For charter companies · Gibraltar to Marbella
Every charter detail in one place. Everyone working from the same plan.
Bring enquiries, booking details, guest requests, crew arrangements and payments into one shared system. Your office, captain and wider team can see what's confirmed, what's outstanding and what needs to happen next.
We've already built a connected booking and CRM system for a luxury charter company in Puerto Banús.
We work with your existing systems where possible, connecting the tools and automating the repetitive work around them.
Built and run by Hayley in Sotogrande · English and Spanish
Illustrative
The details end up in six places, and so does the team.
Guest numbers in a WhatsApp, timings in an email, catering on a spreadsheet, the DJ agreed over a phone call, the cleaning arranged separately. The office knows one version, the captain knows another, and somebody has to hold the whole thing together on the morning. Most of what goes wrong on a charter day is not a mistake, it is information that never reached the right person.
Before
Information scattered
- WhatsApp enquiries
- Email updates
- Separate booking sheets
- Manual payment checks
- Crew arrangements handled separately
After
One shared charter system
- Enquiries and bookings together
- Guest information on the booking record
- Payments and reminders tracked
- Crew arrangements visible
- Everyone working from the same information
From first enquiry to review
The whole journey, in one place your team can see.
We connect your enquiries, quotes, booking details, payments and guest communication, and automate the routine steps in between. Your team stays in charge of the judgement calls.
- 01
Capture
Enquiries from WhatsApp, email, Instagram, agents and booking platforms arrive in one shared pipeline.
- 02
Quote
Prepare and send quotations, track responses and move enquiries forward when bookings are accepted.
- 03
Collect the details
Keep guest numbers, timings, catering, extras, special requests and crew arrangements on the booking record.
- 04
Schedule
Add confirmed charters to the calendar and make the relevant booking information available to the team.
- 05
Prepare guests
Send departure information, arrival times, directions, parking recommendations and other joining instructions before the charter.
- 06
Complete & follow up
Track deposits and balances, send agreed reminders and invoices, and follow up after the charter with thank-you messages and review requests.
Every charter business runs differently. We shape the workflows around yours rather than expecting you to follow somebody else's process.
What your system can include
Everything working together, instead of in separate tools.
These are capabilities that can be included in a tailored system, not features that come as standard in every project. Some of them, particularly crew task management and maintenance workflows, are usually additional modules rather than part of the original build.
Bookings & guests
- Enquiry tracking
- Booking pipeline
- Guest records
- Charter details
- Guest preferences and requests
- Boat and crew information
- Booking status
Communications
- Shared inbox
- Instagram enquiries
- Guest forms
- Conversation history
- Automated guest messages
Payments & invoicing
- Deposits and balances
- Payment tracking
- Payment links
- Invoice preparation
- Balance reminders
- Payment-status updates
- Outstanding-payment alerts
Crew & operations
- Charter calendar
- Crew assignments
- Preparation tasks
- Cleaning checklists
- Maintenance reminders
- Internal notifications
- Task progress tracking
Automations & AI
- New enquiry acknowledgements
- Quote follow-ups
- Booking confirmations
- Guest information collection
- Pre-charter instructions
- Post-charter review requests
- AI-assisted customer enquiries
- Conversation summaries
Reporting
- Booking pipeline visibility
- Upcoming charters
- Outstanding balances
- Enquiry sources
- Booking activity
- Outstanding tasks
- Operational dashboards
As simple or as comprehensive as you need.
A real example, already running
A smarter way to manage charter bookings in Puerto Banús.
We built a connected booking and CRM system for a luxury charter company in Puerto Banús, bringing enquiries, guest details, payments and communication into one place.
What is already running
- Enquiries from WhatsApp, email and Instagram managed through a shared pipeline
- Booking stages and calendar updates linked to the charter process
- Guest information collected and held on the booking record
- Invoicing and payment tracking, including balance reminders
- Pre-charter information and joining instructions
- Post-charter thank-you messages and review requests
Less manual coordination, with the whole team working from the same information.
Additional operational workflows
Checklists and tasks, so the boat is ready without a phone call.
Once bookings and guest information are connected, we can also automate the work that happens behind the scenes. This is additional to the system described above, not part of it.
Separate checklists for captains, cleaning teams and other crew members.
Tasks created around upcoming bookings, with responsibilities assigned to the relevant team.
Recurring maintenance checks and routine operational tasks.
Managers can create and assign additional tasks when something needs attention.
See which tasks are complete, which are outstanding and who is responsible.
Charter preparation · example
- Guest information confirmed
- Catering requirements received
- Captain notified
- Cleaning completed
- Final vessel inspection
Illustrative example, not a screenshot of a customer system.
These workflows can be built into your CRM or connected to the task management tools your team already uses.
Before we build anything
It fits around your business, not the other way round.
We start by understanding how your charter operation works, what your team needs and where things could run more efficiently. We keep the systems that work, connect what we can and build what's missing.
- 01Understand your operation
We look at your existing processes, systems and priorities.
- 02Design & build
We create and connect the workflows around your business.
- 03Test & refine
We test everything before it goes live.
- 04Get your team running
We make sure everyone knows how to use the parts relevant to them.
- 05Ongoing support
We maintain, improve and adapt the system as your business evolves.
Start here
Let's start with a conversation.
Tell us how your charter business operates, what's taking up too much time and where things could work better.
We'll help you identify what could be connected, simplified or automated, and what it would take to make that happen.