A TorontoAirportTransfer.services corporate account lets a company book airport transfers, hourly chauffeurs and event movements for staff and guests on one invoice. Travellers and assistants book on the same reservation engine at fixed fares; the account applies your vehicle and add-on rules, stores traveller profiles, adds cost-centre fields and gives finance monthly statements with HST shown separately.
Corporate accounts: who they are for
An account makes sense as soon as more than one person books cars for a company. It suits law and accounting firms whose partners fly out of Pearson every week, banks and consultancies bringing clients to King and Bay, technology companies hosting candidates and visiting engineers, production companies moving crews, universities and hospitals receiving visiting speakers, and event organisers who need to land a hundred delegates on a single morning. It also suits smaller offices where one executive assistant books for five people and is tired of reconciling five personal credit cards. There is no minimum volume to open one. What changes is that the trips belong to the company, the rules are set once, and the paperwork arrives in one place.
Setting up an account
Setup is a short conversation and a form. We need the legal company name and billing address, a primary administrator, the people allowed to book, the payment method (invoice or company card), and any policy rules you want applied. For invoiced accounts we agree terms in writing before the first trip. The administrator can add and remove bookers and travellers at any time. Within a day or two, bookers can use the reservation engine as normal, but trips land on the account instead of a personal card, and every confirmation copies whoever you have nominated, whether that is the traveller, the assistant or a travel manager.
Billing: one invoice, clear lines
Finance departments want three things: one document, trips they can identify, and tax shown properly. Invoiced accounts receive a consolidated statement, monthly by default, listing each trip with date, time, traveller, pickup and drop-off, vehicle, fare, add-ons and HST. Every line can carry your own reference fields: cost centre, project code, client matter number or purchase order. Individual receipts are available for each trip for travellers who file their own expenses. Because fares are fixed at booking, the invoice matches what was approved; there are no metered surprises to query. Rates for accounts follow the same planning bands as our published rates.
Traveller profiles
A traveller profile saves the booker from typing the same details every time and saves the traveller from repeating preferences to every chauffeur. It holds the traveller's name as it should appear on a name board, mobile number, preferred vehicle class, whether meet and greet is standard, usual addresses (home, office, the hotel the firm uses), frequent-flyer airline and terminal habits, and notes such as "prefers a quiet car" or "needs a child seat when travelling with family". Profiles are private to the account, used only to run the trips, and can be edited or deleted by the administrator or the traveller.
Booking rules and travel policy
Most companies have a travel policy, and an account enforces it quietly. Administrators can set which vehicle classes each group may book, for example business sedans for staff and first-class sedans for partners and visiting board members; whether meet and greet is included by default for international arrivals; which add-ons need approval; and whether hourly bookings are allowed. Bookings outside the rules can be blocked or flagged to an approver. None of this changes the passenger's experience; it simply means the invoice at month-end contains what the policy allows.
Reporting that travel managers can use
Reporting is built from the same trip records that drive dispatch. Administrators can request a summary by traveller, department, cost centre or month: number of trips, spend before and after tax, vehicle mix, airport versus hourly, and lead time. It is useful for forecasting, for negotiating an annual commitment and for spotting patterns: for example, that most late cancellations come from one team's meeting schedule. Reports are delivered as spreadsheets or PDFs. We do not publish or share client data, and we never use a company's name in marketing without written permission.
Duty of care
For companies responsible for employees on the road, a pre-booked chauffeur has real duty-of-care value. Every trip is logged with the chauffeur's identity, the vehicle and plate, and times at each stage. Dispatch can confirm on request that a traveller has been collected and dropped, which matters for a junior employee landing alone at midnight or a visitor unfamiliar with Toronto. Chauffeurs are licensed and screened to the standard on our chauffeurs page, vehicles carry commercial passenger insurance, and the trip record is kept if anything needs to be checked afterwards. In a winter storm or a transit disruption, dispatch can tell a travel manager which of their people are on the road and where.
Airport programmes for frequent flyers
For firms whose people fly constantly, the account becomes an airport programme. Standing instructions cover which terminal each airline uses, when meet and greet applies, and what to do when a flight diverts or is cancelled. Assistants can book both legs at once, and dispatch handles re-timing when the itinerary changes. The typical pattern is a home or office pickup to Terminal 1 or 3, a flight to New York or Chicago, and a return pickup timed to the actual landing. See the Pearson airport limo page for the airport side, and the Billy Bishop transfer page for the island airport's quirks.
Visiting clients and guests
Sending a car for a client is part of hosting them. The account lets an assistant book a guest's pickup with the company's name on the board, the right vehicle, and the confirmation sent both to the guest and to the host. The guest never sees a price or pays anything; the trip appears on the company's statement. For VIP guests and delegations, dispatch can assign a first-class sedan and a senior chauffeur and coordinate with the host's office on timing. Our client entertainment and VIP delegations pages go further.
Roadshows and investor meetings
Roadshows compress a week of meetings into a day: six addresses, fixed times, and a car that must be outside each one when the meeting ends. They are booked hourly, with one chauffeur for the day and a written schedule shared with the banker or organiser. The chauffeur knows the downtown loading rules, which towers have usable drop-off lanes and which do not, and how long it takes to get from the financial district to Yorkville at 16:30. See roadshows and investor meetings.
Events, conferences and group movements
Conferences, AGMs, incentive trips and galas need more than a list of pickups. A coordinator works from the delegate list and flight manifest to group arrivals by terminal and time window, allocate Sprinters, SUVs and sedans, and plan staging at Pearson and at the hotel or venue. For large movements, coaches come from partner operators and are confirmed in writing. On the day, a dispatcher is assigned to the event and is the organiser's single contact. The same approach works for the Metro Toronto Convention Centre, the Enercare Centre and the airport-area venues. See corporate events and galas and conventions and trade shows.
Employee and crew shuttles
Some companies need recurring movements rather than individual trips: crew changes for an airline or a film production, shift transport for a project site, a daily shuttle between a hotel and an office during a long engagement. These run as scheduled services on the account, with fixed vehicles and chauffeurs where possible, a written timetable and a monthly invoice. See employee and crew shuttles and film and TV production.
Cancellations and changes on account
Corporate bookings follow the sitewide policy: free cancellation more than 72 hours before pickup; 10 % at 72 hours or less; 50 % at 48 hours or less; 100 % at 24 hours or less or for a no-show. Airline delays and cancellations are never treated as no-shows. For large event programmes, the cancellation schedule is set in the written agreement, because vehicles are reserved weeks ahead. Administrators see every late cancellation on the statement, which is usually the most effective way to reduce them.
Travel beyond Toronto
Accounts are not limited to the Greater Toronto Area. Our own chauffeurs cover Ontario and the cross-border runs to Buffalo, Detroit and New York; other cities are delivered by vetted network affiliates to the same standard, booked through us and billed on the same invoice. For travel managers, that means one supplier relationship for ground transport in many cities. For flights and hotels to go with the cars, the travel desk works with BookingWorldwide.net. Industry guidance for managed travel from the Global Business Travel Association is a useful reference when building a policy.
Opening an account
To open an account, contact dispatch or support with the company name and the name of the person who will administer it. We will send the form, confirm billing terms and set up the first bookers. If you want to test the service first, book a few trips on a company card through the booking page; they can be moved onto the account statement once it is open.
Hotels, offices and the addresses that repeat
Most corporate travel runs between a handful of places: the office, two or three hotels the firm uses, Pearson and perhaps Billy Bishop. The account stores them, with the details that make pickups smooth: which tower entrance to use on Bay Street, whether the hotel's lay-by allows a car to wait, which door at a client's campus the security desk prefers. Chauffeurs see those notes on every trip. For firms with offices in Mississauga near the airport, or in Markham and Vaughan to the north, the same approach applies, and the fare bands for those areas are on the rates page.
Rail, island and cross-border legs on the same account
Business travel in this corridor is not only Pearson. Staff take VIA to Ottawa and Montreal from Union Station, Porter from the island to Ottawa, Montreal and US cities, and cars across the Peace Bridge when a US fare or meeting makes sense. All of it can sit on the account: a Union Station pickup off an evening train, a Billy Bishop drop for a 07:00 departure, or a cross-border run to the USA for a team visiting a client in Buffalo. The statement shows each leg separately with its own reference fields.
Data, privacy and who sees what
Account data is used to run trips and produce your statements, nothing else. Bookers see the trips they book; administrators see the whole account; chauffeurs see only the details of the trips they drive. Traveller profiles, addresses and flight details are not shared with third parties except the partner operator fulfilling a specific trip, and then only what that trip needs. If an employee leaves, the administrator removes their profile and it is deleted.
