How to Manage APA on a Yacht Charter

How captains and pursers manage APA on a yacht charter: what it covers, how to track it, receipts, top-ups and a final reconciliation guests trust.

About this guide

APA, the Advance Provisioning Allowance, is money the charter guests pay in advance to cover running costs during the charter, such as fuel, food, drinks, berthing and communications. The crew spend it on the guests' behalf, keep every receipt, and return a full statement and any unused balance at the end.

Managed well, APA is invisible to guests. Managed badly, it is the most common source of tension at the end of a good week. This guide covers how crews keep it clean.

What does APA usually cover?

The exact terms are set in the charter agreement, so read it first. Typically APA covers variable costs during the charter, while the charter fee covers the yacht and crew.

Fuel for the yacht, tenders and toys. Food and drink, including any special orders. Berthing, mooring and port fees. Communications and internet beyond what is included. Agents, permits and local fees for the route. Shore-side bookings made for the guests.

APA amounts are often quoted as a percentage of the charter fee. Check the agreement rather than assuming a figure.

How should crew track APA day to day?

Use one ledger per charter with date, supplier, category, amount, currency and receipt reference. Log spends the same day, and photograph receipts straight away. Record exchange rates when spending in another currency. Keep a running balance the captain can check at any time. Flag unusual spends, such as a large wine order, before making them.

When should you ask for an APA top-up?

Raise it early and calmly, with numbers. A short, clear summary of what has been spent and what is planned for the rest of the week makes the conversation easy. Most crews raise it when the balance looks likely to run short before the end of the charter, not on the last day.

Closing the APA at the end of the charter

Reconcile the ledger against every receipt and bank or card statement. Group spends into clear categories the guests will recognise. Have the captain review and sign off the statement. Return the unused balance, or request any shortfall, through the agreed channel. Keep copies of everything for the yacht's accounts.

Mistakes worth avoiding

  • Mixing APA spending with the yacht's own running costs.
  • Missing receipts for cash or small spends.
  • Leaving the top-up conversation to the last day.
  • Unclear categories that make guests question the statement.

Frequently asked questions

What does APA stand for on a yacht charter?

Advance Provisioning Allowance. It is paid in advance by the guests to cover running costs during the charter, such as fuel, food, drinks and port fees.

Is unused APA refunded?

Typically, yes. Any unused balance is returned to the guests at the end of the charter, along with a full statement. The exact process is set in the charter agreement.

Who manages the APA on board?

Usually the captain, often with the purser or chief stew keeping the ledger and receipts day to day.

Can guests see the APA balance during the charter?

Yes. Good practice is to keep a running balance the captain can share whenever the guests or their representative ask.

Where the tooling helps

Guest requests on record

Room service and spa requests logged against the trip help match spends to what guests asked for.

Itinerary with bookings

Restaurant, berth and activity bookings held against each day.

Continue reading

Keep bookings and requests next to the plan

Some crews hold the itinerary, bookings and guest requests in Guest Trip, which makes the end-of-week statement easier to explain. Try it free on your next charter.