Managing ground transportation for a team of executives in New York City is one of the most logistics-heavy tasks an executive assistant or corporate travel manager handles. When done right, it disappears — rides happen on time, invoices are clean, and no one has to submit a receipt.
Here is how to set up a corporate car service account in NYC the right way.
Step 1: Define Your Needs Before You Call Anyone
Before reaching out to a car service provider, spend 15 minutes answering these questions:
- How many rides per month does your team take on average?
- Who are the riders? C-suite only, or the entire team?
- What are your most common trip types? Airport transfers, point-to-point in the city, long-distance?
- What vehicles do you need? Sedans for solo execs, SUVs for groups?
- Do you need 24/7 availability? Or only business hours?
- How do you handle billing? Corporate card, invoice, or expense reports?
These answers will determine which tier of account you need and what pricing structure makes sense.
Step 2: Choose a Provider With Real Corporate Infrastructure
Not every car service that calls itself "corporate" has the systems to support a real business account. Look for:
Dedicated account manager — someone specific to your account, not a general call center
Monthly invoicing — not per-ride charges to a corporate card that someone has to reconcile
Multi-user access — the ability for multiple assistants or travelers to book under one account
Travel policy controls — the ability to set spend limits, approved vehicle types, or required approvals
24/7 dispatch — real humans available when an exec lands at 1 AM on a delayed flight
Flight tracking — automatic adjustment when flights are delayed, without requiring your team to call
BLVK offers all of the above for corporate accounts in New York City.
Step 3: Understand the Pricing Structure
Corporate car service pricing typically works in one of two ways:
Flat-rate pricing: A set price per trip type — JFK transfer, point-to-point in Midtown, etc. This is the most transparent and budgetable option.
Hourly pricing: A per-hour rate for as-directed use — when your exec needs a driver for the full day, for example. Most providers require a 2–3 hour minimum.
Ask specifically: *Are there any surcharges not included in the rate?* Legitimate providers will tell you upfront about tolls, overnight fees, and gratuity policies.
Step 4: Set Up Billing Properly
The biggest time-saver for travel managers is getting billing set up correctly from day one.
Request:
- Monthly consolidated invoices (not per-ride receipts)
- Itemized line items with rider name, trip date, pickup/drop-off, and cost
- Cost center or GL code fields if your accounting team requires them
- Net 30 payment terms — standard for corporate accounts with established providers
BLVK offers NET 30 billing for qualified corporate accounts.
Step 5: Communicate Booking Procedures to Your Team
Once your account is set up, the biggest failure point is adoption — if your team keeps using personal Uber accounts because the corporate process feels complicated, you lose the efficiency and billing visibility you set up.
Keep it simple:
- Designate one or two people as account admins
- Share a simple booking guide (email us and we will provide one)
- Establish a policy: corporate car service for airport transfers and client rides, not personal trips
Step 6: Review the First Month
After 30 days, review the invoice with your account manager. Check for:
- Any trips that didn't go as expected
- Whether vehicle types matched the use case
- Whether volume justifies a discount adjustment
At BLVK, accounts booking 10+ rides per month qualify for volume pricing. We will flag this proactively when the threshold is reached.
Set Up Your BLVK Corporate Account
Email info@blvklimo.com with your company name and estimated monthly volume. Setup takes less than 24 hours. You will receive a dedicated account manager, billing setup, and priority booking access.
