Forms live everywhere
Checklists sit in Word, Excel and PDF. Completed copies come back by email, as WhatsApp photos or in shared folders.
For commercial fleets and ship managers
Digitize the vessel forms you already run.
Convert existing vessel forms into controlled offline workflows. Completed records keep versions, evidence, signatures, approvals, and timestamps attached.
Checklists, risk assessments, inspections, safety rounds, reports: whatever forms your fleet already runs.
Onboard · work saves locallyOffline
Private deployment · human-reviewed form conversion · paid, fixed-scope pilot
The problem
The form gets filled onboard. The record falls apart ashore.
No link when it matters
Rounds, drills and bunkering happen at anchor or on passage, often on a weak satellite link or none at all.
Which revision was used?
The office revises a form, but the old copy is still in the binder or on the bridge PC.
Evidence rebuilt at the last minute
Before an audit, vetting or PSC inspection, someone chases signatures, photos and dates across inboxes.
See the product
From your existing form to a reviewable record.
Follow one bunkering checklist through Office, onboard work and evidence export.
Convert & publish
Bring a Word, PDF, Excel, CSV, text or image form. Review the AI-assisted draft, publish its approved version, and assign it to your vessels.
Why VesselProof
Not just a form on a tablet. A record that holds up.
One controlled form version
Publish the approved version to selected vessels. Each completed record stays bound to the version used onboard, including work completed while disconnected.
Evidence stays together
Photos, signatures, approvals and comments stay attached to the record, so the office reviews one complete file instead of chasing attachments.
Offline times you can explain
Each record keeps the onboard time and the time it reached the office. Clock drift and possible backdating are flagged, so a 03:00 engine-room round that syncs at 14:00 still adds up.
Changes leave a trace
Published templates cannot be edited in place, records carry content hashes, and privileged actions go into the audit trail. A later change shows; it does not slip by.
Sync without silent overwrites
When the link returns, the record, attachments and signatures sync together. If the same record changed ashore, the crew is asked which version to keep; nothing is silently overwritten.
Your systems, your records
Office and vessel services run in your environment. Your PMS and ERP stay in place; VesselProof handles company forms and the evidence behind them.
Core controlled documents
The current revision, available onboard.
Office publishes procedures, manuals, certificates, and circulars as immutable PDF revisions. Vessels receive the controlled library, cache selected files for offline use, and return named-user read acknowledgements to shore.
Revision control
Every content change creates a new immutable PDF revision. Supersede and withdraw remain explicit actions.
Selective offline access
Document metadata reaches the vessel first. Crew download only the PDFs they need, with size and hash verification.
Read acknowledgement
Named-user acknowledgements keep their local sync state and reconcile back to Office.
Exact revision evidence
Forms and completed submissions can pin the exact controlled-document revision used as evidence.
Controlled publication and revision evidence—not a general file share, PMS, or full QHSE/DMS.
Paid, fixed-scope pilot
Start small. Use your real forms.
The first step is a paid, fixed-scope pilot: convert a few real forms, run them on real vessels, and deliver completed evidence records the office can inspect.
1 office setup1-2 vessel setups3 agreed customer forms30-60 daysFounder-supported setup
- Three AI-assisted, human-reviewed form templates.
- Office-side and vessel-side setup, form publishing, and assignment configuration.
- Live submissions with attachments, signatures, sync, review, approval, and PDF evidence export.
- End-of-pilot report covering usage, sync health, issues, feedback, and conversion recommendation.
Controlled Documents is part of core VesselProof. Document setup joins the pilot only when explicitly agreed inside the fixed scope.
Discuss pilot fit ↗Private deployment, clear responsibilities.
Built for private, single-tenant deployments where fleet evidence stays in the operator’s environment, not a shared SaaS database.
- Office and onboard services run in your environment; your databases and file storage hold your records.
- Server-side permissions, signed sessions, vessel node authentication, and trusted-device control.
- Immutable published templates, evidence hashes, audit trails, and historical readback.
The pilot includes Office and Vessel setup and crew onboarding. Backup ownership, restore procedures and support arrangements are agreed before installation.
VesselProof is not marketed as a certified electronic logbook, PMS replacement, full QHSE suite, or class/flag/OCIMF-approved system. It supports company-specific operational records and inspection readiness.
Questions
What fleet managers usually ask first.
Does it work without internet onboard?
Yes. The vessel server runs onboard, and the crew fill forms over the ship’s own network without a shore connection. Records sync to the office when the link returns. On metered VSAT you can limit sync to set time windows.
Where are our records stored?
In your environment. Office and vessel services run on servers you control, with your own databases and file storage. There is no shared VesselProof cloud holding your fleet records.
Do we have to rebuild our forms from scratch?
No. Upload the Word, PDF, Excel, CSV, text or image version you use today. VesselProof prepares a draft template, and your team checks and corrects it before anything is published. Nothing goes live automatically.
Does it replace our PMS or QHSE system?
No. Your PMS, ERP and QHSE tools stay where they are. VesselProof covers company forms and controlled documents, and the evidence behind them.
Is it class approved? Is it an e-logbook?
No, and we do not claim it. VesselProof is not a certified electronic logbook and has no class, flag or OCIMF approval. It supports your company’s own operational records and inspection readiness.
Has it been independently security tested?
Not yet. VesselProof has a documented security model, server-side permissions, signed licences and audit trails, but no third-party penetration test or certification so far. We share the security overview on the first call.
What does the pilot cost?
The pilot is paid and fixed in scope. We quote it on the first call, once we know your forms and vessels. If you continue within 60 days of the pilot ending, the pilot fee is credited to the first year.
What do you need from us to start?
One to three sample forms, how they are reviewed and approved today, and who needs to see the finished record. For the install: a server or virtual machine at the office and a machine onboard each pilot vessel.
Talk through your first three forms.
Tell us who you are and which forms you want to digitize. Fleet details are optional.