A corporate chauffeur account lets your company book chauffeur-driven transport in Cape Town without paying for each trip in advance. Every booking still receives a written quote and a booking reference, and the trips are then invoiced together each month. At West Landau, corporate and multi-day clients can be set up on account by arrangement with the concierge.
An account is an administrative arrangement. It earns its place when your company books often enough that paying trip by trip has become a nuisance for the people booking and for finance.
What a corporate chauffeur account changes
Without an account, a West Landau booking is confirmed once the quote is paid in full by EFT. That works for a single airport transfer or a family day out. For a company, it means an assistant raising a payment for every trip, a finance team matching each payment to a booking, and the occasional confirmed trip held up because a payment has not cleared.
With an account, the booking process stays the same, and the payment moves to the end of the month:
| Without an account | On account | |
|---|---|---|
| Quote | Written quote with a reference | Written quote with a reference |
| Confirmation | On full payment by EFT | By arrangement with the concierge |
| Invoicing | One payment per booking | Invoiced monthly |
| Cancellation terms | Standard terms | The same standard terms |
The quote is still the record of what was agreed for each trip: the vehicle, the hours or the zone, and the rates for overtime and extra distance. That is what your finance team checks the invoice against.
Setting up an account
The terms of an account are agreed with the concierge, so the details vary by company. In practice, the conversation covers:
- The company details for the invoice: the registered name, the address, and any VAT or purchase order details your accounts team needs.
- The billing contact, the person who receives and approves the monthly invoice.
- Who may book. Usually a few named people, such as executive assistants or the events team. Agree what should happen if someone else asks to book on the account.
- How to label trips. A cost centre, project code or the traveller's name on each booking, so the invoice can be split internally.
- The usual pattern. Regular airport runs, a conference each year, visiting executives. This helps the concierge plan vehicles.
Send these to the concierge in writing and agree the arrangement before the first trip you want on account.
How bookings work once you are on account
Bookings are made in the usual way, by the availability form on the website or by WhatsApp. A named concierge replies within the hour during business hours, every day from 07:00 to 21:00, with a written quote and a booking reference. Your booker confirms the quote, and the trip goes ahead.
The evening before each trip, the traveller receives the driver's name, photo and direct number. On the day, the driver works from the booking as quoted. If the plan changes, the booker or the traveller messages the concierge, quoting the same booking reference, so the change stays tied to the original trip.
Everything on a West Landau quote is per vehicle and includes the driver, fuel, tolls, Wi-Fi, chilled water and privacy glass. A half day is five hours and 100 km inside the metro, a full day ten hours and 250 km. Overtime and extra distance appear as separate lines at the rates on the quote. Entrance fees, tastings and venue parking are for the client's account unless they are itemised. Clear quotes make for an invoice with no surprises.
Cancellations on account
Being on account does not change the cancellation terms. Cancelling more than 48 hours before pickup is free. Within 48 hours, 50% of the booking value is retained, and within 24 hours or for a no-show, 100%. On multi-day bookings the windows apply to each day separately, so cancelling one day of a roadshow is handled on its own. The full wording is in the booking terms.
For a company, the practical point is to make sure travellers and bookers know these windows. A trip cancelled by a traveller who did not tell their assistant is still a late cancellation.
When an account is worth it, and when it is not
An account makes sense when your company books regularly: visiting executives several times a quarter, an annual conference, a sales team that flies in and out, staff functions through the year. It also suits multi-day bookings, such as investor roadshows, where a single invoice for the week is easier for everyone.
If your company books two or three airport transfers a year, an account adds paperwork without saving any. Pay those by EFT as they come.
Before you open an account with any provider, it is worth running through the checks in how to choose a corporate chauffeur service. If you have a formal travel policy, duty of care for visiting staff covers what to ask about ground transport.
Common questions
Can a multi-day booking go on account without a regular arrangement?
Corporate and multi-day clients can be invoiced monthly on account by arrangement. Ask the concierge when you request the quote.
Can an account be used for staff functions and private trips?
The account is for the company's bookings. A staff function booked by the company can go on it. Private trips by employees are best booked and paid separately.
Do bookings on account still get a booking reference?
Yes. Every booking has its own written quote and reference, which is what each trip on the invoice can be checked against.
Can several departments use one account?
Ask the concierge when the account is set up. A cost centre or project code on each booking makes it simple to split the invoice internally.
To open the conversation, send the concierge your company name, the billing contact, the people who will book and a rough idea of how often you travel. The corporate chauffeur page sets out the fleet and day rates.