Corporate Accounts

What a corporate account is

Most of the business travel through Pearson is organised by someone who is not travelling: an executive assistant, a travel manager, a department administrator at a university or a hospital, an event coordinator. The account is built for that person. It is also built for the finance team who has to reconcile a hundred airport transfers a month against expense reports, and for the compliance officer whose travel policy asks who drove the CFO and in what car.

What the account holds

• Travellers — names, mobile numbers, preferences (the CFO in the Premium Sedan, the sales team in Executive Sedans), and the standing instruction for each.
• Cost centres — coded on every booking so the invoice reconciles to the ledger without a spreadsheet.
• Vehicle standards — decide once that visiting directors get the Premium Sedan and project teams the Luxury SUV, and every booking inherits it; overrides are one line in the notes.
• Bookers — assistants and coordinators who book under their own reference and see their own trips.
• Billing — monthly invoice by email, exportable for travel-management systems, with every trip listed.
• Preferred addresses — the office, the plant, the hotels the company uses, the FBO — so a booking is three clicks.

The invoice, and the duty-of-care record

Every trip on the monthly invoice shows the date, the traveller, the booker, the cost centre, the pickup and drop, the flight number, the vehicle class, the chauffeur and the fare — a figure known when the trip was booked, not discovered on a receipt. Every confirmation, on the day, carries the chauffeur's name, mobile number and vehicle plate, which is the record a duty-of-care policy asks for and the thing a travel manager needs at 11 pm when a traveller's phone is off. Exports are clean for Concur, SAP and the other travel-management systems.

Fixed fares and standing routes

The account's quote history is its rate card: every trip ever booked, with the address, the class and the fare. Standing routes — the head office to Terminal 1, the Oakville plant to Terminal 3, the downtown hotel to the Airport Corporate Centre — are quoted once and the figure is stable for the account. The flat-rate page explains what is inside a fixed fare; for an account, the point is that the same trip costs the same on a Tuesday in March and at midnight on Christmas Eve, and nobody argues about a surge charge on an expense report.

Changes at any hour

Flights change at 11 pm. Account clients have a direct line and an email watched around the clock; a change is confirmed back in writing, not left to a voicemail. Flight-number changes are free and the pickup follows the aircraft; a cancelled flight moves the pickup with one message; address and class changes are re-quoted by the engine and confirmed to the booker.

Roadshows, site tours and multi-city days

Investor roadshows, board visits and site tours are booked hourly with one chauffeur for the day and the itinerary shared the evening before; the vehicle waits at each stop and the car is the traveller's office between them. Add Montreal, Ottawa, Calgary or New York and the same account books the far end through the LimousineWorldwide.Directory network, confirmed in writing before departure. The transportation page explains the hourly format.

Groups, events and conferences

A delegation of fourteen in the Executive Sprinter, a conference block moved by Mini Coach on a standing schedule, keynote speakers in Premium Sedans alongside — all on the account, one confirmation per vehicle, one invoice. Event coordinators send the schedule and the flight list; we build the reservation from it. The private shuttle page covers the group formats.

Who holds accounts

Universities and colleges — Waterloo, Western, McMaster, Laurier, Toronto's institutions — for visiting academics and delegations; hospitals and health networks for visiting clinicians and patients' families; law and accounting firms for partners and clients; the airport-strip and Airport Corporate Centre head offices; technology companies in the Waterloo corridor and downtown; sports programmes and tournament organisers; airline, film and energy operations moving crews on rotation. The route pages describe the journeys each of these makes most.

Opening an account

Email support@pearsonairporttransfer.com with the company name, the billing contact and the first bookers' names, and the account is open the same day; there is no fee and no minimum. Existing bookings can be moved onto it. Private travellers who book a few times a year do not need one — the engine's fixed fare is the same — but any organisation booking monthly will find the invoice worth having.

Book under your account

Private aviation on the account

Corporate flight departments run FBO pickups at Pearson, Billy Bishop, Waterloo and Hamilton on the same account: the operator or tail number and the ETA on the booking, the chauffeur ramp-side at the FBO when the aircraft parks, the luggage moved directly from the hold. The transportation page describes the FBO pickup.

Cross-border and international

Detroit, Buffalo, New York and the rest of the United States are on the account with the bridge toll inside the fare and passports at the crossing — the cross-border page explains the timing. Other provinces and other countries are arranged through the network and confirmed in writing before departure, on the same invoice.

A worked month on the account

A mid-sized Toronto law firm books forty-two airport transfers in a month: partners to Terminal 1 for the New York and London flights, clients met at Terminal 3 from Vancouver and Calgary, a visiting expert from Frankfurt met by name at the pre-arranged desk and delivered to the hotel, two roadshow days by the hour. Six assistants book under their own references; the finance team receives one invoice on the first of the month with forty-two lines, each coded to a matter number, each with the fare that was on the confirmation, and exports it to the practice-management system in a minute. Nobody submits a taxi receipt; nobody argues about a surge fare at 11 pm; the risk officer has forty-two chauffeur names and plates on file.

Universities and hospitals: the visiting-guest booking

The commonest account booking at a university is the visiting speaker: a flight number sent by the department administrator, a chauffeur at the pre-arranged desk with the guest's name, delivery to the faculty building or the hotel, and a line on the department's cost centre. Hospitals do the same for visiting clinicians and for patients' families travelling for treatment, with the requirement noted at booking and the SUV assigned. The Kitchener-Waterloo, Hamilton and London route pages describe the institutions each region sends through Pearson.

Travel policy compliance

Most corporate travel policies now ask three things of ground transport: a fixed or capped fare, a licensed and insured operator, and a duty-of-care record of who drove whom in what. The account answers all three on every confirmation, and we provide the insurance certificate and the licensing record for the policy file on request. For policies that require a preferred-supplier agreement, we sign one; for those that require quarterly reporting, the invoice export is the report.

Same-day and after-hours

Account bookings for the same day are taken by phone or email until the last car is assigned; the early-morning departure bank is the busiest hour and the one to book the evening before. After-hours changes — a flight cancelled at midnight, a guest who missed a connection — are handled by the same line, and the booker receives the revised confirmation before morning.

Airport-strip and Corporate Centre accounts

The head offices on Dixon Road and in the Airport Corporate Centre are ten minutes from the terminals and their travellers fly daily; their accounts run the highest volume of any and the shortest transfers. For them the value is the schedule — a car at the office at 6:40 for the 8 am flight, every day — and the invoice. The airport hotels page describes the strip.

Billing terms

Invoices are monthly by default, with net terms agreed at account opening; card on file, pre-authorised debit and purchase-order billing are all supported. Individual trips can be billed to a traveller's own card while still appearing on the account's report, for organisations that reimburse rather than pay directly.

Setting up: the first week

Day one, the account is opened by email with the company name, the billing contact and the first bookers. Day two, the bookers receive their references and book their first transfers; the vehicle standard by traveller grade is set in a sentence. Week one, the preferred addresses — the office, the plant, the hotels, the FBO — are added so that a booking is three clicks, and the first invoice period begins. There is no onboarding call unless you want one, no software to install, and no contract beyond the billing terms; the engine and the email are the system.

Reporting, quarterly and on request

The monthly invoice is the record; a quarterly export by cost centre, by traveller or by route is produced on request for budget reviews and for travel-policy audits, and a year-end summary for the finance team. For organisations that benchmark ground-transport spend, the fixed-fare history is the cleanest data set they will have.

Confidentiality

Corporate travellers' names, itineraries and destinations are visible only to the account's bookers, the dispatcher and the assigned chauffeur; an investor roadshow's route is not discussed in the car and not recorded beyond the booking; the vehicles are unmarked. Non-disclosure terms are signed on request for accounts that need them.

Accounts beyond Toronto

An account books the far end of a trip too — a car at Heathrow for the London office, a car in New York for the Manhattan meeting — through our own fleet in the United States and the LimousineWorldwide.Directory network elsewhere, confirmed in writing before departure and on the same invoice. The network page explains how a network leg is confirmed.