Corporate Limousine Service

Start with what changes on the day itself. Nobody hands over a card. The ride is booked against the company rather than against a person, so your traveller gets in the car and gets out again, and that is the whole transaction from their side.

Behind that, three things get easier. Your bookers stop retyping the same addresses, flight preferences and vehicle notes, because we hold them on the account. Finance gets one bill on a cycle instead of many at random. And you get a record of every trip your people took, which you do not have when rides are scattered across personal cards and app histories.

The billing point is usually what makes companies call. Direct billing means employees are not carrying company costs on personal cards and waiting to be paid back, and accounting is not piecing together ride histories at month end.

What an account is not, is a different standard of driving. The car, the chauffeur and the flat rate are the same whether you book once or two hundred times. It changes the paperwork, the control and the visibility, not the ride.

It is a short conversation, not a procurement marathon. We need enough to bill you correctly and enough to know who is allowed to spend.

Then we agree the commercial terms in writing before the first ride. Payment terms, the invoice cycle, what happens on a late payment, whether there is a credit limit and what it is set at. We do not publish those numbers here, because they depend on your volume and your own finance policy, and a number on a web page is not a commitment to your company. Ask for yours in writing and hold us to them.

Some companies need a supplier pack before they can set us up as a vendor. That usually means a certificate of insurance, WSIB clearance, our City of Toronto licence details, and a note on how we handle passenger information. Ask for whichever your procurement team requires.

Settle one more thing at the start. Decide who at your end can change the account, not just book on it. That is the person we call when a request looks unusual.

What we ask for when you open an account

• Legal company name, billing address, and your business number if finance wants it on file.
• One billing contact, with the email address invoices should go to. A shared finance inbox beats a single person who takes holidays.
• The people who may book, with names, work emails and mobile numbers.
• How you want trips coded: cost centre, department, project number, matter number, or nothing at all.
• Anything standing, such as a preferred vehicle type, a default pickup address, or a traveller who always needs a child seat.
• Your purchase order requirements, if your system will not pay an invoice without a PO number.

Rides go on the account and you are invoiced on a cycle agreed when it opens. Most clients want one consolidated invoice covering a period rather than a charge after every trip, and that is the normal setup.

HST appears as its own line with our registration number on the invoice, because your finance team needs that number to claim the input tax credit. Check it is there on the first invoice rather than at year end. Travellers who still want a receipt for their own records get one per ride by email, even though the company is being billed.

The reference field is the part worth setting up properly. If your bookers enter the cost centre when they book, your invoice arrives already sorted the way your ledger is sorted, and nobody has to allocate forty lines by hand. If they do not, somebody at your end will, usually the week the accounts close.

If you need the detail in a format your expense system can read rather than a PDF, say so at setup and name the system. Easier to agree than to retrofit later.

What appears on each line of the invoice

• Date and time of the trip.
• Passenger name, and the booker where that was someone else.
• Pickup and drop off, plus the flight number where there was one.
• Vehicle type.
• Your reference: cost centre, department, project or matter number, whichever you asked us to carry.
• The fare, with any extras such as waiting time, an added stop or a Highway 407 toll shown separately rather than folded into the total.