Corporate Car Service Accounts & Monthly Billing

Simplify Ground Transportation for Your Organization

Managing executive and employee transportation ride-by-ride is time-consuming and messy.

Seattle Black Limo offers corporate car service accounts with monthly billing, designed for:

  • Executive teams and board members
  • Visiting clients, investors, and candidates
  • Staff traveling regularly between offices, airports, and events

With a corporate account, your company gets centralized billing, consistent service standards, and a single point of contact for all Seattle-area chauffeured transportation.

Who Corporate Accounts Are Designed For

Our corporate accounts are built for organizations that:

  • Book airport transfers and point-to-point rides multiple times per month
  • Host regular visitors – clients, investors, board members, job candidates
  • Run multi-office operations across Seattle, Bellevue, Redmond, and the Eastside
  • Organize meetings, conferences, and corporate events with transportation needs

Typical users include:

  • Executive assistants and chiefs of staff
  • Office and facilities managers
  • Travel managers and HR teams
  • Event planners and marketing teams

Instead of starting from scratch with a new provider for each trip, you work with one established vendor who already understands your standards and preferences.

Benefits of a Corporate Car Service Account

Centralized, Predictable Billing

  • One invoice instead of dozens of random receipts
  • Monthly summaries for easier reconciliation and budgeting
  • Optional department or cost center breakdowns

This reduces administrative overhead for finance, accounting, and P-cards.

Standardized Service Across All Riders

All authorized passengers receive:

  • The same professional chauffeur standards
  • Access to premium sedans, SUVs, and Sprinters
  • Clear pickup protocols at airports, offices, and venues

You set the expectations once; we apply them to every ride.

Easier Booking for Assistants & Coordinators

Executive assistants and coordinators can:

  • Book on behalf of executives and guests under one account
  • Reference saved profiles, preferences, and frequent routes
  • Receive confirmations and updates without managing payments each time

Transportation becomes a tool, not a bottleneck.

How Corporate Accounts Work?

1. Account Setup & Profile

We start by creating a corporate profile that captures:

  • Legal entity and billing contact details
  • Primary locations (offices, hotels, frequent airports)
  • Key executives and VIPs who will use the service
  • Any specific requirements or policies (dress code, vehicle preferences, etc.)

This profile guides how we serve your company across all bookings.

2. Authorized Users & Bookers

We then define:

  • Who can ride under the account

Executives, employees, guests, and VIPs

  • Who can book under the account

Executive assistants, office managers, travel coordinators

You can also specify:

  • Which users or departments require pre-approval
  • Any internal reference requirements (project codes, cost centers, POs)

3. Payment Terms & Invoicing

Together, we agree on:

  • Billing frequency (typically monthly)
  • Payment method – ACH, card on file, or other approved methods
  • Invoice format – summary, line-item, or both

Invoices can include:

  • Passenger names and ride dates
  • Pickup/drop-off locations
  • Internal reference fields (PO, department, cost center)

Rate Structures & Common Routes

Preferred Rates on Common Routes

For qualified accounts and consistent volume, we can discuss:

    • Office ↔ Sea-Tac Airport
    • Office ↔ hotels used for guests
    • Office ↔ key partner locations

      This keeps budgets predictable and makes it easier to approve trips in advance.

      Hourly and As-Directed Options

      For days with multiple meetings and stops:

      • Hourly service can be billed under your account
      • Vehicles and chauffeurs stay on standby between meetings
      • All hours and mileage are itemized on your monthly invoice
      • This is ideal for:
      • Board meetings and leadership off sites
      • Investor roadshows and partner tours
      • Conference days and corporate events

      Controls, Policies & Reporting

      Booking and Usage Controls

      Depending on your internal policies, we can help you:

      • Limit which service categories certain users can book (e.g., sedan vs SUV only)
      • Require approval for bookings over a certain distance, cost, or vehicle type
      • Restrict booking to specific domains or individuals

      This helps keep usage aligned with your travel and expense policies.

      Clear Policies on Wait Time, Changes & Cancellations

      Your corporate account can be configured with:

      • Standard grace periods for wait time
      • Clear rules on cancellations and no-shows
      • Guidelines for last-minute changes (where we will always try to accommodate, subject to availability)

      These policies are communicated up front so coordinators know what to expect when schedules shift.

      Reporting for Finance & Management

      Upon request, we can provide:

      • Periodic usage summaries (by department, rider, route)
      • Insights into peak usage times and common routes
      • Data to support internal budgeting and planning

      This helps you see how ground transportation supports your broader operations.

      Examples of Corporate Use Cases

      Executive & Board Transportation

      • Home and hotel pickups for executives and directors
      • Pre-scheduled transportation for board meetings and strategy days
      • Coordinated arrival/departure logistics for out-of-town directors

      Client & Partner Visits

      • Airport pickups with Meet & Greet options
      • Office ↔ hotel ↔ dinner transfers
      • Same-day return trips or onward connection to Sea-Tac

      Recruiting & HR

      • Airport and hotel transfers for job candidates
      • Office visits and final-round interview days
      • Discreet, professional experience that reflects your employer brand

      Corporate Events & Conferences

      • Shuttles for attendees between hotel, venue, and office
      • VIP treatment for keynote speakers and special guests
      • Multi-vehicle operations managed under one account and invoice

      Onboarding Your Company Step-by-Step

      Professional chauffeur standing beside a luxury black sedan.
      1. Initial Consultation
        • Share your typical transportation needs, volume, and pain points.
      2. Proposal & Agreement
        • We propose account structure, terms, and any rate framework.
        • You review and approve the arrangement.
      3. Account Setup
        • We configure your profile, contacts, allowed users, and billing preferences.
      4. Pilot Period (Optional)
        • Test the setup with a few key users or departments.
        • Adjust any details before wider rollout.
      5. Rollout & Ongoing Support
        • Communicate the new account internally.
        • Your team starts booking under the corporate account.
        • We provide ongoing support via dispatch and account management.

      Frequently Asked Questions

      If your organization books multiple rides per month—especially executive airport transfers, client visits, or recurring meetings—then a corporate account with centralized billing can save time and streamline administration. For very occasional use, individual trip billing may be sufficient.

      Yes. A corporate account defines how rides are organized and billed, not just the payment method. We can keep a corporate card on file and still provide monthly consolidated statements and reporting for that card.

      Yes. We can include department codes or cost centers on each ride and either generate one invoice with departmental breakdowns or separate invoices by department, depending on your preference and volume.

      We understand that executive schedules change quickly. While advance booking is always ideal, corporate account clients receive priority handling for late requests, subject to availability. We’ll always be transparent about what’s possible in a given time frame.

      Yes, as long as the ride is booked by an authorized booker or clearly approved under your corporate account. Many companies use their account to provide transportation for important guests as part of the overall experience.

      Start by contacting us with basic information about your organization, typical trips, and expected volume. We’ll outline an account structure, billing approach, and any applicable rate framework, then finalize the details so you can begin booking under your new corporate account.