How to Invoice a Corporate Limo Account Monthly

Corporate clients — law firms, hotels, event planners, medical groups — usually don’t want a separate invoice for every ride. Their accounts-payable team wants one document a month that they can match against their own records and pay in one go. In the limo business that client is a house account, and the monthly document is a statement.

What is a house account in the limo business?

A house account is a client you ride first and bill later. Their people book trips through the month, and you send one statement covering all of them, usually after the month ends.

Before you open one, agree on and write down:

• Who may book on the account (named assistants, any employee, a travel desk).
• Where statements go: the billing contact’s email, plus anyone who needs a copy.
• Payment terms: Due on Receipt, Net 15, or Net 30.
• A PO number, if their accounts-payable team needs one on every statement.
• Any negotiated rates, such as a different gratuity percentage.

What should a monthly limo statement include?

A statement should let the client check every trip without calling you: one line per trip with the date, reservation number, passenger, routing, vehicle, and the trip’s charges, followed by the total, the due date, and how to pay.

• Header: your company name, logo, and contact details; the client’s company name and billing contact.
• Statement number, date, and period (for example, “October 1–31”).
• One row per trip: pickup date, reservation number, passenger name, pickup and drop-off (and stops), vehicle type, and the trip total.
• A charge breakdown per trip — base or hourly fare, wait time, gratuity, fees, tolls, parking — so the client can see why one airport run cost more than another.
• Totals: subtotal, tax, amount already paid, and balance due.
• Terms and due date, PO number, and how to pay (a pay-online link, ACH or wire details, or a check address).

The passenger’s name matters more than you’d think: it’s how an assistant reconciles your statement against who actually travelled.

How do I make sure no trips are missed?

Record every trip against the account when it’s booked, and close it out with actual times on the day it runs. Trips that live only in a text thread or a paper trip sheet are the ones that never get billed.

• Book the trip on the house account, not as a single ride, so it lands on the right statement.
• Mark it done the same day with garage-out, on-location, and drop-off times, plus any tolls and parking.
• Late cancels and no-shows that you charge for belong on the statement too.

When should I send the monthly statement?

Send it within the first few business days of the month, every month. A predictable date gets you into the client’s regular payment run; a late one pushes your money back a full cycle.

Use a clear cutoff: trips picked up before midnight on the last day of the month (in your local time) go on that month’s statement. Anything after that waits for next month. Review the statement before it goes out — check for missing tolls, a wrong passenger, or a trip booked on the wrong account.

What payment terms should I give a corporate client?

Net 30 is the most common term for established corporate accounts; Net 15 is reasonable for smaller clients; Due on Receipt suits new accounts until they’ve paid a few statements on time.

Whatever you choose, print it on every statement with the actual due date (“Due November 30”), not just “Net 30”. Make paying easy: a pay-online link for card or ACH bank debit gets you paid faster than waiting for a check.

What if a trip changes after the statement is sent?

Don’t quietly edit a statement the client already has. If they haven’t paid, void it and send a corrected one with a new number; if they have, put a credit or an extra charge on next month’s statement with a note explaining it.

Keeping sent statements unchanged means the copy in the client’s files always matches yours.

How do I follow up on late statements?

Watch your aging — how much is current, 1–30, 31–60, and over 60 days past due — and follow up on a schedule instead of when you happen to remember.

1. A few days before the due date: nothing, if you sent it on time with a pay link.
2. 1–7 days past due: a friendly email re-sending the statement link.
3. 15–30 days past due: a phone call to the billing contact; ask whether anything is holding it up (a missing PO, a disputed trip).
4. Over 30 days: talk to your main contact at the company about the account before booking more trips on credit.

Most late payments are paperwork problems — wrong email, missing PO — not unwillingness to pay. A clear statement prevents most of them.

How Farely handles this

In Farely, trips booked on a house account collect on that account’s open statement automatically. On the 1st, Farely closes last month’s trips into a numbered statement with the layout above and a PDF, and lets you know it’s ready. Nothing goes to the client until you review and send it. Clients can pay online by card or ACH, and each account shows its aging. See house accounts and statements.