave tracking built in. To be precise: Captain Crews calculates hours and generates pay summaries and exports. It does not file payroll taxes or issue a certified statutory payslip, so your accountant or payroll provider still handles the official filing.
- Mobile GPS clock-in with automatic overtime, bonus, travel, and zone calculation
- Custom pay period (e.g. 26th to 25th) and multi-timezone support for international crews
- Leave tracking and PDF pay summaries plus exports formatted for your accountant
- Crew time isolated per owner where boats are crewed under different owners
- Calculates and exports hours; it does not file taxes or produce a statutory payslip
Frequently asked questions
What makes Captain Crews different from other yacht management software?+
Three things. First, it is built for companies managing boats on behalf of owners, with a transparent owner portal that shows each owner the work, status, and documents for their boat in real time. Second, it includes crew time tracking and pay, with mobile GPS clock-in, automatic overtime and travel calculation, and PDF pay summaries, which most yacht management tools leave out entirely. Third, AI sorting and invoice OCR are included, so records and supplier invoices largely organize themselves rather than being typed in by hand.
Can owners see only their own boats, and does Captain Crews handle payroll?+
Owners see only their own boats. Captain Crews is multi-tenant by design, so each owner's portal is scoped to that owner's vessels, jobs, crew time, and documents, and a one-click full export hands an owner their data cleanly when needed (supporting GDPR Article 20 portability). On pay, Captain Crews calculates crew hours and generates PDF pay summaries plus accountant-ready exports, but it does not file payroll taxes or issue a certified statutory payslip. The official filing stays with your accountant or payroll provider.
What does it cost and can we try it first?+
Pricing starts at €5 per user per month, with a 30-day free trial and no credit card required. You can onboard an existing fleet quickly using bulk import, invite your team and your owners, and see how the operational tools and the owner portal work with your real boats before committing. Maintenance alerts are based on engine hours; the correct service intervals should always follow the engine and boat manufacturer's manual.
Other solutions by trade
Show your owners the work, not just the invoice
Run your fleet, workshop, and crew in one place, and give every owner a transparent portal into their boat. Start your 30-day free trial of Captain Crews. No credit card required.