Corporate Accounts & Invoicing Guide

Step 1: Initial Consultation

Contact our corporate team to discuss your transportation needs, expected monthly volume, vehicle preferences, and billing structure. We'll ask about your executives' typical routes, preferred pickup/dropoff locations, and any special requirements (e.g., flight tracking, child seats).

Step 2: Verification & Deposit

We'll verify your company information and establish a deposit requirement based on your projected monthly spend. This deposit is drawn from your monthly invoice and ensures we can reliably serve your transportation needs without payment delays.

Step 3: Portal Access & Onboarding

You'll receive login credentials for our corporate portal, where you can book trips, track in real-time, and manage billing. Your dedicated account manager will schedule an onboarding call to walk you through the platform and answer any questions.

Step 4: Preferences & Coding

We'll document your executives' preferences (preferred vehicles, routes, temperature, communication style) and set up custom billing codes for department or project allocation. This information is stored securely and accessible to dispatch for every trip.

What Appears on Your Invoice

• Trip Date & Time:Exact date and time of service (pickup and dropoff)
• Locations:Pickup and dropoff addresses
• Passenger Name:Who was transported (for audit and preference tracking)
• Vehicle Type:Luxury Sedan, Executive SUV, etc.
• Base Fare:Standard trip charge
• Additional Charges:Meet & Greet ($25), Child Seats ($25/seat), Intermediate Stops ($25/stop)
• Billing Code:Department or cost center allocation tag

Billing Codes & Cost Allocation

Custom billing codes allow you to allocate transportation spend to different departments, projects, or cost centers. During setup, you define these codes (e.g., "EXEC-001", "SALES-Q1", "LEGAL-DISCOVERY"). When a trip is booked, the code is assigned and appears on the invoice, simplifying reconciliation and departmental budgeting.

If a code needs to be adjusted post-trip, your account manager can modify it without requiring a new invoice.

Deposit Requirement

All corporate accounts require an upfront deposit calculated based on your projected monthly spend. This deposit is held in trust and drawn down as invoices are issued. When your balance drops below a threshold, we'll notify you to replenish it.

Accepted Payment Methods

• ACH Transfer:Direct bank-to-bank deposit (standard and fastest)
• Wire Transfer:For same-day or urgent deposits
• Corporate Credit Card:For smaller deposits or monthly invoice payments

Invoice Terms

Invoices are issued within 2 business days of month-end with net-30 payment terms. Large contracts or dedicated arrangements may qualify for custom billing cycles and extended terms by agreement.

Digital receipts are automatically generated and available in your portal immediately after each trip for records and expense management.

Portal Features

• Book Trips:Schedule rides for your team directly in the portal with one click for repeat routes
• Live Tracking:See real-time chauffeur location, pickup status, and ETA
• Notifications:Receive alerts when a chauffeur is en route or has arrived
• Trip History:Review past trips, passenger names, routes, and costs
• Invoicing & Receipts:Access digital receipts immediately after trips and consolidated monthly invoices
• Account Settings:Manage user access, billing codes, and payment methods

Preference Data We Store

• Route Preferences:Preferred routes (highway vs. local), toll preferences, scenic routes
• Climate Control:Temperature, seat heating/cooling, air quality settings
• Communication Style:Phone calls preferred, quiet ride preferred, music preferences
• Vehicle Type:Luxury Sedan, Executive SUV, or specific vehicle features
• Pickup Locations:Home address, office address, alternate locations, gate codes
• Special Requests:Chauffeur preferences, amenity requests, accessibility needs

How Your Account Manager Uses This Data

Every time a trip is booked for an executive, dispatch receives a preference summary. This ensures nothing is missed—the chauffeur arrives at the right entrance, maintains the right temperature, and communicates in the way your executive prefers. If preferences change, you update them once in the portal, and they're automatically applied to all future bookings.

Cancellation Schedule

• More than 24 hours before:Full refund
• 12–24 hours before:50% cancellation fee
• 2–12 hours before:75% cancellation fee
• Less than 2 hours before:100% cancellation fee (non-refundable)

How to Modify or Cancel

Use the corporate portal to modify or cancel trips instantly. For after-hours requests or complex changes, contact dispatch directly. Your account manager can also handle modifications if needed.

If a trip is rescheduled rather than canceled, no fee is charged as long as the new trip is booked within 24 hours of the original.