A RideRutz.com corporate account gives an organisation one arrangement for chauffeured ground transport worldwide: traveller profiles applied to every booking, assistants booking on behalf, policy rules enforced at the moment of booking, journeys coded to cost centres, a duty-of-care record for every trip, one monthly invoice in the account's currency and a named coordinator for hourly programmes, roadshows, conferences and events. There is no set-up fee, no minimum volume and no exclusivity; the account is opened in a working day.
What the account replaces
Without an account, a company's chauffeured transport is a drawer of receipts from a dozen car companies and three ride-hail apps, reconciled by an assistant who was not in the car and a finance team that cannot tell a client's airport pickup from a Friday night out. Nobody knows which drivers were licensed, which vehicles were insured or where a traveller was at eleven on Tuesday. The account replaces that with one supplier, one rule set, one record and one invoice - and because RideRutz.com works to the same written standard in every city, one expectation of what will happen when a principal lands in a city nobody in the company knows.
Features
| Feature | What it does |
|---|---|
| Traveller profiles | Vehicle class, seating, temperature, newspaper and language, kerb or name board, standing instructions, security requirement, preferred chauffeur by city - held once, applied to every booking |
| Booking on behalf | Assistants and travel desks book for any traveller in their group; confirmations go to both; profiles apply automatically |
| Policy rules | Which grades may book which classes; approval above a threshold; whether personal bookings are allowed; which cost centres each booker may charge - enforced by the engine at booking |
| Cost-centre coding | Every journey coded at booking to a cost centre, client matter, deal, event or project |
| Monthly invoice | One invoice in the account currency; every journey itemised by date, traveller, route or hours, class, cost centre and amount; tolls and parking at cost; local receipts attached |
| Duty-of-care record | Chauffeur, vehicle, pickup and drop-off times and route for every journey, available to HR, security or travel-risk on request |
| Reporting | Monthly spend by cost centre, traveller, city and class; hourly versus transfer; emissions estimate on request; exportable to expense and travel systems |
| Coordinator | A named person who plans hourly programmes, roadshows, conferences, delegations and events, and answers the phone |
| Volume terms | Agreed in writing once a monthly threshold is reached; applied automatically to rates on the engine |
| Sub-accounts | By region, subsidiary or business unit, with their own rules, currencies and administrators under one master account |
For the executive assistant
The assistant books an hourly day or an airport pickup for a principal in any city in the time it takes to enter the addresses, because the profile does the rest. She sees every booking she has made, receives every confirmation and the chauffeur's details, can change a booking from her phone, and has a coordinator's number for anything the engine does not handle. When the principal travels to three cities in a week, she books the week in one sitting on the global service. When the principal's plans change at nine at night, she calls dispatch and someone who knows the principal answers. The executive chauffeur service page describes what the principal experiences.
For the travel manager
The travel manager sets the policy once - classes by grade, approvals, cost centres, personal use - and the engine enforces it. The monthly report shows where the hours go and which cities are approaching a volume threshold. The duty-of-care record satisfies the travel-risk policy without anyone chasing receipts. RideRutz.com can be set up as the ground supplier inside a travel-management company's programme, with bookings through the TMC's tools and the account's rules still applied, and the travel desk can bring flights and hotels onto the same invoice for companies that want one supplier for the trip. The corporate chauffeur service page sets out the procurement questions and their answers.
For finance
One invoice a month, in one currency, itemised to the cost centre, with local receipts attached for the expense system and local taxes shown where the pickup country requires them. No card reconciliation, no chasing of receipts, no query about which journeys were business. Certificates of insurance and licensing for the supplier file on request. Payment terms agreed at account opening.
For security and travel risk
Every journey recorded with the chauffeur, vehicle, times and route; every chauffeur vetted and every vehicle insured to the standard published on this site; principals whose risk assessment calls for it fulfilled automatically by a security-trained chauffeur recorded on the profile; and a coordinator who can be given the security department's requirements once and trusted with them. The chauffeur vs security driver guide is written for the security department deciding which principals need which.
For events, roadshows and conferences
Programmes are planned by the account's coordinator from a brief and invoiced on the account, coded to the event: roadshows across financial centres, conferences and summits with accredited vehicles and delegation convoys, galas and dinners with arrival windows and a coordinator on the radio, and the hosting of guests whose visit has to go perfectly. The worldwide gala calendar lists the evenings that fill each city's vehicles first.
Who holds accounts
Corporations and professional firms; banks, funds and their roadshow desks; embassies, ministries and international organisations under the diplomatic standard; studios, labels, agencies and management companies for talent; corporate flight departments for FBO procedures; hotels, concierges and travel advisers for their guests; event organisers and production companies; family offices. Each has the same features; each uses the ones it needs.
Opening the account
Send the traveller list (or just the first traveller), the cost-centre structure, the invoicing currency and any policy rules to the account desk through the contact page, or call. The coordinator sets up the account and it is live on the reservation engine the next morning. There is nothing to migrate: bookings made before the account was opened are simply re-coded to it. Companies that want to test the service first can book a single day; the account is opened at the first booking. Travel programmes following Global Business Travel Association guidance and licensing requirements set by each city's for-hire vehicle regulator are both met by the account as standard; employment standards for chauffeurs in North America are described by the Bureau of Labor Statistics, and RideRutz.com's begin where those end.
A month on the account, seen from three desks
The assistant in Toronto books forty-one journeys for three executives: twenty-two airport transfers, fourteen hourly days in nine cities and five evening engagements. Each takes her under two minutes because the profiles carry the class, the seat, the name board and the standing instructions. Two flights are cancelled and rebooked by dispatch at night without her involvement. One executive's plans change mid-week in Frankfurt and she calls the coordinator, who has the chauffeur's number and fixes it while she is still on the line.
The travel manager in London opens the monthly report: spend by cost centre, hours by city, hourly versus transfer, the three journeys that needed approval and who approved them, and an emissions estimate for the sustainability report. Frankfurt is approaching a volume threshold; she asks the coordinator for terms. Two travellers booked the first-class sedan under a policy that allows it; nobody booked outside policy, because the engine would not let them.
Finance in Singapore receives one invoice in Singapore dollars with forty-one lines, each coded, with tolls and parking at cost and local taxes shown, and a folder of receipts for the expense system. It is paid on the agreed terms, and nobody asks which journeys were business.
Migrating from local suppliers and apps
Companies moving from local car companies and ride-hail apps usually do it city by city, starting with the gateway their executives use most and adding cities as the assistants notice the difference. Nothing has to be cancelled elsewhere; RideRutz.com does not require exclusivity. Profiles are entered by the assistants or imported from a spreadsheet by the coordinator; cost centres and rules are set once; the reservation engine replaces the apps on the assistants' screens. Companies that run a travel-management company keep it - RideRutz.com becomes the ground supplier inside the TMC's programme - and the travel desk is available to those that want flights and hotels on the same invoice. The global chauffeur service page describes how the account behaves in a city nobody in the company has used.
Security requirements on the account
A security department records its requirements once: which principals are fulfilled by a security-trained chauffeur, in which cities, with which vehicle, with or without a detail; which principals require a protected vehicle and at what level; which clearances or nationality restrictions apply; whether the department is to be notified of every booking. The engine applies them automatically, the coordinator liaises with the department's protection lead, and the journey records are available to the department afterwards. Departments that require chauffeurs to sign the company's own NDA have it signed before the first engagement. The chauffeurs page publishes the vetting and training standard, and the FAQ covers the questions security teams ask.
Terms, payment and the account agreement
Accounts run on a short written agreement covering payment terms, invoicing currency, policy rules, data handling and the service standard, with volume terms added by schedule when they are agreed. Payment is monthly on invoice or by card on file; deposits are taken only for planned programmes - events, roadshows, conferences - and stated in the written quote. The terms of service apply to every booking and the privacy policy to every traveller's data; both are referenced in the agreement rather than repeated. An account that goes quiet is left open at no cost, and an account can be closed on notice with its records retained for the period the terms describe.
