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Coastal and Great Lakes Freight Transportation

NAICS 483113 · Water Transportation · SBA size standard: 800 employees

Vessel operators move bulk and breakbulk cargo along coasts and across the Great Lakes using barges, self-unloaders and tankers. For an operator that hauls aggregates, steel, grain, salt and liquid cargoes on scheduled or spot voyages, the specialists turn cargo bookings into load plans, load plans into voyage schedules and manifests, schedules into crew assignments and fuel orders, and track regulatory filings, vessel maintenance and cargo claims. Navigational safety, draft restrictions, lock schedules and cargo-specific securing stay with the captain and port captain.

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What makes this business different

  • Cargo bookings with exact commodity, tonnage, load and discharge ports, laydays and demurrage terms
  • Vessel scheduling around lock transits, channel depths, weather windows and seasonal ice on the Great Lakes
  • Draft and air-draft restrictions that change with water levels and tides
  • Bulk cargo hold preparation, cleaning, ventilation and securing requirements that differ by commodity
  • Regulatory filings including manifests, bills of lading, customs entries, Coast Guard notices and ballast-water reports
  • Vessel maintenance tracking, dry-docking cycles, crew certifications and insurance renewals
  • Fuel and lube purchases timed to port calls, with bunkering permits and fuel-quality records
  • Repeat shippers who book annual contracts for aggregates, salt or grain movements

Specialist bots

  • a planner at a desk overlooking a harbor marking cargo quantities and port names on a large wall chart

    Cargo Booking Coordinator

    Turn shipper inquiries into confirmed bookings and voyage tasks with all commodity and layday details.

    Works in: Ambitious Tasks, Ambitious Docs, Contract Analyzer · Workflows: Cargo booking and contract intake

    Automates

    • Reads incoming freight inquiries and contract offers
    • Extracts commodity, tonnage, ports and laycan dates
    • Checks against current vessel schedule and draft limits
    • Drafts booking confirmation and charter terms
    • Creates the cargo task for hold preparation

    Stops for a person

    • The port captain approves all fixtures and special cargo requirements
    • A person reviews and sends all contract documents
    • The captain confirms laycan feasibility
  • a navigator at a chart table plotting a route on electronic charts with tide tables spread out

    Voyage Scheduler

    Build voyage sequences that respect lock schedules, water levels, tides and weather windows.

    Works in: Ambitious Sheets, Ambitious Tasks · Workflows: Voyage scheduling and route planning

    Automates

    • Plots port rotations against current water-level data
    • Incorporates lock and canal transit times
    • Calculates estimated arrivals and drafts
    • Flags tide-critical ports
    • Drafts the preliminary voyage timeline

    Stops for a person

    • The captain reviews and approves every voyage plan
    • Weather routing changes are decided by the master
  • a worker pressure-washing the interior of an empty cargo hold with hatch covers open to daylight

    Hold Preparation Coordinator

    Generate hold-cleaning checklists and inspection reports based on previous and next cargo.

    Works in: Ambitious Tasks, Ambitious Docs, Ambitious Sheets · Workflows: Vessel preparation and hold readiness

    Automates

    • Selects cleaning method from previous cargo
    • Creates the pre-load hold inspection checklist
    • Lists required dunnage and securing gear
    • Prepares survey report template

    Stops for a person

    • The chief mate performs and signs the actual inspection
    • The port captain approves cleaning completed
  • a worker at a shipboard desk organizing printed bills of lading and cargo manifests beside a computer

    Regulatory Compliance Clerk

    Compile manifests, prepare regulatory filings and track required notices before departure.

    Works in: Ambitious Docs, Ambitious Tasks, Contract Analyzer · Workflows: Cargo manifest and regulatory filings

    Automates

    • Assembles cargo manifest from bills of lading
    • Prepares ballast-water and customs declarations
    • Drafts electronic notices for Seaway or Coast Guard
    • Transmits manifest to agents after approval

    Stops for a person

    • The captain reviews all filings before submission
    • A person confirms commodity classifications and files official documents
    • People handle any agency inspections
  • a worker on the deck of a moored bulk carrier checking a clipboard with crew rotation dates

    Crew Assignment Coordinator

    Assign crew to voyages, track certifications and prepare crew lists for each port.

    Works in: Ambitious Tasks, Ambitious Sheets, Ambitious Docs · Workflows: Crew assignment and certification tracking

    Automates

    • Matches crew to rotation and vessel manning needs
    • Flags expiring licenses and medical certificates
    • Drafts travel and boarding instructions
    • Generates crew lists for each arrival

    Stops for a person

    • The port captain approves all crew changes
    • Union representatives review rotations
    • A person handles actual travel arrangements
  • a worker connecting a bunker hose on the deck of a vessel at a terminal with fuel lines visible

    Fuel and Stores Procurement Specialist

    Calculate voyage fuel needs, draft bunker orders and track fuel inventory across the fleet.

    Works in: Ambitious Sheets, Ambitious Tasks, Ambitious Docs · Workflows: Fuel and stores procurement

    Automates

    • Estimates consumption for each leg
    • Drafts bunker requisitions by grade and port
    • Tracks remaining bunkers and days on hand
    • Coordinates delivery windows with agents

    Stops for a person

    • The owner approves all fuel purchases and expenditures
    • The chief engineer reviews fuel quality and sampling procedures
    • A person signs bunker delivery notes
  • a mechanic inspecting a large marine diesel engine in a vessel engine room with tools laid out

    Vessel Maintenance Coordinator

    Track maintenance due dates, dry-docking schedules and prepare repair specifications for the fleet.

    Works in: Ambitious Tasks, Ambitious Sheets, Process Optimizer · Workflows: Vessel maintenance and dry-docking

    Automates

    • Pulls upcoming maintenance tasks by vessel
    • Tracks survey and dry-dock intervals
    • Drafts repair specifications
    • Organizes condition reports for audits

    Stops for a person

    • The port captain sets all repair priorities and approves spending
    • Class surveyors and Coast Guard inspectors perform actual surveys
    • People confirm and file all regulatory maintenance records
  • a worker at a desk examining cargo hold photographs and printed survey reports spread across a table

    Cargo Claims Handler

    Organize documentation and evidence when cargo claims arise from short delivery or damage.

    Works in: Ambitious Docs, Ambitious Tasks, Ambitious Sheets · Workflows: Cargo claims and insurance handling

    Automates

    • Logs claim details and required evidence
    • Pulls voyage records, surveys and weather logs
    • Drafts initial responses and surveyor requests
    • Tracks claim status through settlement

    Stops for a person

    • The port captain reviews all claim responses before sending
    • A person approves any settlement amounts
    • Marine surveyors and adjusters are coordinated by people

Workflows

Cargo booking and contract intake

Starts when: A shipper sends a freight inquiry, contract offer or spot fixture request

  1. Capture commodity, quantity, load and discharge ports, laycan dates and freight rate
  2. Check vessel availability against current schedule and draft restrictions
  3. Draft the booking confirmation or charter party with demurrage and laytime terms
  4. Create a cargo task with hold-cleaning and securing requirements
  5. Log the contract in the active voyage file

Watch for: Commodity-specific requirements for cleaning, separation and ventilation must be captured exactly; Laycan dates must align with lock and tide windows

Voyage scheduling and route planning

Starts when: After cargo is fixed or on a weekly cadence

  1. Plot the sequence of load and discharge ports against current water levels and forecasts
  2. Incorporate lock transit times, canal restrictions and weather routing
  3. Build the voyage timeline with estimated arrival and departure windows
  4. Flag draft-critical ports and required ballast adjustments
  5. Draft the preliminary schedule for captain review

Watch for: Great Lakes seasonal ice and St. Lawrence Seaway opening and closing dates constrain the schedule; Tidal windows at coastal ports must be observed

Vessel preparation and hold readiness

Starts when: 48 hours before arrival at load port

  1. Generate hold-cleaning and inspection checklist based on previous and next cargo
  2. Track previous cargo residues and required cleaning methods
  3. Draft the pre-load survey and hold inspection report
  4. Confirm ventilation, dunnage and securing gear are on board
  5. Create a task for the chief mate to verify readiness

Watch for: Switching from grain to steel or salt to fertilizer requires thorough cleaning and documentation; Coast Guard and terminal inspectors may board

Cargo manifest and regulatory filings

Starts when: After loading is complete and before departure

  1. Compile the cargo manifest from bills of lading and load tickets
  2. Prepare customs entries, Coast Guard cargo declarations and ballast-water reporting
  3. Draft dangerous-cargo declarations when applicable
  4. File electronic notices with Seaway authorities or port state control
  5. Transmit the final manifest to agents and receivers

Watch for: Accurate commodity classifications and hazardous-material codes are required; Ballast-water exchange or treatment records must be filed on every voyage

Crew assignment and certification tracking

Starts when: Weekly and before each crew change

  1. Match available crew to the upcoming voyage rotation
  2. Check license, medical and STCW certification expiry dates
  3. Draft crew travel and boarding instructions
  4. Update the crew list for each port call
  5. Flag any expiring documents for the port captain

Watch for: Vessel manning requirements differ by tonnage and route; Union contracts and rest-hour rules must be observed

Fuel and stores procurement

Starts when: Before each bunkering port and monthly

  1. Calculate fuel consumption for the next legs based on distance and speed
  2. Draft bunker orders by grade and quantity for each port
  3. Track fuel inventory and remaining days on board
  4. Obtain bunkering permits and coordinate with agents
  5. Log bunker delivery notes and fuel samples

Watch for: Fuel quality and sulfur limits vary by emission control area; Bunkering windows must fit the port schedule

Vessel maintenance and dry-docking

Starts when: Monthly and on survey due dates

  1. Pull maintenance tasks due before the next voyage
  2. Track classification society survey and dry-docking intervals
  3. Draft repair specifications for port or yard work
  4. Monitor hull, engine and deck gear condition reports
  5. Prepare documentation for insurance and regulatory audits

Watch for: Coast Guard and classification society inspections require documented evidence; The port captain confirms all repair priorities

Cargo claims and insurance handling

Starts when: Upon receipt of a claim notice from shipper or receiver

  1. Log the claim details including commodity, quantity short or damaged and supporting documents
  2. Pull voyage records, load and discharge surveys and weather data
  3. Draft the initial response and gather required evidence for the marine surveyor
  4. Track surveyor findings and adjuster recommendations
  5. Prepare final settlement paperwork for owner approval

Watch for: All documentation must be timestamped and preserved exactly as received; Surveyor attendance at discharge is often required for cargo damage claims

Bot templates for this industry

Source: U.S. Small Business Administration, Office of Size Standards, Table of Small Business Size Standards Matched to North American Industry Classification System Codes, version March 2023 (effective 2023-03-17, NAICS 2022). Size standards are shown for reference only.