How a Corporate Car Service Account Works

The terms, in one table

Why the rate does not change

Most ground transportation vendors run a corporate rate card that is different from the public one, and the difference is where the negotiation lives. We do not, and it is worth saying why: a published flat rate that everyone pays cannot drift. There is no rate to renegotiate at renewal, no surge to dispute after an event, and no gap between what a traveller was quoted and what accounts payable receives.

What the account changes is the billing, not the price. One invoice instead of forty receipts.

Tolls, flight tracking and waiting are inside every number. No surge, no fuel surcharge, no card processing fee.

The invoice shows whatever you need it to show

This is the part that decides whether an account is actually easier than a corporate card, so tell us the fields when you open it. The monthly invoice can be itemised by:

• Rider — who travelled
• Date and route — where, and when
• Cost centre — for departmental allocation
• Matter or project code — law firms and agencies bill this straight through to the client
• Employee ID — for systems that reconcile on it

If your finance team needs a field we have not listed, ask. It is a column, not a project.

What this does to expense reports

Mostly, it removes them. The ride lands on the company invoice rather than a personal card, so there is no receipt to chase and no surge to explain. Because tolls sit inside the flat rate, the number on the invoice is the number that was quoted when the ride was booked. Finance teams notice that before travellers do.

Who can book against the account

You name the eligible individuals when the account opens, and you change that list whenever you want. In practice it is one of three shapes:

• An assistant booking for an executive. The booker and the rider are different people and the invoice shows both.
• A manager booking for visiting clients. The rider is not an employee at all; the cost centre still resolves.
• The travellers themselves. A designated list of employees who book their own rides directly.

There is no per-booker fee and no seat licence. The list is an authorisation, not a subscription.

What we supply for vendor onboarding

• W-9
• Certificate of insurance — $1.5M commercial liability, a standing CPUC requirement under TCP #0046494-A
• TCP licence number — #0046494-A, verifiable with the California Public Utilities Commission
• Quarterly EV impact statement for ESG and scope-3 reporting, if your company reports on it
• Diverse-supplier classification — woman-owned, Choctaw Nation member owned

That last pair is not decoration. If your procurement team tracks diverse-supplier spend or fleet emissions, an all-electric, woman-owned, Native-owned licensed carrier books into two categories at once.

Call (858) 522-0264 Start an account

Related

• Corporate accounts — EV carbon reporting and diverse-supplier detail
• Executive corporate car service
• Standing monthly orders — the same route on a repeating schedule
• Hourly and full-day charter — for executive days with a moving schedule
• The full published rate card