Sailvation
Back office, client guide and marketing for a one-woman company in yacht chartering.
- Client
- Incila, Sailvation
- Services
- Process design, automation, content, marketing
- Period
- Since July 2026
The starting point
Incila arranges crewed charters on sailing yachts, catamarans and gulets. Thirty years in the industry.
A booking runs over months and forty to sixty emails. Nine stations, each with its own deadline. And not one of those deadlines is in a calendar.
I went through the process with her step by step, over several conversations. That is how the places where time really gets lost came out. The deadlines, the invoice and the same questions from her prospects over and over.
The booking system
One row per booking. One click turns it into the invoice and the booking confirmation as finished PDFs. And out of it comes what falls due when, on every booking.
What the deadlines hang on
The fixed point is the charter start date, not today. The tasks count backwards from there.
40 days before
- Preference sheet out
30 days before
- Offer insurance
- Suggested itinerary
14 days before
- Collect licence
- Preference sheet back
- Extras to the operator
- Crew list to the base
- Pass on transfer
7 days before
- Arrival time to the base
- Charter info to the client
40 days before
- Preference sheet out
30 days before
- Offer insurance
- Suggested itinerary
14 days before
- Collect licence
- Preference sheet back
- Extras to the operator
- Crew list to the base
- Pass on transfer
7 days before
- Arrival time to the base
- Charter info to the client
- Charter start
- Charter end
The morning email
Overdue
- Preference sheet backExample booking2 days overdue
- Collect licenceSample charter1 day overdue
In the next 14 days
- Offer insuranceExample bookingin 3 days
- Crew list to the baseSample charterin 9 days
- Arrival time to the baseExample bookingin 12 days
Open sheet
The overview
Alongside the day to day, the sheet keeps track of how the years are going. How many bookings came in, which destinations are in demand, which kind of trip sells.
She does not have to enter anything for it. The numbers come out of the bookings that are in the sheet anyway. So she can see at a glance what carries across the years and where the effort pays off.
2022
2023
2024
2025
- Greece41 %
- Turkey26 %
- Croatia19 %
- Other14 %
The client guide
Fourteen pages for her prospects. What a crewed charter really costs, who works on board, how a booking runs, ten questions to ask any broker. It answers the questions otherwise spread across fifteen emails. On top of that came work on her marketing strategy.
What Incila says
Er hat mir an vielen Stellen geholfen, meine Marketingstrategie zu verbessern, einen großartigen Info-Guide für meine Kunden erstellt und mich auch bei der Automatisierung von Backoffice-Prozessen unterstützt. Er kommuniziert schnell, arbeitet sehr strukturiert und bringt viele wertvolle Ideen und neue Perspektiven ein.He helped me in many places to improve my marketing strategy, created a great info guide for my clients and also supported me in automating back office processes. He communicates quickly, works in a very structured way and brings in a lot of valuable ideas and new perspectives.
Translation. The review was written in German.
Working with Incila is genuinely fun. Our calls are relaxed, productive and something comes out of every single one. I am looking forward to the next few years of working together.
The system reminds, she still decides. The invoice is generated at the push of a button and sent by hand.
The deadlines no longer live in her head, the invoice no longer in a copied file, and the recurring questions are answered by the guide. That saves time on every booking, time that used to go into searching and asking around.
If something at your end runs over weeks and the deadlines live in your head, that is usually the same job.