Setting up a corporate chauffeur account

A corporate chauffeur account is the boring infrastructure that turns occasional airport rides into a billable utility your finance team doesn’t have to think about. For Toronto-area companies that move executives, recruit candidates, or run roadshows, the setup is genuinely a five-minute exercise — and the day-to-day after that is invisible. Here’s exactly what’s involved.

What’s actually involved in the setup?

Step one is a one-page credit application. It asks for company legal name, billing address, primary contact, accounts-payable contact, signing authority, expected monthly volume, and three trade references (other vendors who can confirm you pay on time). For most established companies — anyone with a CRA business number and 2+ years of operation — the credit check is a same-day approval.

Step two is the account-manager intro. A named dispatcher is assigned as your single point of contact for booking, billing, and dispute resolution. You get their direct line and direct email. They’re the person you call if a chauffeur is late, an invoice line item is wrong, or your CEO needs a Sprinter for an unscheduled board dinner. Same person every time. They know your senior travellers by first name within the first month.

Step three is the expense-tool integration. We export monthly invoices in the format your accounting system needs — Concur receipt format with split-line cost-centre coding, Expensify receipt with merchant-category-code 4111, SAP Concur with project-code fields, or a custom CSV that drops into whatever in-house system you’ve built. The first month’s invoice arrives as a test; we adjust the format if needed. By month two it flows through automatically.

What does the monthly invoice actually look like?

One PDF, sent to your accounts-payable contact on the first business day of the following month. Each ride is a line item: date, pickup time, pickup address, drop-off address, passenger name (or coded as required), vehicle class, flat rate, and any add-ons (meet-and-greet inside arrivals, child seat, additional stop). At the bottom: subtotal, HST, and total. Terms net-30.

For companies that need per-cost-centre splits, each ride includes a cost-centre or project-code field that the booker selects at the time of booking — the field appears in the booking form and is required. The monthly invoice groups rides by cost-centre, so when you receive it, the Marketing department’s airport runs are separated from the Finance department’s roadshow rides without any manual re-categorisation by the AP team.

For companies on a purchase-order system, we can attach a PO number to each individual ride at booking time or to the monthly invoice as a whole. The dispatcher confirms the PO process during account setup.

How does recurring-route programming work?

If your senior VP flies from her Mississauga home to YYZ every Tuesday morning at 6:00 a.m. and returns from BUF every Friday at 4:30 p.m., we program those rides once and they auto-confirm thereafter. The booker is sent a weekly digest every Friday afternoon: “Here are the 11 recurring rides confirmed for next week, click to modify any.” If nothing needs to change, no action is needed. The chauffeur shows up.

Recurring routes are also the basis for the 5% volume discount. Once your monthly spend crosses $5,000, the recurring rides are automatically discounted on the invoice. The flat-rate matrix doesn’t change; the discount appears as a single line item at the bottom of each month’s invoice.

For temporary recurring runs — a six-week roadshow with the same Toronto-to-Pearson-to-Calgary cadence every Tuesday and Thursday — we program the run with an end date. No need to remember to cancel.

How does this integrate with Concur or Expensify?

For Concur, we deliver invoices in the SAP Concur receipt format with merchant-category-code 4121 (limousine service) so they auto-categorise. The cost-centre field maps to your Concur cost-centre dictionary; we receive that dictionary at setup and the bookers select from the list when they book. Receipts attach to the right traveller’s expense report automatically.

For Expensify, the same flow: receipts arrive at the traveller’s Expensify inbox (or the company’s central Expensify mailbox), pre-coded with merchant, date, amount, and cost-centre. The traveller’s approval step is a single click.

For SAP, Workday, Oracle, or a custom ERP, we export a monthly CSV with the field structure your finance team specifies during onboarding. The first month is a test load to confirm the columns line up; from month two it’s automated.

For smaller companies on Quickbooks Online or Xero, we deliver a PDF invoice plus a CSV of line items. Your bookkeeper imports the CSV into the right accounts at month-end. Total monthly time investment: about 10 minutes for the AP person.

What’s the cancellation policy?

For corporate accounts, the cancellation window is 2 hours before pickup with no fee — versus 24 hours for retail bookings. The wider window matters: flights get cancelled, meetings shift, board calls run long. The dispatcher rebooks at no charge.

Inside the 2-hour window, the ride is billed at full flat rate. If the cancellation is due to an inbound flight cancellation, we waive the fee on a verified airline cancellation — flag it within 30 minutes of the original pickup and the dispatcher handles the waiver. This is the kind of thing that doesn’t show up in retail terms but is standard for corporate.

What if the chauffeur is late or something goes wrong?

The named account manager is your first call. Direct line, direct email, answers within 30 minutes during business hours and within 90 minutes overnight or weekend. If the chauffeur is more than 5 minutes late to a corporate pickup, you receive an automated SMS with the live ETA and the dispatcher proactively calls to triage. If the ride is materially wrong (vehicle doesn’t match booking, driver is not the assigned chauffeur, passenger experience didn’t match the standard), the account manager investigates and credits the ride if our error.

Corporate accounts have a service-credit policy that’s spelled out at setup: late arrival over 10 minutes credits 25%; wrong vehicle credits 50%; missed pickup credits 100% plus a sister-vehicle dispatched at our cost. The credit appears on the next monthly invoice. We disclose the policy in writing so there’s no negotiation needed when something happens.

What about insurance and certificates of insurance?

Every vehicle in the family network carries $5M passenger liability — the policy details and the certificate of insurance are emailed to your risk-management contact during setup, and re-issued annually or on request. For companies with formal vendor-risk-management programs (most enterprise customers and many mid-market ones), this is part of the standard procurement check and we have the documentation ready.

The COI lists your company as a certificate-holder if your procurement contract requires it. We can add additional-insured endorsements for specific engagements — board offsites, executive transportation for a public event, a CEO security detail — at no charge with 48 hours notice.

Related corporate-side pages

For the roadshow and hourly-charter side of corporate service, see our hourly charter page — three-hour minimums, the same vehicle and driver for the full duration, downtown-to-multiple-meetings routing. For corporate airport runs from outside the GTA, our YYZ Pearson page has the flat-rate matrix from 22 origin cities. For the cross-border corporate trip — a Detroit hub Delta connection, a Buffalo low-cost flight to a U.S. client — see our cross-border service page.

Open a corporate account at /contact/ (mark the message “corporate account inquiry”) or call +1 (647) 251-8100 and ask for corporate. Account manager assigned within 24 hours. First invoice format adjusted to your accounting system at no charge.