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Client Meeting · How it works

How the Charter & Brokerage Flows Work

A simple picture of the two journeys — enquiry to completed charter, and listing to completed sale — plus the operational backbone that runs the fleet, crew, stores and accounts behind them. Colours show who is involved at each step.

Who does what Client / Buyer / Seller Sales & Brokers Finance Operations The system does it automatically
Overview

One system, two flows

Charter and brokerage are not two separate tools — and this is more than a sales system. Every enquiry enters the same place and shares the same client records, documents, approvals, payments and reminders. Underneath, the fleet, maintenance, crew, stores and accounts run continuously and feed both flows.

Enquiry  ·  Website · WhatsApp · Phone · Email · Referral · Social
↓
One shared system  ·  client records · documents & e-signature · approvals · invoices, payments & VAT · automatic reminders
↓
CHARTER FLOW
someone wants to charter a yacht
BROKERAGE FLOW
someone wants to buy or sell a yacht
↓
Paid · delivered · client looked after · profit calculated automatically
Running underneath all of it — the operational backbone
Fleet register · Maintenance & compliance · Crew · Stores & suppliers · Finance & accounting · Reports
Flow 1

The Charter Flow

Someone wants to charter a yacht. Here is how that becomes a booked, delivered and paid charter.

Enquiry→ Consultation→ Proposal→ Booking→ Payment→ Preparation→ Charter day→ Close

Typical pace: enquiry to confirmed booking — a few days to two weeks · booking to charter day — whenever the charter is scheduled · closing the finances — within days of the charter

1

Enquiry comes in

A guest contacts Walidia through the website, WhatsApp, phone, email or a referral. It becomes one record straight away.

Client
Sends an instant "we've received your enquiry" reply, assigns an advisor, and starts a 24-hour response clock.
2

Consultation & yacht options

An advisor calls to understand the occasion, dates, guest numbers and budget, then shortlists two or three yachts that are genuinely free for those dates.

SalesClient
Checks the fleet calendar so an unavailable yacht is never offered.
3

Proposal sent & approved

A branded proposal with the yacht, itinerary, price and terms goes to the client by a private link. They approve or ask for a change — no login needed.

SalesClient
Builds the proposal, calculates price, VAT and profit, and tracks when the client opens it.
4

Booking confirmed & contract signed

Approval turns the proposal into a booking and locks the yacht for those dates. The client uploads ID and signs the charter agreement online.

SalesClient
Reserves the yacht, prepares the agreement and invoices, and notifies operations.
5

Payment

The deposit is paid online against a dated invoice; the balance follows before the charter. Finance confirms the money is in.

FinanceClient
Sends the invoice, reminds the client if it is late, issues receipts, and releases operations once the deposit is received.
6

Operations prepare the charter

An operations manager confirms the final itinerary, assigns and briefs the crew, orders catering and any extras, and checks the weather.

OperationsClient
Creates the checklists, notifies crew and suppliers, and blocks "ready" until everything is done.
7

Charter day

Crew handle setup, guest check-in, the safety briefing and the day itself. Any extra requests on the day are noted and added to the final bill.

Operations
Records extras and prompts the after-charter inspection and deposit review.

Then — close & look after the client

The final bill is settled, the security deposit is returned, and the profit for that charter is calculated automatically. The client gets a thank-you and a review request; the system follows up at 30 and 90 days and suggests the next booking.

What your client experiences

Instant acknowledgementTailored yacht shortlistProposal — one tap to approveUpload ID & sign on the phonePay online, get a receiptConfirm the final itineraryThank-you & review requestInvitation to book again
Flow 2

The Brokerage Flow

Walidia connects a seller and a buyer and earns a commission. The two sides start separately and meet at the offer.

Seller side

1 · Owner wants to sellDetails of the yacht, price expectation and timeline are captured.
2 · Valued & listedThe yacht is inspected and valued; a listing agreement is signed online.
3 · Marketed everywherePublished to the website, yacht portals, social media and the broker network.

Buyer side

1 · Buyer enquiryBudget, size, brand and use are captured; the buyer is qualified.
2 · Matched to listingsThe system suggests yachts that fit; the advisor curates a shortlist.
3 · ViewingID check and NDA first, then a viewing with a senior broker.
The two sides meet here — the buyer makes an offer

Typical pace: listing to first serious offer — weeks to months · offer to signed agreement — days to weeks · agreement to completed handover — a few weeks

4

Offer & negotiation

The buyer submits a signed offer. Every offer, counter-offer and response is kept in one place until a price is agreed.

BrokersBuyer & Seller
Generates the offer and agreement documents, keeps the full negotiation history, and marks the yacht "under offer".
5

Survey & sea trial

An independent survey and a sea trial check the yacht's condition. If something turns up, the price is renegotiated before going further.

BrokersBuyer
Tracks the survey result and the go / no-go decision.
6

Agreement & payment

The purchase agreement is signed and the buyer's payment is received into a separate holding account, kept apart from Walidia's own money.

FinanceBuyer
Sends payment instructions and receipts, and will not start the transfer until funds have cleared.
7

Ownership transfer & handover

Ownership is transferred, registration and insurance are updated, and the yacht is formally handed over with a signed delivery certificate.

OperationsBuyer
Runs the transfer checklist and assembles the full document pack.

Then — close & commission

Seller and buyer payments are confirmed, the commission is split between Walidia, the broker and any referrer, and company profit is calculated automatically. Follow-ups then offer management, charter or maintenance services.

What your client experiences

Prompt, professional responseValuation & listing agreement (seller)Curated shortlist (buyer)Quick ID & NDA before viewingConfirmed viewing appointmentClear offer documents to signSurvey results sharedPayment instructions & receiptsFull delivery pack at handover
Behind it

The operational backbone

The two journeys above sit on top of the parts of the business that run continuously — deal or no deal. This is what makes it an operational system, not just a sales tool.

Fleet register

Every yacht with its specifications, photos, documents and a live availability calendar — one record that serves both charter and brokerage.

Maintenance & compliance

Service schedules and dry-docking, plus automatic reminders before registration, insurance, class and safety certificates expire — so a charter is never stopped at the dock.

Crew

A roster across the whole fleet with licences, medicals and visas tracked for expiry, and a clear view of who is available.

Stores & suppliers

Stock of water toys and consumables, purchase orders to caterers and vendors, and a record of how each supplier performs.

Finance & accounting

The full ledger — client invoices, supplier bills, payments, receipts, multi-currency, VAT returns, and profit & loss for each yacht.

Reports

One place for owners and managers to see revenue, margin, cash due, fleet utilisation and pipeline health.

These connect to both flows. Yacht matching reads the fleet register and maintenance status. A confirmed charter draws crew and stores and raises purchase orders. Every payment and commission posts straight to the accounts. Nothing is entered twice.

Why

What changes for Walidia

Nothing falls through

Every enquiry has one record and a next step. No lead is forgotten, no payment or signature is left unchased, no certificate expires unnoticed.

Faster, more consistent

Proposals and documents are built in minutes, not rebuilt each time. The client experience is the same polished standard on every deal.

You can see the money

Profit on each charter and each sale is calculated as you go — and owners and managers see revenue, margin and cash due on one screen.

Next

What we need from you to begin

A short workshop to settle a few decisions, then we start building Stage 1 (charter sales).

FAQ

Quick questions

Is this a CRM or a full operational system (ERP)?Both. The two journeys are the sales side; the fleet, maintenance, crew, stores, procurement and accounting are the operational side — in one system, sharing the same data.
Do our clients need to download an app or create an account?No. They receive a private link by email or WhatsApp and act with one tap — view a proposal, sign, or pay.
Is this one system for both charter and brokerage?Yes. Same clients, same documents, same finance — two flows on top. A yacht you manage can also be listed for sale without re-typing anything.
Does it handle our invoicing and VAT?Yes — invoices, payment reminders, receipts and VAT are built in, using accounting that is approved by the UAE tax authority.
How soon can we use it?We build in stages. Charter sales and payments come first, then charter operations, then brokerage — so you are working in it early, not waiting months.