Refit projects in the superyacht sector are among the most challenging endeavors a crew or manager can face. They're complex, often involve dozens of subcontractors and suppliers, and require perfect coordination between shipyards, owners' reps, contractors, captains, and project managers. For many years, these intricate operations have been managed using disparate spreadsheets, never-ending email chains, WhatsApp groups, and fragmented project files scattered across personal drives. The margin for error? Uncomfortably thin.

Aquator Marine’s Refit Management module was developed to bring structure, visibility, and control to this otherwise chaotic process. In this blog, we take a deep dive into how our clients are transforming their refit projects with smart tools and digital oversight, and we’ll show you how you can do the same.

Refit Management Challenges: Where Things Go Wrong

Let’s start by looking at the traditional refit process. A large yacht returns to a shipyard for a 4–6 month refit involving engineering upgrades, aesthetic improvements, and sometimes complex regulatory work. Documents are sent back and forth, budgets balloon mid-way through the project, and some tasks are forgotten until it's too late. Project delays and surprise invoices are the norm rather than the exception.

This lack of centralization results in miscommunication, unclear accountability, and a very reactive rather than proactive approach to problem-solving.

How Aquator’s Refit Management Module Works

Aquator brings all aspects of the refit project into one unified dashboard. The Gantt chart feature is at the heart of the system. It allows project managers to:

• Create and assign tasks with dependencies.

• Define start/end dates.

• Set responsible parties for each task.

• Track task progress visually over time.

• Reorder timelines dynamically as needed.

This level of visibility helps everyone understand the big picture and stay aligned. For captains and managers, it also means less time chasing subcontractors or searching through emails for the latest project version.

Budgeting and Cost Controls

No refit is immune to budget creep. But with Aquator, users can log costs in real time, track actual vs. estimated costs, and flag overruns early. This helps avoid unpleasant surprises at the end of the project when the final invoice lands. Our budget management tools are deeply integrated with the refit task list, making it easy to associate costs with specific work items.

Clients have reported improved transparency when working with owners and shipyard partners. Some even use Aquator to generate regular budget reports to keep stakeholders informed every step of the way.

Documentation and Communication

Every project generates paperwork: warranty claims, technical specs, compliance forms, and purchase orders. Aquator allows users to attach files directly to tasks or modules so that important documentation is always a click away. Instead of relying on email, the platform centralizes all communications. This ensures that everyone is working with the most recent version of any document.

You can also tag users, leave comments on tasks, and create collaborative threads directly in the project environment.

User Stories: Real Results from Refit Teams

A Mediterranean-based fleet operator managing over 10 vessels adopted Aquator’s Refit Management module in 2024. Within the first 12 months, they recorded the following improvements:

• Average refit project duration reduced by 18%.

• Over 300 fewer emails per project between managers and contractors.

• Improved owner satisfaction thanks to real-time reporting.

• Accurate documentation that supported warranty claims and audit readiness.

Future-Proofing with Digital Refit Oversight

As yachts continue to increase in size and complexity, refit projects will only grow more intricate. At the same time, owners and their representatives are demanding greater accountability and transparency from the teams they entrust with their vessels.

Aquator’s solution is designed to scale with these demands. With upcoming integrations for inventory tracking, procurement workflows, and warranty management, our platform is continuously evolving to deliver more value to your refit operations.

The days of managing refits via spreadsheets and WhatsApp groups should be behind us. With Aquator Marine’s Refit Management module, you get a professional-grade tool that simplifies your workflow, keeps your team on track, and helps you deliver high-quality outcomes — on time and on budget.

If you’re ready to take control of your next refit project, reach out to our team or request a demo today. We’re excited to simplify Yacht Management for everyone, through our software, education, and community.

Team Aquator