Frequently Asked Questions

PMS software companies primarily sell and support software platforms — database build is often a secondary service delivered by data entry teams. That model works for some vessels, but a database built without direct maritime engineering experience tends to show its gaps during daily use.

NavioData is built on 10+ years of actually using these systems onboard. We understand what makes a database practical for daily use versus one that looks complete on paper but falls apart when you're trying to find a spare part at 2am.

You also stay independent. The database we deliver works with whatever PMS you choose — now or in the future. No lock-in, no recurring fees. And you'll always have a complete Excel master file that belongs to the vessel.

The database is delivered as a standard Excel workbook that works with any PMS platform. If you need it imported and configured in your chosen system, that's available as an additional service — quoted based on the platform's requirements.

If you're unsure which PMS to use, we're happy to discuss options based on your vessel's needs.

We can share our experience with different systems and what works well for different vessel types and crew setups. We don't have commercial relationships with any PMS provider, so our advice is based purely on what we've seen work in practice.

The more complete your documentation, the more complete your database.

Essential: Equipment list (or builder's delivery list), O&M manuals for machinery and systems, spare parts lists or delivery inventories.

Important: System drawings with equipment tags (DWG, DWF, or PDF formats all work — we can extract equipment metadata from drawing files), tag-to-equipment mapping (which tag refers to which piece of equipment), builder specifications.

Helpful: Existing PMS data, deck plans, class records, maintenance history.

Don't worry if you're missing items — we can work with what you have and advise on what's worth sourcing. See the full breakdown on the Process page.

We'll set up a secure shared folder (Google Drive, Dropbox, or your preferred platform) where you can upload files at your own pace.

Most clients gather documentation over 1–2 weeks. We can start work as soon as the essential items are in place — you don't need everything before we begin.

That's common, especially on older vessels or after crew changes. We can source missing manuals directly from manufacturers as an optional add-on alongside a core project — not as a standalone service. Where manuals aren't obtainable, gaps are flagged in the final deliverable so you know exactly what was and wasn't documented.

For operational vessels, typical timelines run 6–10 weeks for small vessels (30–40m), 8–14 weeks for mid-size (50–60m), 12–20 weeks for large (70–90m), and 16–26 weeks for very large (90m+). Documentation completeness and crew review responsiveness are the biggest drivers within those ranges.

For new builds, the timeline follows the build schedule as documentation is released progressively — this typically extends the timeline by 30–50% versus an equivalent operational vessel.

We'll confirm the timeline in your proposal after reviewing your documentation.

You have a review period to check everything. Any errors or omissions on our part are corrected at no charge.

For operational vessels: 30 days from database delivery.

For new builds: 30 days from vessel handover — since you can't fully verify until systems are commissioned.

After the review period, amendments and additions are available at the ongoing support rate.

Both. New builds often have better documentation available from the shipyard. Operational vessels sometimes need additional work to fill gaps from years of crew changes and missing records.

Yes. Sailing yachts include an additional system block covering spars, standing and running rigging, rigging hydraulics, and sail handling equipment — winches, furlers, blocks, and sails. Rigging maintenance has specific cycle-based intervals that are captured in the database alongside the OEM machinery tasks.

Our founding project is an 80m sailing yacht new build, so sailing-specific data — mast, boom, furlers, and rig hydraulics — is first-hand experience rather than something we've had to learn alongside the project.

Yes. Whether it's incomplete data, incorrect intervals, duplicates, or a migration from another system, we can assess what you have and quote accordingly.

Sometimes it's faster to rebuild; sometimes cleanup is sufficient — we'll be honest about which makes sense.

PMS import and configuration is available as an additional service — we work alongside your PMS provider to ensure everything is set up correctly. This is quoted based on the platform's requirements.

PMS training for crew is also available as an additional service. Travel expenses quoted separately where required.

Not for the core database work — that's done remotely from your documentation.

Onboard visits are only needed for optional services like serial number verification or spare parts inventory. These are quoted separately including travel.

Included: Complete equipment hierarchy, maintenance library, spare parts catalog, comprehensive Excel master file, and a review period with corrections.

Additional (quoted separately): We offer a range of additional services including manual sourcing, tag reconciliation, PMS import, on-site verification, training, and ongoing support. We'll discuss what's relevant for your vessel and include it in your proposal.

For operational vessels: 40% on engagement (service agreement signed), 40% on hierarchy sign-off (after the second crew review), and 20% on final delivery.

For new builds: split into four instalments — 30% on engagement, 30% on hierarchy sign-off, 20% on delivery, and the final 20% twelve months after handover (when the database is genuinely in operational use).

Travel add-ons are priced all-in fixed — flights, accommodation, and subsistence included. No cost variance passed to you.

Yes. New build projects carry a 30–50% premium on the base price for the equivalent size band. This reflects the extended timeline, progressive documentation release during construction, longer review cycles, and higher likelihood of scope changes as equipment specifications evolve during the build.

On the payment side, new builds use a 30/30/20/20 schedule rather than 40/40/20, with the final 20% deferred twelve months post-delivery — aligning final payment with when the database is actually in operational use.

You do. It's your data, delivered in standard formats. No licensing fees, no restrictions on how you use it.

The database is yours to use. If you need amendments, additions, or support down the line, we offer ongoing support at an hourly rate.

Many clients check in annually before yard periods or when adding new equipment.

Send us a message through the contact page or email directly at dylan@naviodata.io. We'll have a quick conversation about your vessel and requirements and send you a proposal within 24 hours.