A corporate car service account lets a company book chauffeured transportation for employees and guests without individual expense reports. Typically, the company sets up an account with billing details and authorized bookers; each trip is tagged with reference codes such as cost center, project or client; and the company receives consolidated invoices with itemized trip receipts and reports for finance and travel managers. It simplifies accounting, controls spending and improves traveler experience.

How it works

Step What happens
Setup Company details, billing method, authorized bookers
Booking Employees, assistants or travel managers book trips
Tagging Each trip carries cost center or project codes
Service Chauffeured trips as booked
Billing Periodic consolidated invoice with itemized trips
Reporting Usage by traveler, department or project

Benefits

  • No out-of-pocket expenses for employees.
  • Consistent service standards across the company.
  • Spend visibility by department or project.
  • Faster month-end reconciliation.
  • Guest bookings for candidates, clients and visitors.

What an itemized receipt shows

A good receipt lists the date, passenger, pickup and drop-off, vehicle, base fare and any additional charges such as tolls, waiting time, parking or regulatory fees. Read tolls and fees explained.

Controls

Companies often restrict who can book, which vehicle classes are allowed and when approval is required. Read corporate travel policy for ground transportation.

Getting started

Contact the car service to set up an account and provide billing information and booking contacts. See our corporate travel service and contact page.

Approvals and reporting

Accounts can be set up with approval workflows, spending limits and reports by department, traveler or project. Monthly reports help travel managers spot trends — for example, frequent late-night rides that suggest a policy update.

Guest and event bookings

Corporate accounts also cover visitors, board members, candidates and event guests, with the correct reference code so costs land in the right budget. Read candidate interview transportation.