True leadership is about oversight. Streamline your admin work by empowering your crew to handle their own reporting through AI-driven automation. From expense tracking to compliance and logbooks, Scyllastar consolidates every detail into a single tool. Reclaim your time, solidify your authority, and keep your focus where it belongs: on the horizon.
Being a yacht captain means being responsible for everything — and everyone — on board.
You’re navigating, managing the crew, handling guest expectations, and somewhere in between, you’re supposed to submit expense reports, track receipts, renew crew certificates, log security drills, and send financial updates to the management company. On time. Every time.
You didn’t become a captain to spend your evenings on spreadsheets.
The reality is brutal. Receipts pile up in your pocket waiting to be scanned. A crew member’s medical certificate expired last week and nobody flagged it. The security drill was supposed to happen on Tuesday — it’s now Friday. The management company is waiting for your monthly expense report and you’re still reconciling transactions from three weeks ago. And the owner just called asking for a financial update you don’t have yet.
This isn’t a lack of professionalism. It’s a lack of the right tool.
From expense reimbursement to full financial oversight — every transaction tracked, categorized, and ready to submit without the back-and-forth.
Scan any receipt on your phone — AI categorizes it instantly. No more manual entry, no more lost receipts at the end of the month.
Your expenses flow automatically to the management company — no more rebuilding reports from scratch or chasing your own data.
Log every voyage and security drill in a certified digital logbook — captain's signature included, legally binding, always accessible.
Track APA balances in real-time throughout the charter. Full transparency for owners, brokers, and management — no surprises at disembarkation.
Track working and rest hours in line with MLC standards. Stay compliant without the manual spreadsheet nightmare.
Generate official passenger and crew lists in one click — formatted, ready to submit to port authorities, and never typed from scratch again.
One shared calendar for charters, voyages, drills, and deadlines — your whole team aligned, nothing forgotten.
The captain is ultimately responsible for every euro spent on board during a charter. In practice, that means scanning receipts the moment an expense happens — fuel, provisioning, marina fees, guest requests — before they pile up in a pocket and get lost. Scyllastar loads a dedicated APA card account the moment the charter begins. Every crew member with banking delegation scans their receipt on their phone: the AI categorises it instantly, posts it to the APA balance, and the charterer can see their running total in real time.
When the APA drops below a defined threshold, Scyllastar triggers an alert — and the protocol is clear: the captain notifies the yacht manager, the yacht manager contacts the charterer. The captain never has to have an awkward money conversation with a guest mid-charter.
At charter end, the APA Final Statement is generated automatically: every expense listed, categorised, with receipt scan confirmed and dual signature lines for captain and charterer. No spreadsheet, no manual reconciliation. Two pages, no ambiguity, no disputes.
Every professional charter starts with a guest preference sheet — dietary requirements, favourite drinks, food allergies, planned destinations, preferred activities, and any special requests the charterer submits before embarkation. In Scyllastar, this document feeds directly into the captain’s view of the booking.
By the time the guests arrive, the captain has a complete Charter Briefing Sheet: a structured summary of everything the crew needs to prepare. The chef knows exactly what to provision. The deck team knows which water sports equipment to rig. Nothing is discovered at the dock — and no guest ever wonders if their preferences were actually read.
The same data populates the passenger list, which in turn feeds the logbook. No information is ever entered twice.
Every time a yacht enters a new port, the captain must submit a passenger list (FAL Form 6) and a crew list (FAL Form 5) to port authorities. On a busy charter season, this means typing the same names, passport numbers, and nationalities dozens of times — or copying them from a spreadsheet that may or may not be up to date.
In Scyllastar, the passenger list is entered once at the time of charter booking. From that point, every FAL Form 6 for every port call during that charter is pre-populated automatically. The crew list maintained in Crew Management feeds FAL Form 5 in the same way. The captain validates, signs, and submits — in seconds, not minutes.
Security drills are logged in the same digital logbook: date, type, participants, and captain’s signature. Every entry is legally binding and instantly available if a flag-state inspector requests it.
A crew member’s medical certificate expiring mid-season is not a minor administrative oversight — it is a flag-state compliance failure. Yet on most yachts, certificate tracking still happens on a spreadsheet that someone updates when they remember to.
Scyllastar monitors every crew member’s regulatory documents — STCW certificates, flag-state licences, medicals — and sends automatic alerts before anything expires. The captain doesn’t chase; the system flags.
Hours of rest are tracked in line with MLC standards: working hours, rest periods, leave, and watchkeeper scheduling all feed into a single compliant record. When an inspector boards and requests the rest hour log, it is available in seconds — correctly formatted, fully signed.
The result: a captain who spends their energy on operations, not on hunting down expired paperwork at the worst possible moment.
Scyllastar was co-founded by a captain with 3,000 tonnage experience who lived every one of these frustrations — and decided to build the solution he always wished existed.
With Scyllastar:
And the best for the end…your monthly financial data flows directly to the management company without a single email!
Scyllastar gives captains back what matters most — time, clarity, and peace of mind.
