Corporate Chauffeur Accounts: How to Set Up PO Billing and Net-30 Invoicing Without Chasing Payments

What does a corporate account actually need to be billable?

Corporate travel bookers rarely care which car you send. Their accounts-payable team cares whether the invoice can be matched to an approved purchase order and pushed through the system without a human intervening. If a reference is missing, your invoice goes into a query queue and your net-30 quietly becomes net-60.

So the fields you capture at booking time are the fields that get you paid. Capture them on the booking form, not by email afterwards.

• Purchase order number, or a standing PO with a value cap and expiry date.
• Cost centre, department or project/matter code — whatever their finance system reconciles on.
• Booker name and passenger name, kept separate: one approves, the other rides.
• Billing entity and remittance email — often a shared AP mailbox, not the booker.
• Agreed rate card reference, so the amount matches a rate the client already approved.

How do you structure PO billing so invoices are never queried?

The pattern that survives an audit is simple: one account per billing entity, one rate card per account, one consolidated invoice per period, and every line item on that invoice traceable to a job number and a PO.

What is a sane net-30 collection routine?

Chasing is a symptom of an undefined process. Put the process on a calendar and it mostly runs itself.

• Day 0 — issue the invoice to the AP mailbox with the PO in the subject line and the CSV attached.
• Day 3 — confirm receipt and that the invoice entered their system. This single step prevents most disputes.
• Day 21 — courtesy reminder to booker and AP together.
• Day 31 — formal overdue notice quoting the agreed terms and any late fee.
• Day 45 — new bookings on that account require prepayment until the balance clears.

Card on file, direct debit or invoice — which for whom?

Not every corporate client should be on terms. Terms are a credit decision. Offer invoicing to clients with steady volume and a real AP function; keep everyone else on a card on file or a pre-authorised debit, which settles the same week and removes the collection cycle entirely.

A practical middle path: card on file as the fallback method on the account agreement, charged automatically when an invoice ages past the agreed terms.

What should the software do for you here?

Corporate billing is where spreadsheets fail first. What you want is corporate accounts with their own rate cards, mandatory reference fields at booking, consolidated invoice generation, and an ageing view that tells you which accounts are past terms without you building a report.

In Limozoft this sits inside the platform — corporate accounts, PO fields, consolidated invoicing, payment collection and an ageing view — at one-time setup from $399, then $10–$40/month by fleet size, with no per-trip, per-booking or per-driver fees. Payments settle to your own processor account, so the money lands in your bank rather than a vendor's.