Taxis for businesses: how invoicing and the corporate account work

For a company to justify a taxi journey it needs, at the very least, proof of payment; and if it wants to treat it as a tax-deductible expense, the usual thing is to ask for an invoice with the company's tax details: registered name, tax ID (NIF) and registered address. When trips are frequent, some companies agree a corporate account with their supplier that groups journeys into a periodic invoice. Each supplier's terms vary, so always ask beforehand what documents they can issue.

In this guide we explain the options in practical terms, so that the accounts department and the traveller know what to ask for. For specific tax questions, check with your accountant.

• Receipt or ticket. This is the proof of payment for the journey. It works as supporting evidence for an expense claim, but it is not always enough for tax purposes.
• Simplified invoice. A simpler document than a full invoice; depending on the details it includes, it may or may not be what your company needs.
• Full invoice. It includes the tax details of both the issuer and the recipient. It is the one a company normally asks for when it wants to deduct the expense.

The key is to ask for it at the time or when booking, providing the company's details, rather than trying to get it weeks after the trip.

It is an agreement between a company and a taxi supplier to centralise journeys. Although each supplier has its own terms, it usually works like this:

• The company provides its tax details and agrees on the payment method.
• It decides who can order taxis charged to the company.
• Journeys are grouped into a periodic invoice with the details of each service.
• The company reviews that invoice and enters it in its accounts in one go.

It makes sense when there are many trips a month. If the company only travels now and then, it is usually more practical to book journey by journey. If you are interested in centralising your airport transfers with us, call us and we will explain which invoicing options we can offer you.

Online payment when booking

When you book on our airport taxi booking page you can pay with the company card through the secure Redsys payment gateway. The traveller does not have to pay anything up front and the company has the proof of payment from the outset.

Payment to the driver

The employee pays by card or in cash at the end of the journey and asks for the receipt. We cover card payment in taxis in the obligation to accept card payments.

Fixed price: less work for the accounts team

With a fixed fare by zone, each airport journey costs the same in both directions, regardless of traffic; from inside the M-30 it is €33. Checking expenses is easier when amounts do not vary from one trip to the next. You can look up the zones in the airport fares.

• What type of invoice they issue and how often.
• How authorised employees are identified.
• What details are shown for each journey: date, origin, destination, passenger.
• Whether airport prices are fixed or metered.
• How cancellations and flight changes are handled.
• Whether they have larger vehicles for teams.

You will find a fuller list of criteria in how to choose a taxi service for corporate travel, and an overview of how we work with businesses in our airport taxi service for businesses. If you are still deciding whether a taxi pays off compared with other options, read the advantages of taxis for businesses.