Setting Up a Corporate Car Service Account in Florida: What EAs and Travel Managers Need to Know

The onboarding call takes 20-30 minutes. Setup typically completes within one business day, and rides can run the same day onboarding finishes. The call captures executives to be served, authorized bookers, billing structure (single invoice, per-department, or per-matter for law firms), preferred vehicle class, recurring standing rides, and cost-center codes. The account manager sends portal credentials, a direct email, and a phone number. A Brickell law firm that calls at 9 AM can have a sedan to MIA that afternoon.

No minimum. A solo practitioner in Coral Gables with four rides per month receives the same account structure — dedicated manager, single invoice, priority dispatch, NDA chauffeurs — as a 50-person firm. Volume discounts deepen at higher monthly ride counts and with annual commitments, but the operational benefits (consolidated billing, building-specific chauffeur assignments, priority dispatch) apply from ride one.

Each ride carries a matter-number field that the authorized booker provides at booking. The monthly invoice groups rides by matter number with a subtotal per matter, which firms pass directly into client billing. For firms using LEDES or Juris, the invoice data exports as CSV mapped to the billing platform import format. This is used by Miami firms handling Southern District of Florida litigation, Broward County depositions, and multi-day trial prep with daily courthouse transportation.

Yes. Accounts support unlimited authorized bookers with scoped permissions. An EA at a Brickell law firm can be scoped to book only for two specific partners, while an office manager books for anyone on the floor. All bookers use the same channels: portal, email, phone, or text to the account manager. Every ride rolls up to one monthly invoice with cost-center or matter-number tags regardless of who booked it.

The NDA covers the identity of the passenger, pickup and drop-off addresses, all conversation overheard in the vehicle, and any documents or screens visible during the ride. It applies to every ride on the account, not per-trip. This is relevant for PE firms discussing portfolio positions, law firms handling pre-announcement M&A work, hedge funds coordinating positions, and pharma companies during FDA review periods. Ride records are stored in an access-controlled database and can be purged on the client schedule.

Five structural differences. First, a single monthly invoice eliminates per-ride expense reports — no partner billing at $1,200 per hour should be filing receipts. Second, no surge pricing: a sedan from Brickell to MIA during Art Basel week costs the same as in August. Third, building-specific chauffeurs who know the underground valet at 1450 Brickell or the below-grade staging at Brickell City Centre. Fourth, NDA coverage on every ride. Fifth, a dedicated account manager who answers a direct line, not a support queue. Uber charges per ride, varies by demand, assigns random drivers, offers no NDA, and has no account manager.

Yes. A single account covers Miami, Fort Lauderdale, Palm Beach, Tampa, Orlando, Jacksonville, Naples, and every city in the service area. A Monday morning pickup at 1450 Brickell, a Tuesday investor meeting loop through Palm Beach and Boca Raton, a Wednesday deposition at the Broward County Courthouse, and a Thursday Tampa-to-Orlando airport transfer all roll up to one invoice with one account manager. No separate accounts per office location or city.

ACH, wire transfer, and corporate check are standard. Net-30 is the default; net-15 and net-45 are available on request. Credit card auto-pay is available for smaller accounts. No individual credit-card charges on authorized rides. All rides consolidate to a single monthly invoice, which eliminates expense-report friction for executives across offices in Brickell, Coral Gables, Palm Beach, and Tampa.

Three classes: Luxury Sedan (Mercedes-Benz E-Class or BMW 5 Series, 3 passengers), Executive SUV (Cadillac Escalade or Lincoln Navigator, 6 passengers), and Mercedes-Benz Sprinter Executive (12 passengers for group moves). Every corporate vehicle runs mobile Wi-Fi, USB-C and Lightning chargers, bottled water, and tinted rear glass. The account manager assigns the default vehicle class per executive, which can be overridden per ride.

Corporate accounts receive priority dispatch during Art Basel (December), eMerge Americas, boat shows (February-March), Ultra Music Festival (March), and peak snowbird season (January-March). This means vehicle availability is guaranteed when rideshare supply drops and surge pricing spikes. Same-day requests from corporate accounts are confirmed within 30 minutes during business hours. For after-hours emergencies, a dedicated escalation line is staffed around the clock.

Yes. Passenger names can be replaced with codes on invoices and in ride records. The booker provides the code at reservation, and the chauffeur receives only the pickup address and a contact phone number. This is used by public companies ahead of earnings releases, by firms handling sensitive litigation in the Southern District of Florida, and by family offices with privacy requirements.

Yes. A single booking request covers a multi-day roadshow. Example: Monday in Brickell (morning at 1450 Brickell, afternoon at a family office on Brickell Avenue), Tuesday in Palm Beach (Worth Avenue fund office, lunch at The Breakers), Wednesday Boca Raton to Fort Lauderdale (Mizner Park meetings, evening departure from FLL). One account manager, one invoice, consistent vehicle class. For roadshows spanning Miami, Tampa, and Orlando, a single chauffeur covers segments where drive distances allow, with coordinated handoffs between cities when they do not.

The invoice is a line-item document. Each ride shows: date, pickup time, pickup address, drop-off address, passenger name or code, vehicle class, duration, matter number or cost center (if applicable), and ride cost. Rides are grouped by department, matter number, or executive depending on the billing structure established during onboarding. A summary page shows total rides, total cost, and subtotals per grouping. CSV export is available for import into accounting or billing platforms.