In short
- Book by email or phone. No card at the point of travel, no app, no personal payment to reclaim.
- One itemised invoice a month with VAT shown separately, ready to hand to finance.
- Agreed rates on regular routes, so event travel can be budgeted before it happens.
- The booker does not have to be the traveller. Assistants book for teams and clients routinely.
- No minimum spend and no contract. Most accounts start with a single event.
The problem an account actually solves
Most corporate travel friction is not about vehicles. It is about administration. Nine people travelling to the same event book separately, pay personally, and produce nine receipts of differing formats, which then require nine expense claims, nine approvals and a reconciliation by someone in finance who did not attend.
An account replaces all of that with one arrangement and one invoice. The fares themselves are competitive, but the thing account customers mention when asked is the disappearance of the paperwork rather than the price.
How it works
There are four practical differences from booking as an individual.
| Element | Without an account | With an account |
|---|---|---|
| Booking | Card payment per journey | Email or phone, no payment at point of travel |
| Who books | The traveller | Anyone authorised, travelling or not |
| Pricing | Quoted per job | Agreed rates on your regular routes |
| Billing | Individual receipts | One itemised monthly invoice with VAT separated |
| Records | Collected by each traveller | Held centrally and reissued on request |
Setting one up
Get in touch with your company details, who will be authorised to book, and who should receive invoices. There is no minimum spend and no contract to sign or exit. Most accounts begin with one event and grow from there once the billing has been seen in practice.
What you can book on it
Everything we do, which for most companies means some combination of the following.
- Client entertaining — collections from several addresses, an event, dinner, and home afterwards
- Conference and delegate travel — the same journey for several days, block booked
- Exhibition crews — build day, show days, breakdown, with the vehicle sized for stand materials
- Roadshows and multi-site days — the driver stays across the itinerary rather than being re-booked
- Away days and team events — minibuses and coaches with a late return
- Airport and station legs — for visitors, with flight tracking
- After-hours staff travel — with driver details supplied in advance
Budgeting, and why agreed rates matter
You cannot budget a metered fare. That sounds obvious, and it is the single most common frustration we hear from people who organise corporate events: the transport line in the budget is an estimate until after the event, at which point it is a variance to explain.
Agreed rates fix that. We price your regular routes once, they hold, and the figure that goes into the event budget is the figure that appears on the invoice. For irregular journeys we quote a fixed price before the booking is confirmed, which achieves the same thing.
Duty of care
Organisations with formal travel policies usually raise this before anything else, and it is a reasonable thing to raise.
Sending staff home late from an event, or moving clients after a drinks reception, carries an obligation. An ad hoc app booking discharges it poorly: nobody at the company knows who is driving, in what, or whether the journey happened. A booked vehicle with a named driver and a registration supplied in advance is a materially better position, and it is one that can be evidenced.
If your organisation has specific requirements around documentation, licensing or driver checks, tell us and we will confirm in writing what we can provide, rather than asking you to accept a general assurance.
VAT and what finance receives
The monthly invoice is itemised by journey, showing the date, route, vehicle and passenger reference where you have supplied one, with VAT shown separately.
It is designed to be handed straight to accounts without a follow-up conversation, which is the actual test of whether an invoice is any good. If your finance team needs a specific reference, cost code or purchase order number carried through onto the invoice, tell us at setup and we will include it.