What Software Do Chauffeur Companies Use for Corporate Accounts and Invoicing?
Corporate work is where chauffeur and shuttle operators make real margin — but only if invoicing does not eat the margin in admin. Here is what the software handling corporate accounts actually does, and which setups small operators use.
What corporate accounts actually require
A facilities manager booking 40 airport transfers a month does not want 40 card transactions. They want: a portal where their staff book under the company, a PO or cost-centre reference on each ride, and one consolidated VAT invoice at month-end with a ride-level breakdown attached. If your software cannot produce that, you are doing it in spreadsheets — and that is where billing errors and unbilled waiting time live.
The setup most operators run
The dominant pattern is two tools, not one: a booking/dispatch platform that knows what a chauffeur job is (flight numbers, meet-and-greet, waiting time) and an accounting package (Xero or QuickBooks) that owns the ledger. The platform raises the monthly invoice; accounting reconciles it. Trying to run corporate accounts from a generic invoicing tool alone breaks the moment a flight is delayed and the pickup — and the charge — changes.
Features to demand before signing
Ask every vendor to demonstrate these live:
- Account portal — named bookers, their staff, your rates, no retail prices leaking
- Cost centres and PO references captured at booking, printed on the invoice
- Consolidated monthly invoice with ride-level line items and VAT split
- Stripe for retail rides, invoice terms for accounts — both in one system
- Export to Xero/QuickBooks without re-keying
Where Shuttle.Software fits
Shuttle.Software handles account customers, monthly consolidated invoicing and Stripe card payments for retail bookings from the $99/mo plan — so a 5-car operator can serve a corporate account with the same paperwork as a 100-car competitor. See the pricing page or try the live demo.
Frequently asked questions
What is consolidated invoicing?
One invoice per account per month listing every ride with date, passenger, route and cost centre — instead of charging a card per trip.
Do I need separate accounting software?
Yes, for the ledger and tax. The booking platform should export clean invoice data to Xero or QuickBooks so nothing is re-typed.
Can account staff book without calling me?
They should. A booker portal lets named staff book under the company account at your agreed rates, with the rides landing straight in dispatch.
How do I handle waiting time and extras on account work?
They must be captured on the job and flow to the invoice automatically — manually adding extras at month-end is where revenue leaks.
Ready to move?
Shuttle.Software is $99/mo flat with a one-time $299 setup and 0% booking commission — live in 3–5 working days.
Explore More →Or explore the full shuttle booking software product page →