01The idea in one minute
Today, a charter or a sale is coordinated across WhatsApp, email, spreadsheets and people's memory. Information is re-typed, availability is checked by asking around, quotes are built by hand, and profit is worked out after the fact.
The new system gives every enquiry one record that travels the whole journey — from first message to final payment and the thank-you note. Each team — sales, finance, operations — works in the same place, the system does the repetitive work, and your client gets a clean, branded experience with nothing to install.
Before
- Enquiry details scattered across chats
- "Is the yacht free that day?" — ask around
- Quotes rebuilt from scratch each time
- Signature & payment chased manually
- Profit calculated after the charter
- Follow-ups depend on someone remembering
After
- One record per enquiry, full history
- Live availability calendar, no double-booking
- Proposal built in minutes from the fleet
- Documents & reminders sent automatically
- Profit visible the moment the quote is set
- Follow-ups fire on their own at 30 / 90 days
02The big picture
Every enquiry — charter or brokerage — enters the same front door and shares the same core. The two business lines then follow their own path and end in a clean financial close and aftercare.
One fleet record, two uses. A yacht you manage for charter and a yacht listed for sale live in the same place — so a managed yacht can be listed without re-typing, and its charter history informs its valuation.
03Charter — the journey
Ten stages from first message to aftercare. Each stage shows who acts, what the system does, and what the client sees.
Enquiry arrives
A guest sends a website form or WhatsApp message. The system creates a lead, tags where it came from, checks whether they are already a client, and assigns an agent. A 24-hour clock to make first contact starts.
Client sees
An instant acknowledgement — "we've received your enquiry, an advisor will call within 24 hours."
Team does
Nothing yet — the lead is already on the assigned agent's list with a due time.
Automatic
Acknowledgement message, agent assignment, SLA timer, duplicate check.
Consultation & qualification
The agent calls and fills the charter questionnaire — dates and alternates, guest count, experience type, budget, itinerary ideas, catering and watersports preferences, dietary notes. If the enquiry is real and workable, the client is registered and gets a Client ID.
Client sees
A professional, consistent conversation — the advisor already has their details.
Team does
One structured form; marks the enquiry qualified.
Automatic
Client record created, preferences stored for next time, VIP level set.
Yacht matching
The system searches the fleet on budget, guest capacity, the requested dates, location and experience type, and returns a ranked shortlist with photos — showing only yachts genuinely free for the whole window. The agent curates the final two or three.
Client sees
A tailored shortlist, not a generic brochure.
Team does
Reviews matches, adds a note, picks the options to propose.
Automatic
Availability check, match ranking, shortlist assembled.
Proposal
The system builds a branded proposal — yacht details and photos, itinerary, charter rate, VAT, standard inclusions, extras and terms. Behind it sits the internal cost & offer table, which adds up every fee, cost, tip and commission and shows the profit instantly. The proposal goes to the client by their preferred channel.
Client sees
A polished proposal via a private link — no login, works on the phone.
Team does
Adjusts numbers if needed; sees margin before sending; hits send.
Automatic
Document generated, totals and profit calculated, VAT applied by rule, send logged.
Client reviews & approves
The client opens the link, reads the proposal, and either requests a change or approves — all without an account. Every view and every approval is recorded with a time stamp.
Client sees
"Approve" and "Request a change" buttons; a clear summary of what they are agreeing to.
Team does
Gets notified of the response; makes revisions in a click if asked.
Automatic
View tracking, revision versioning, agent notification.
Booking & contract
Approval creates the booking and locks the yacht on the calendar. The system collects KYC documents, generates the charter agreement and invoices, and sends everything for e-signature.
Client sees
A request to upload ID and sign — done on the phone in minutes.
Team does
Confirms the booking; the paperwork is already prepared.
Automatic
Calendar lock, document generation, signature routing, operations notified.
Payment
The deposit invoice has a due date; the client can pay online. If it is late, reminders go out automatically. Once finance confirms the deposit, operations is formally released to start spending on the charter.
Client sees
A pay-now link, then a receipt; polite reminders if they forget.
Team does
Finance records or confirms payment and clicks "release to operations".
Automatic
Payment schedule, reminder cadence, receipt, operations gate.
Operations planning
An operations manager is assigned and checklists appear automatically. Crew are assigned and briefed and acknowledge on their phones; vendors receive purchase orders; provisioning is ordered; the weather is checked. The charter can only be marked "ready" when every precondition is met.
Client sees
A final itinerary to confirm, and any last requests captured.
Team does
Works the checklist; assigns crew and vendors from a list.
Automatic
Checklists created, crew & vendor notifications, weather check, readiness gate.
Charter day
Crew use a mobile checklist for setup, guest check-in, ID verification and the safety briefing, and log the charter as live. Any extra request or on-the-day charge is recorded; incidents and, at the end, a damage inspection are captured against the booking.
Client sees
A smooth, well-prepared day; extras handled without fuss.
Team does
Crew tap through the checklist; office watches live status.
Automatic
Extra charges flow to the final invoice; deposit review triggered.
Close & aftercare
The final invoice and any extras are settled, the security deposit is released or partly deducted with a statement, and commissions and company profit are calculated and locked. The client gets a thank-you, a review request and a short survey; the system schedules follow-ups at 30 and 90 days and flags upsell opportunities.
Client sees
A thank-you, a receipt, a deposit refund, and a gentle invitation to book again.
Team does
Reviews the profit figure; nothing to chase — it is all logged.
Automatic
Profit calculation, financial close, thank-you, review request, follow-up schedule.
04Charter — what it looks like
Concept views — layout and content are indicative, not final design.
New 3
Proposal sent 2
Negotiation 1
Booking 2
Operations 1
05Brokerage — the journey
Brokerage runs two tracks — seller and buyer — that meet at the offer. Eleven stages to a completed sale and handover.
Seller enquiry & qualification
An owner wants to sell. The system captures the seller questionnaire — yacht make and model, year, length, location, asking price, ownership status, any finance on the vessel, reason and timeline — then qualifies and registers them with a compliance check.
Seller sees
A prompt, professional response and a clear next step.
Team does
One questionnaire; qualify decision.
Automatic
Client record, KYC request, duplicate check against known yachts.
Listing setup
The yacht is inspected and its documents gathered — registration, ownership, insurance, survey history. A valuation is prepared from market comparisons plus the broker's view, and a price is agreed. The listing agreement (exclusive, open or co-brokerage) is generated and e-signed.
Seller sees
A valuation they can trust and a clean agreement to sign online.
Team does
Records the inspection, enters comparables, sets the price.
Automatic
Agreement generated, signature routed, listing record created.
Listing goes live
The listing is published to the website, yacht portals, social media and the broker network, each channel tracked. The system sets a reminder to renew before the agreement expires.
Seller sees
Their yacht marketed across every channel, with links.
Team does
Approves the marketing copy and media.
Automatic
Multi-channel publish, renewal reminder, listing status board.
Buyer enquiry & qualification
A buyer comes in through any channel. The buyer questionnaire captures purpose, budget, preferred type and length, brand and location. Qualified buyers are registered with a compliance check.
Buyer sees
An advisor who understands what they are looking for.
Team does
One questionnaire; qualify decision.
Automatic
Buyer profile created, KYC request.
Matching & shortlist
The system matches the buyer's profile against live listings — budget, length, brand, type, location — and produces a shortlist that is sent through the buyer's preferred channel. Their feedback on each yacht is logged.
Buyer sees
A curated set of yachts that fit, with full media.
Team does
Reviews and personalises the shortlist.
Automatic
Match scoring, shortlist delivery, feedback capture.
Viewing
Before a viewing is booked, the buyer's ID is verified and an NDA is signed; proof of funds is required above a set value. A senior broker is assigned, the viewing is scheduled at the marina, and feedback is captured afterwards.
Buyer sees
A quick ID and NDA step, then a confirmed appointment.
Team does
Assigns the broker; the gate checks itself.
Automatic
ID/NDA gate, scheduling, reminders, feedback form.
Offer & negotiation
The system generates the quotation, commission agreement, invoice and purchase agreement, and the offer is submitted and signed. Every offer, counter-offer and response is kept in one thread. When the seller accepts, the yacht moves to "under offer".
Client sees
A clear offer document and a transparent negotiation record.
Team does
Logs the seller's response; counters in a click.
Automatic
Document set generated, offer history, listing status update.
Survey & sea trial
A survey is ordered and its result recorded — passed, failed or conditional — followed by a sea trial. The outcome is evaluated; if something needs fixing or repricing, the negotiation reopens before anything is finalised.
Client sees
An orderly diligence process with documented results.
Team does
Books the surveyor, uploads the report, records the decision.
Automatic
Status tracking, renegotiation trigger, proceed/cancel decision logged.
Transaction
The purchase agreement is finalised and signed, the final payment is received into a stakeholder account, and ownership transfer begins — with registration and insurance updates tracked to completion.
Client sees
Clear payment instructions and confirmation at each step.
Team does
Confirms funds; works the transfer checklist.
Automatic
Payment gate before transfer, checklist, receipts.
Delivery & handover
Delivery is scheduled, a pre-delivery inspection is done, the documentation package is assembled, the buyer signs an acceptance form, and a delivery certificate closes the physical handover.
Buyer sees
A complete document pack and a formal, recorded handover.
Team does
Runs the inspection and handover checklist.
Automatic
Document package assembly, acceptance & certificate signing.
Financial close & post-sale
Buyer and seller payments are confirmed, the commission is split between broker, referral and company, and company profit is calculated and locked. Follow-ups run at 7, 30, 90 and 180 days, with upsell prompts for management, charter or maintenance.
Client sees
Final receipts and a considered follow-up, not silence.
Team does
Reviews the profit figure.
Automatic
Commission split, profit calculation, financial close, follow-up schedule.
06Brokerage — what it looks like
Concept views.
Qualified 4
Shortlisted 2
Viewing 1
Offer 2
Survey 1
Transfer 1
07What your client experiences
Your client never logs in or installs anything. They receive private links by email or WhatsApp and act with one tap. Every action is recorded for you.
Your proposal — Majesty 40m
6 June 2026 · 14:00–22:00 · 12 guests
Total AED 73,735 · deposit AED 30,000 due on confirmation
Touchpoints — charter
- Enquiry acknowledgement
- Tailored yacht shortlist
- Proposal — approve or request change
- ID upload & e-signature
- Deposit & balance payment + receipts
- Final itinerary confirmation
- Thank-you, review request, survey
- Repeat-charter invitation
Touchpoints — brokerage
- Enquiry acknowledgement
- Valuation & listing agreement (seller)
- Curated shortlist (buyer)
- ID & NDA before viewing
- Viewing confirmation
- Offer documents & e-signature
- Survey results
- Payment instructions & receipts
- Delivery pack & acceptance
08What your team sees
Charter profit — last 8 weeks
Sales
- My pipeline & today's actions
- Leads approaching the 24-hour SLA
- Proposals viewed but not answered
- My commission this month
Operations
- Upcoming charters & readiness
- Checklists behind schedule
- Crew & vendor assignments
- Certificates expiring soon
Finance
- Invoices due & overdue
- Deposits awaiting confirmation
- Commissions & payouts pending
- VAT position
Fleet
- Availability calendar
- Per-yacht profit
- Maintenance due
- Utilisation
09Working in the background
These run without anyone doing anything:
Sales
- Acknowledge every new enquiry
- Assign to an agent, start the SLA timer
- Escalate if first contact is late
- Generate proposals & documents
- Nudge on proposals gone quiet
Finance
- Raise invoices on the schedule
- Send payment reminders until paid
- Issue receipts automatically
- Calculate VAT by rule
- Prompt security-deposit refunds
Operations
- Create checklists on confirmation
- Notify crew, marina and vendors
- Flag expiring certificates
- Block "ready" until preconditions met
Client care
- Booking confirmation & charter reminder
- Weather update before the day
- Thank-you & review request after
- Follow-ups at 30 / 90 / 180 days
- Birthday and repeat-charter reminders
10How we get there
We build in stages so you are using it early, not waiting months for everything at once.
Stage 1 — Charter sales
Enquiry to booking to payment, the fleet calendar, proposals, e-signature and the client portal. You run charter sales in the system.
Stage 2 — Charter operations
Checklists, crew, vendors, provisioning, charter day, commissions and per-yacht profit. The full charter lifecycle.
Stage 3 — Brokerage
Buyer and seller pipelines, listings, viewings, offers, survey, transfer and handover.
Stage 4 — Automation & insight
WhatsApp, the full set of automated messages, dashboards and reporting for owners and managers.
Next step: a short workshop to confirm this workflow, settle a handful of open decisions (commission rates, payment terms, VAT treatment by country), and lock the Stage 1 scope.