Key takeaways
- Use the payment term that matches the agreement.
- Reconcile the invoice to its contractual basis before approval.
Create a payment-basis card
A concise payment card can prevent teams from applying the wrong calculation model. Record the contractual unit, supporting quantity or period, due-date basis and the person responsible for checking changes.
- Identify whether the charge concerns carriage or time-based employment.
- Match the invoice inputs to the relevant contractual record.
- Separate disputed adjustments from the undisputed calculation.
A voyage invoice and a time-charter hire statement can relate to the same physical ship yet answer different commercial questions. Keeping that distinction visible helps avoid copying a daily-rate formula into a cargo-based calculation.
Common mistakes
Do not treat an invoice heading as conclusive if it conflicts with the underlying arrangement. Avoid combining freight, hire, reimbursements and other charges into one unexplained amount. Verify revised payment instructions through the organisation's established process.
Where Zeaclub fits
Zeaclub supports agentic, AI-assisted operations with a human in control.
Zeaclub provides a multi-party shared workspace for owners, charterers, brokers and port agents.
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Educational information only; not legal, financial or trading advice. Contract wording and applicable rules control. Verify current requirements and obtain qualified advice before acting.
Frequently asked questions
Are freight and hire interchangeable words?
They usually describe different payment bases; check the agreement before using them.
Is freight always quoted per tonne?
No. The agreed freight basis may take another form, including a lump sum.
Does a hire statement show every voyage expense?
Not necessarily. Separate charges and allocations need their own review.
What makes payment approval easier to audit?
A clear link between the invoice, agreed basis and verified supporting inputs.