Outdated systems are sinking efficiency in the yacht charter world. Qorbis offers a smart, digital solution that streamlines expense management for captains, crew, owners, and charter guests alike.
In the gleaming world of luxury yacht charters, where bespoke service and million-dollar views are the norm, the one area still stuck in the dark ages is expense management. Beneath the glossy decks lies a logistical nightmare: captains juggling paper receipts, crew managing thousands in cash or shared credit cards, and managers manually reconciling expenses long after the charter has ended. Welcome to the charter industry’s hidden challenge: financial chaos.
As the charter market grows – and with it, costs and recruitment challenges - the operational cracks are widening. The problem? A decades-old system that’s been duct-taped together with spreadsheets, paper receipts, and fragmented communication. But that’s where Qorbis steps in—bringing modern spend management to an industry that deserves user-friendly, streamlined digital solutions.
The Problem: Luxury Above, Chaos Below Deck
The industry’s reliance on manual processes, particularly around Advanced Provisioning Allowances (APAs), is not only inefficient but costly. In 2024, APA allocations jumped from the traditional 20 to 30% of charter fees to as high as 40%, reflecting skyrocketing operational costs like fuel, dockage, and provisions. Yet the tracking systems didn’t evolve alongside the costs.
Joe Killian of Killian Yachts, has witnessed this firsthand.
“Dockage in one popular location in the Bahamas doubled overnight. That kind of volatility wreaks havoc on APA calculations, especially when the charter rate is locked in months in advance.”
With outdated spreadsheets and disconnected payment methods, captains are left scrambling to explain charges post-charter—sometimes weeks later. This often results in disputes over reconciliations, eroding client trust and creating tension in what should be a seamless luxury experience.
The Hidden Toll on Captains and Crew
The toll isn’t just financial; it’s human. Captains and crew are expected to deliver 5-star service while moonlighting as accountants. One industry insider joked about the old process involving “patting down your pockets, desperate to find that receipt you thought you’d tucked away.” But it’s no laughing matter when those lost receipts cost thousands—or trigger an IRS audit for a U.S.-based yacht owner. Says Killian:
“More and more captains refuse to work on vessels where they’re expected to manually track physical receipts. With the salaries these crew members command, the expectation of professional-grade tools is completely reasonable.”
Qorbis: A Digital Lifeline for Charter Management
This is where Qorbis is making waves. Purpose-built for the marine industry, Qorbis offers a spend management solution that turns expense chaos into clarity.
“Qorbis delivers transparency and real-time financial visibility,” says Killian. “Charter clients can see how their APA is being used in real time. Captains no longer need to ask for credit cards mid-charter. It’s all visible, seamless, and intuitive.”
Captain John Curtis of Mambo Yacht uses the Qorbis platform on a day-to-day basis and says its app’s automated receipt capture feature eliminates the frustration of stacks of loose paper receipts. He says:
“I just take a photo, upload it to the app, and throw away the receipt - done!"
With this on-the-go receipt capture capability plus audit-proof digital storage, Qorbis eliminates the inefficiencies that plague the traditional process. The system also integrates directly with QuickBooks and other accounting platforms, reducing manual entry and the risk of human error.
The impact goes beyond operations. Killian believes it can also improve recruitment and retention: “Qorbis can be a powerful crew recruitment tool. When you offer a platform that simplifies their job and reduces stress, that’s a huge win in a competitive talent market.”
A Better Experience for Owners and Charterers
For owners, Qorbis provides unmatched transparency and control. No more waiting weeks for end-of-charter statements. No more surprise charges. Instead, a real-time dashboard offers complete visibility offuel costs, provisioning, port fees, all tracked and categorized automatically.
And for high-net-worth charter clients, that visibility builds trust. With APA disputes being one of the leading causes of post-charter dissatisfaction, a digital solution isn’t just a convenience, it’s a necessity.
According to industry research, 19% of expense claims contain errors, each taking about 20 minutes to correct. When applied to multi-week charters involving tens of thousands of dollars, these errors compound quickly.
Fixing the System Before It Breaks
The cost of inaction is mounting. Client trust is eroding. Crews are burning out. Owners are questioning renewals. All because the back office hasn’t kept pace with the luxury product above deck.
But there is a fix. Qorbis brings financial clarity. It’s time to move beyond the spreadsheet—and into an era where expense management is as polished and professional as the charters themselves.