Booking & billing
Booking for several executives without losing track
The hard part of an assistant's ground transport is not booking the car. It is that four people ride, and four different budgets should be charged.
Ask an executive assistant what goes wrong with car service and almost nobody says the car was late. They say that the January invoice arrived as one number, that three of the rides were for a partner whose costs go to a different entity, and that separating it took an hour she did not have.
The three ways people cope, and why two of them fail
The first is one login and one card for everyone, then a reconciliation exercise at month end. The second is a separate account per executive, which means several logins, several passwords, and no single view of the week. The third is booking by phone each time and relying on the operator to remember who gets billed how. The first creates work later, the second creates work now, and the third works right up until the dispatcher who knew your arrangement is on holiday.
What the structure should look like
One login for the assistant. Underneath it, a profile per executive holding that person's home and office addresses, their mobile, their card, their cost centre, and their preferences. At booking, you choose who is riding, and everything else follows from that choice — the reservation carries their name, the confirmation goes to the right people, and the charge lands on the right budget without anyone sorting it afterwards.
Preferences are not a nicety
Storing that one partner always wants a sedan and never wants conversation, and that another needs an SUV because of luggage, removes a decision from every booking. It also removes the thing an assistant most dreads: a new chauffeur who does not know an executive's habits and a traveller who assumes the assistant failed to mention them.
Who gets told what
Notification routing is worth setting deliberately. Some executives want the driver details themselves; some want everything to go to the assistant and nothing to their own phone. Getting this wrong in either direction is a small daily irritation — either the traveller is uninformed, or the traveller is pinged four times about a car he did not book.
The month-end test
The honest way to evaluate any ground transport setup is to look at the invoice and ask how long it would take to split it. If the answer is more than a couple of minutes, the structure is wrong, and no amount of service quality on the road will fix it.
Questions
Commonly asked
Can one assistant manage every executive from a single login?+
Yes. Our portal's Accounts feature is built for exactly this — an account per executive, each with its own profile, saved addresses and billing, all managed from your one login.
What happens when an executive travels with a colleague?+
You book under whichever account should carry the cost and add the second passenger to the reservation. The billing follows the account, not the passenger list.
Can we add a new executive ourselves?+
Yes, from the Accounts section of the portal. It does not require a call to us or a change to the corporate account.
Ready when you are
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