Free template

Free charter crew closeout tracker template

Close each charter with captain and mate compensation, approved expenses, tips, payout references, and final trip cost in one auditable record.

Download charter crew closeout CSV →When to replace the spreadsheet

Template preview

Charter / trip	Crew member	Role	Base compensation	Approved expenses	Tip allocation	Final amount	Approval status	Payment status	Payment reference	Reconciled
Harbor Charter 104	Avery Example	Captain	650.00	85.00	300.00	1035.00	Approved	Paid	PAY-CHR-104-01	Yes
Harbor Charter 104	Jordan Example	Mate	350.00	0.00	200.00	550.00	Approved	Processing	PAY-CHR-104-02	No

How to use it

Use one row per crew member and charter engagement so trip economics remain explainable.
Keep base compensation, reimbursable expenses, and tip allocation in separate fields instead of combining them into one amount.
Document the tip-allocation method your business actually uses and confirm applicable law, agreements, and customer terms separately.
Preserve the individual payout reference and status even when several crew members are paid in the same operational batch.
Do not mark the charter reconciled until crew payouts, approved expenses, returns or failures, and accounting treatment are resolved.

Useful for

Day-charter operators
Yacht charter companies
Fishing and excursion operators
Rotating captain and mate rosters
Trip-level finance closeout

Related resources

Kelvaro for charter companies →Captain and mate tip split calculator →Charter crew payment checklist →Charter trip profitability guide →

Spreadsheets are useful until the handoffs become the work.

Kelvaro turns the same contractor, project, approval, payout, and reconciliation fields into a live operating workflow so your team does not have to keep synchronizing copies manually.

Try Kelvaro →