Monthly Corporate Accounts: How Billing Works

• Single monthly invoice replaces individual per-trip payments and receipts
• Pre-agreed rates eliminate per-booking negotiations and price variation
• Trip logs provide an auditable record for cost reporting and donor compliance
• Named account manager replaces re-explaining requirements on each booking
• Cost-code allocation maps each trip to the right budget line automatically

Opening a monthly account requires:

1. Completed account application form
2. Organisation registration document (business licence, NGO registration, diplomatic accreditation)
3. Authorised signatory details
4. Billing address and VAT / tax identification number
5. Preferred payment method and bank details for wire transfer
6. Named primary booking contact and invoicing contact

Account setup takes 2–3 business days. We confirm account terms in writing before the first vehicle moves.

All account clients receive a written rate card at setup, specifying daily and half-day vehicle rates by type, hourly rate for city use, per-kilometre rate for long-distance, driver daily allowance, overtime rate and airport transfer fixed rates.

Principle: rates are fixed for the contract term (typically 12 months) and not subject to per-booking variation. Fuel is billed separately at actual cost based on pump receipts, or included at an agreed per-km rate for longer missions. Rate reviews are annual.

1. Submit booking: email, WhatsApp or phone to your named account manager — date, time, vehicle type, pickup, destination, cost code
2. Confirmation: within 2 hours during business hours; vehicle, driver name and contact confirmed in writing
3. Vehicle deployment: driver arrives at confirmed location with booking reference
4. Trip completion: driver completes the trip log entry
5. Monthly reconciliation: all trips aggregated into a single invoice with trip log attached

UN agencies, NGOs and development banks frequently require vehicle costs allocated to specific project codes, cost centres or funding lines. Our billing system supports cost-code allocation at the individual trip level. Multiple cost codes can be used in a single billing cycle, and a separate cost-code summary is available on request.

Example booking: Tuesday 14 October, depart 08:00, UNECA compound to Bole Terminal 2, Toyota Prado (1 passenger), cost code ETH-PROG-2025-Q4-TRAVEL — incoming consultant, flight ET501 arriving 09:45.

Monthly invoices are delivered by the 5th of the following month. Each invoice contains:

• Cover summary: client name, billing address, invoice number and date, billing period, total due subtotalled by vehicle type, payment terms and bank details, VAT breakdown
• Itemised trip log: sequential trip number, date and time, vehicle type and registration, driver name, pickup and destination, kilometres, rate applied, trip total, cost code
• Fuel reconciliation: receipts attached or summarised; allocated per trip or per vehicle per day; fuel cost separated from hire cost

• Payment period: 30 days from invoice date (net-30)
• Currency: ETB or USD — specified in contract
• Payment method: bank transfer to Ethiopia Car Rental account
• Late payment: reminder at day 35; formal notice at day 45
• Advance payment: available on request
• Disputed items: raise within 14 days of invoice date

Our invoicing format is designed to meet the documentation requirements of major institutional donors including USAID, FCDO, EU, World Bank and UN procurement frameworks. Trip logs are retained for 7 years and can be provided for audit on request. We can issue VAT-compliant invoices and provide Tax Identification Number documentation as required.

1. Client raises dispute in writing within 14 days, specifying the trip reference(s)
2. Account manager reviews trip log, driver record and any GPS or odometer data within 5 business days
3. Account manager responds in writing — credit note (if error) or detailed explanation
4. If unresolved, escalated to the company director within 5 further business days
5. Agreed credits applied to the following month's invoice

Account clients receive a quarterly account review covering total spend by period and vehicle type, average cost per trip and per kilometre, fleet utilisation, driver performance feedback and rate review notification. Additional cost-code summaries, project-period spend reports and year-end reconciliation are available at no extra charge.

Standard contract: 12 months with 30-day written termination notice. No early-termination penalty — we do not lock clients in.

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