FLF Corporate account
Corporate taxi account and invoicing agreement
The passenger gets in and leaves without paying, and the costs arrive on one monthly invoice under the right cost centre. This page explains what a corporate taxi account means and how the invoicing agreement is built.
A company looking for a corporate taxi account usually needs two things: the employee can travel without their own payment card, and the cost lands in the right place without a pile of receipts. This page covers what the account means in practice, how an FLF invoicing agreement is built, who may book a ride on the company invoice and what appears on that invoice. We serve companies and organisations across Päijät-Häme, Kanta-Häme and Uusimaa, and our taxi office is in Lahti on Asentajankatu.
A corporate account does not necessarily mean a physical plastic card. In practice it is an agreed way of booking: a named booking channel, an email address, a phone number or an agreed customer reference that the person booking quotes with the ride. The booking method is written into the agreement so that both the driver and our invoicing know immediately whose account the ride belongs to. Advance bookings, contract runs and group transport are agreed directly with us by phone or email. A single ride can also be ordered through the usual local channels, but then it will not appear on the agreement's invoice.
Pricing is based on distance, time of day, vehicle class, passenger count and any waiting time. Regular routes get a fixed price, other rides an agreed tariff that does not move with demand. We do not publish prices online, because they depend on volume and the type of rides. Prices for businesses are quoted excluding VAT, and the 14 % VAT on passenger transport is added as its own line on the invoice. You usually have a quote the same working day, with no obligation.
1 invoice
per month for every ride
14 %
VAT on passenger transport
ex VAT
how business prices are quoted
2018
operating since
What a corporate taxi account actually means
In everyday language, a corporate taxi account is the arrangement where the passenger gets in, says the ride belongs to their employer's agreement and gets out without paying anything. No money changes hands, no receipt needs keeping and no expense claim has to be filed. The ride goes straight onto the company invoice, and the accounts team receives it already itemised. That is the real benefit: it removes steps from the passenger, the line manager and the finance team in one go.
A physical card is rarer today than the name suggests. For many companies the booking method is electronic: an agreed email address or phone number, a customer reference or a list of names used to identify the booking. We agree the form in the contract according to what suits you. What matters is not the form of the booking method but that the booking maps to the right agreement and the right cost centre.
So the account and the invoicing agreement are two sides of the same thing. The account is what the passenger experiences; the invoicing agreement is what works behind it. When you compare suppliers, ask three questions: how a booking is identified, how precisely rides are itemised on the invoice, and who you call when something goes wrong. Suppliers differ more in those three points than in the fare itself.
How the invoicing agreement is built
The agreement settles four things: where bookings come from, how a ride is coded, in what form the invoice is sent and who maintains the details.
- Booking channel: we agree one or two routes through which bookings reach us. The channel is written into the agreement so a stand-in booker can find it without separate instructions.
- List of bookers: we name the people or roles authorised to book on the company invoice. The list is updated by email when staff change.
- Coding details: you choose whether a ride is coded to a cost centre, project code, department or passenger name. Several levels can run side by side, for example cost centre and project code on the same line.
- Monthly statement: all rides for the month are collected onto one invoice, itemised ride by ride, so no individual ride invoices arrive.
- Invoice delivery: agreed in the contract. Give us your e-invoicing address and operator, or ask for the invoice by email, and we will use that channel.
- Format of the breakdown: tell us what form your bookkeeping needs the month's rides in, and we will agree it in the contract.
Who can book a ride on the company invoice
The person booking and the person travelling are not always the same. The agreement records who may book and for whom.
Staff
The employee books the ride through the agreed channel and states the cost centre. No separate approval is needed once the agreement grants booking rights.
Assistants and reception
One person books rides for a whole team or for visitors to the building. Both the booker and the passenger are then recorded on the ride.
Clients and guests
A ride booked for a guest goes on the company invoice. The guest does not pay, does not sign and does not need to know about the agreement.
Job candidates
You can book a ride for someone coming to an interview, for example from Lahti travel centre to the office and back. The ride is coded to the recruitment cost centre.
Subcontractors and fitters
An external worker arriving for a project can use the same agreement once booking rights and the project code have been agreed in advance.
What appears on the invoice, ride by ride
The breakdown is where the benefit of the agreement shows up in the accounts. Every line carries these details.
- Date and time the ride was driven.
- Pick-up and drop-off address, plus the distance travelled.
- Passenger name or another agreed identifier, such as a guest's name or a job number.
- Cost centre, project code or department, according to what was given at booking.
- Vehicle class and any waiting time, if the driver waited as agreed.
- Price excluding VAT, the VAT on its own line and the total.
Bookkeeping and VAT
VAT on passenger transport in Finland is 14 %. We quote business customers excluding VAT, and the tax appears separately on the invoice so your accountant can handle it directly. When rides are spread across several departments or projects, we agree in the contract how the lines are grouped on the invoice.
Whether taxi journeys are deductible depends on what the ride relates to. A journey that belongs to the company's operations is treated differently in the accounts from, say, a ride connected to entertainment or to staff leisure. We do not give tax or accounting advice, so check the treatment and deductibility with your own accountant or accounting firm. Our part is to make the invoice breakdown detailed enough for that decision to be made ride by ride.
If you use an expense management system, mention it when the agreement is set up. When rides go straight onto the company invoice, no expense claims are needed for taxi journeys at all, and the system only holds costs the employee genuinely paid themselves. The same applies to guests' rides: they generate no receipts for anyone to chase afterwards.
Wheelchair-accessible rides on the same invoice
Accessible minivan taxis belong to the same agreement as every other ride, which matters for care providers and occupational health services.
- Accessible vehicles are the Mercedes-Benz Sprinter, Volkswagen Crafter and VW Caddy Maxi: a wheelchair space, a lift or ramp, wheelchair anchoring and a seatbelt.
- The fleet meets Traficom requirements, including the minimum wheelchair space of 0.75 × 1.10 m and an interior height of 1.40 to 1.45 m.
- The driver assists into and out of the vehicle, and an escort travels in the same car.
- Care homes, sheltered housing units and occupational health clinics can book accessible rides on the same invoicing agreement as other rides, itemised for example by unit.
- Kela-reimbursed journeys are booked through the regional Kela number, and disability services transport in Päijät-Häme is dispatched by Lahden Aluetaksi on 03 2100 500. These are not invoiced under a company agreement; they run through that dispatch.
The agreement in four steps
- 01
Needs and volume
Tell us what kind of rides you need, how often and how many passengers at a time. An estimate is enough; we do not need an exact figure.
- 02
Booking channel and cost centres
We choose the booking method and the bookers, and decide how precisely rides are coded. It is worth bringing the person responsible for your accounts into this conversation.
- 03
Agreement and invoicing details
The agreement records pricing, booking rights, the e-invoicing address, the reference and payment terms. Rides can be booked as soon as it is signed.
- 04
The first month
After the first monthly statement we go through the breakdown together and fine-tune the coding if a detail is missing or sits in the wrong column.
Pricing
A corporate account is not a product with a price tag; the cost comes from the rides driven. Any monthly or service fees are agreed in the contract according to volume and scope. Prices are quoted excluding VAT; passenger transport carries 14 % VAT.
Contract tariff
Base pricing for rides that stays the same at peak times and at weekends. Invoiced according to the journey actually driven.
Fixed standard routes
Recurring routes, such as Lahti to Helsinki-Vantaa, get a single price that appears identically on every invoice.
Waiting and extras
Waiting time, additional pick-up addresses and an upgrade in vehicle class are priced separately and shown as their own invoice lines.
Request a corporate account
Tell us the estimated number of rides and how precisely you want them itemised. We will send a quote and a draft agreement, usually the same working day.
Frequently asked questions
What does a corporate taxi account cost?
There is no published list price for the account itself, because you pay for the rides driven. A ride's price comes from the distance, time of day, vehicle class, passenger count and any waiting, and advance booking matters too. Any monthly or service fees are agreed in the contract according to volume. Tell us your typical routes and ride numbers and you will usually have a quote the same working day.
Can we book a taxi on the company invoice without a card?
Yes. A physical card is not a requirement; invoicing rests on the agreement and the agreed booking method. A booking can come from a named email address, an agreed phone number or with a customer reference quoted by the booker. The driver does not need to see any card, because the ride was matched to the agreement at the booking stage. The method is recorded in the agreement and can be changed later by telling your contact person.
Do we get a breakdown by cost centre?
Yes. The ride is coded at booking to a cost centre, project code, department or passenger, and the monthly statement groups the lines the same way. The split is chosen when the contract is set up, and several levels can run side by side. Tell us when we set up the contract what form your bookkeeping needs the breakdown in.
Can we book a ride for a client or guest on the company invoice?
You can. The booker and the passenger may be different people, and both are recorded on the ride. The same arrangement works for a candidate coming to an interview, a trade fair visitor or a fitter arriving for a project. Give the guest's name and phone number when booking and the driver will find them without calling you. The guest pays nothing in the car, and the ride shows on the invoice under the agreed cost centre.
Is there a minimum volume or lock-in?
Setting up an invoicing agreement requires no minimum volume, and an agreement for occasional rides is usually open-ended. The contract period and notice period are written into the agreement case by case. If we agree fixed-price standard routes, where a vehicle and driver are reserved, a contract term is usually needed so the price can stay unchanged. Volume affects the price, not whether an agreement can be made.
Does invoicing cover wheelchair-accessible rides too?
It does. Our accessible minivan taxis are part of the same agreement, so a ride for an employee, client or guest who uses a wheelchair is invoiced like any other ride and itemised to the same level. This suits care providers, sheltered housing and occupational health clinics. Kela journeys and disability services transport run through their own booking channels instead, dispatched in Päijät-Häme by Lahden Aluetaksi.
Set up the invoicing agreement
Call our taxi office in Lahti or send a quote request. We will tell you what details the agreement needs and how to get the first ride on the road.