Corporate Taxi Accounts: Cost Centres, Budgets and One Monthly Invoice (2026)

Corporate ground travel creates paperwork: a receipt per ride, an expense claim per employee and a finance team matching them to projects weeks later. A corporate taxi account removes most of it. This guide covers cost centres, project codes, department budgets, one consolidated invoice, VAT and multi-office billing.

How do cost centres and project codes work on a taxi account?

The company is set up once as an account with its own billing contact. Each trip is then booked with a cost centre, department or project code, either typed by the booker or fixed to the employee. The code is stored on the trip and printed on the statement, so finance can group spend without opening a single receipt.

• One account, many bookers: staff book in their own name; the trip bills to the company.
• Code on every trip: cost centre, department or project code is mandatory or defaulted.
• Statement by code: the monthly statement subtotals each cost centre.

Taxi Web Design's corporate account portal includes cost centres and monthly statements, so an operator can offer this to a client. See how to set up corporate accounts with monthly invoicing.

How do you get one consolidated monthly invoice?

Ask for account billing. Instead of paying each ride by card, every trip is added to the account during the month and the operator sends one statement or invoice at month end. The same method works in Galway, Thessaloniki, Seville, Malaga, Bydgoszcz, Lodz or any other city, as long as a local operator offers corporate accounts.

Can you set department budgets?

Budgets come in two forms. A soft budget reports spend per department and alerts a manager at a threshold. A hard budget blocks bookings once the limit is reached. Both need a code on every trip, which is why cost centres come first. If you need hard limits for offices in, say, Manchester and Leeds, ask the provider to show them working before you sign; do not assume they exist.

What makes an invoice VAT-compliant?

Requirements vary by country, but an invoice normally shows the supplier's legal name and tax number, your company details, the date, the service, the net amount, the VAT rate and the VAT amount. Italy, Poland and Spain each add local rules, so ask whether the provider issues invoices in the local format and have your accountant approve a sample.

How do you stop manual expense reports and receipt scanning?

Move from reimbursing individuals to billing the company. Consultants visiting clients in Bristol or a sales team travelling around London book under the account, the trip record is created automatically and nobody scans a receipt. Finance reconciles one statement against cost centres.

How do you centralise taxi billing across several countries?

Use one master agreement with per-country invoices rolled into a single report. Check three things: the invoice currency per country, local tax details on each invoice, and whether one login shows spend across all offices.

What should a company ask a taxi provider?

• Can every trip carry a cost centre or project code?
• Are statements monthly, and can I export CSV or PDF?
• Are department budgets alerts or hard limits?
• Can invoices carry VAT or local tax details?
• How are employee ride credits or vouchers handled?

Read next: approvals, duty of care and ride tracking, how to win corporate travel accounts and taxi dispatch software pricing.