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Europe’s largest seaport, the Port of Rotterdam, welcomes around 28,000 sea-going vessels every year. Each visit involves port services, such as loading and unloading, waste handling or berthing, which contribute to port dues. These dues form a vital revenue stream that enables the Port of Rotterdam Authority to invest in the port’s future.
Legacy system, new ambitions
In 2017, the Port of Rotterdam set out to modernise its port dues process. Maaike Kuiters, Product Owner of PortAbillity®, explains: “Port dues invoicing is a mission-critical process for us. We wanted to make it more customer-friendly and efficient, and flexible enough to support new pricing and settlement models. One of our core systems also needed replacing.”
From proof of concept to production
Following a European tender involving over 20 vendors, FIQAS was selected as the partner to transform the invoicing process. A proof of concept was conducted and the software quality was independently assessed by the Software Improvement Group (SIG). FIQAS was the only vendor to successfully pass the final selection, both technically and functionally.
The result: an integrated solution based on the Abillity® platform, with a central role for PortAbillity®: a dedicated input portal developed by FIQAS for the collection of sea port dues. Shipping agents (also called ‘cargadoors’) submit their data online. The system then automatically calculates and invoices the port dues, taking into account all applicable rules and conditions.
“Our clients now have real-time insight into their invoices and discounts. They can submit, verify and correct data online before the invoice is even generated. It’s much more user-friendly.”
Maaike Kuiters, Product Owner PortAbillity®
Handling complex port tariffs
The input is far from standard. Sea port tariffs depend on a wide range of variables, including:
- Type of cargo and amount handled
- Berthing duration and location (quay, buoy or dolphin)
- Vessel type and size
- Sustainability measures (e.g. emission reductions)
- Exemptions and exceptions (e.g. navy vessels, tugboats)
- Special rates (e.g. for liner services)
PortAbillity® supports all these variables, validates the input instantly and calculates the correct charges – including discounts, surcharges and exceptions. Thanks to intelligent status flows, users can submit corrections directly within the portal. Once confirmed, the invoice is automatically generated and sent: self-billing in practice.
All relevant data (including data from external systems) is centrally collected and used at the right time, ensuring a single source of truth. Rob Geleijn, Director at FIQAS: “PortAbillity® brings data input, tariff calculation and invoicing into one integrated solution. By validating data at the point of entry, we eliminate errors early. This improves data quality and speeds up the process creating a more reliable and seamless experience for all users. We’re proud to support the Port of Rotterdam in both their daily operations and long-term ambitions.”
Self-billing without errors: faster and more transparent
Where it once took an average of three weeks after a vessel’s departure to send an invoice, it now takes just two days. Today, more than 85% of the invoicing process is fully automated, without any manual involvement from the Port of Rotterdam Authority.
Previously, two-thirds of invoices required manual adjustment. Now, human intervention is only needed for exceptional cases, such as custom discount schemes. Even these cases are handled digitally via the input portal.
The impact is significant: fewer corrections are needed, and when manual checks are performed, they are almost always approved on first review. Clients describe the process as faster, more transparent and easier to navigate. Internally, the system brings efficiency and control.
Smart integrations in a complex IT landscape
PortAbillity® acts as a central hub within a complex IT environment, with integrations to various applications, including the port management system that tracks vessel movements. APIs provide real-time data on vessels (via Lloyd’s), customers, berth reservations and locations. By integrating vessel movements to construct port visits and journeys, and validating data at the point of entry, the process is both more robust and efficient. The Abillity® platform also meets strict security requirements applicable to critical national infrastructure in the Netherlands.
“The beauty of it is that all links – from data input to invoice – are connected. That ensures a single source of truth and up-to-date insight for everyone. The system evolves with the needs of the market and the Port of Rotterdam.”
Dave Buskermolen, Product Owner at FIQAS
A flexible solution built to grow with the port
The partnership between the Port of Rotterdam and FIQAS is close and future-oriented. With weekly contact moments, continuous development based on operational feedback, and updates aligned with legal and client requirements, the system remains scalable and up to date.
PortAbillity® was officially launched in May 2019, when the Port’s then-CFO generated the very first invoice. Since then, the solution has evolved steadily: subprocesses were added, the system remained scalable, and ongoing enhancements ensured high performance in terms of security and maintenance.
“FIQAS is more than just a supplier to us,” says Maaike Kuiters. “We work as partners—communicating fast, thinking ahead and improving continuously. That’s what makes the difference.”
