Setting Up a Corporate Car Service Account in Chicago: Step by Step
How do I set up a corporate car service account in Chicago?
Call (224) 801-3090 or email corporate@royalcarriagelimo.com with your company name, billing address, primary contact, and list of authorized bookers. Account activates within 24 hours. No minimum spend, no setup fee. You get direct billing, monthly invoices, 10% off posted rates, spending controls, and priority availability. The whole process takes one phone call.
Managing ground transportation through individual expense reports — booking, paying out of pocket, collecting receipts, submitting, waiting for reimbursement — costs time and creates administrative friction for employees and finance teams alike. A corporate car service account consolidates everything: direct billing, monthly invoices, spending controls, and a simpler experience for everyone who uses it.
This guide walks through exactly what's involved in setting up a corporate account with Royal Carriage, what you get, and how to configure it for your organization's needs.
Step 1: Gather Your Account Information
Account setup requires the following:
| Information Needed | Notes |
|---|---|
| Company legal name | As it should appear on invoices |
| Billing address | Accounts payable department address |
| Primary account contact | Name, email, phone — usually EA, office manager, or travel coordinator |
| Billing contact | For invoice and payment questions (can be same as primary) |
| Authorized bookers list | Names and emails of employees authorized to book on the account |
| Payment preference | Credit card on file, ACH, or NET 30 invoice (NET 30 available for established companies) |
Optional additions at setup: spending limits per trip, vehicle class restrictions, manager approval workflows, matter codes for law firms.
Step 2: Contact Us to Open the Account
Call (224) 801-3090 and ask for corporate account setup, or email corporate@royalcarriagelimo.com with the information above. An account manager will reach back within two business hours to confirm details and activate the account.
Standard accounts activate within 24 hours. If you need same-day activation for an urgent booking, call directly and we'll expedite.
First Month Offer: New corporate accounts receive 20% off all trips in the first 30 days. Mention code CORP20 when setting up your account.
Step 3: Configure Spending Controls
Corporate accounts include configurable spending controls. You don't have to use them all — but they're available if your finance team or travel policy requires them.
Available Controls
- Per-trip spending limit: Trips above a defined amount require approval from an account administrator before confirmation. Common threshold: $150-200 for sedan routes, $300 for hourly or event service.
- Vehicle class restrictions: Limit standard employees to sedan service; require approval for SUV, Sprinter, or hourly bookings.
- Per-employee monthly budget: Set a monthly cap per authorized booker. The account manager receives a notification when an employee approaches their limit.
- Pre-approved routes: For organizations with predictable travel patterns (e.g., always airport to downtown), designate these as auto-approved with no threshold check.
- Time-of-day restrictions: Some companies restrict non-emergency late-night bookings. Configure permitted booking windows if your policy requires it.
Step 4: Add Your Authorized Bookers
Authorized bookers can reserve rides on the corporate account without paying out of pocket. Common booker types:
- Executive assistants: Book on behalf of the executives they support. Can access executive preference profiles and real-time trip tracking.
- Travel coordinators: Manage transportation for multiple employees, particularly for events and multi-day visits.
- Executives themselves: Self-booking access for executives who prefer to manage their own transportation.
- Office managers: Handle ad hoc bookings for client pickups, airport transfers for visiting executives, and event transportation.
Add or remove bookers at any time by contacting your account manager. There's no limit on the number of authorized bookers.
What You Get with a Corporate Account
| Benefit | Details |
|---|---|
| 10% rate discount | Off posted rates for all account bookings |
| Direct billing | No out-of-pocket for employees, monthly invoice to AP |
| Priority availability | Guaranteed booking during peak periods and convention weeks |
| Dedicated account manager | Single point of contact for all service needs |
| Monthly invoice | Line-item detail, CSV export, NET 30 terms |
| Executive profiles | Save vehicle preferences, temperature, and regular destinations |
| Volume pricing | Additional discounts at 25+ and 50+ trips per month |
Step 5: Your First Booking
Once your account is active, authorized bookers can call our dispatch line and reference the company account, or book through the online portal and select the corporate account at checkout. The booking is confirmed, the invoice generated automatically, and the receipt emailed immediately upon trip completion.
For your first booking, we recommend testing the process with a standard airport transfer. This gives your EA or travel coordinator hands-on experience with the booking flow, tracking interface, and receipt format before a high-stakes trip.
Pro Tip for EAs: Create an executive profile for each person you support before the first booking. Include their preferred vehicle type, whether they like music or silence, their regular destinations (home, office, airport), and their cell phone number. This eliminates data re-entry on every booking and ensures consistent service quality.
Frequently Asked Questions
How long does it take to set up a corporate account?
24 hours for standard activation. Same-day available for urgent bookings — call directly. Setup requires basic company and contact information.
Is there a minimum spend to open an account?
No. Accounts are available for companies of any size with no minimum spend. Volume discounts begin at 10+ trips per month.
Can I set spending limits for employees?
Yes. Per-trip limits, per-employee monthly budgets, vehicle class restrictions, and manager approval workflows are all configurable at account setup or any time after.
What does the monthly invoice include?
Line-item detail for every trip: date, passenger, route, vehicle type, and amount. CSV export available. NET 30 payment terms standard.
Open Your Corporate Account Today
Active within 24 hours. No minimum spend, no setup fee. 10% off all rates, direct billing, priority availability.