· 1 min read
Opening a corporate ground transport account: what actually happens
Authorisers, cost centres, spend limits and one monthly invoice. The unglamorous mechanics, explained properly.
Corporate ground transport is a reporting problem as much as a transport one. The cars are the easy part. What travel managers actually need is control over who can book, visibility of what was spent, and an invoice their finance system can process without forty attachments.
What we need to open an account
- The legal entity name and billing address.
- Named authorisers — the people who may book, and who they may book for.
- How you want trips coded: cost centre, project, matter or client number.
- Spend limits, if you want them, per traveller or per trip.
- Where the invoice should go, and in what format.
How booking works afterwards
Authorised bookers request by phone, email or the online system. The traveller does not need to present a card, sign anything or expense the trip. Requests outside the agreed limits come back to your travel desk rather than being quietly approved.
What the invoice looks like
One monthly statement, every trip on its own line, with date, traveller, route, vehicle class and your own reference code carried through from the booking. That code is the part people underestimate — it is what turns a transport invoice into something that can be allocated without a human reading each row.
Duty of care
Every journey records the assigned chauffeur, the vehicle, the route and the timestamps. If your insurer or your health-and-safety policy asks how you know a travelling employee got from the airport to the hotel safely, that record is the answer. It is also why unbooked rideshare is increasingly awkward for companies with real obligations.
How long it takes
Most accounts are live within a couple of business days. Start on the corporate page or through contact.
