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Bookkeeping for limo, taxi and rideshare fleets: how LedgerBPO runs it
LedgerBPO provides bookkeeping for limo, taxi & rideshare fleets: a named, dedicated accountant who posts trips from Limo Anywhere, iCabbi or your dispatch system, reconciles Uber and Lyft payouts, card settlements and corporate account receipts to the bank, prepares driver settlements and closes the books every month with a second-accountant review. Revenue by vehicle, driver and channel, in your own QuickBooks Online or Xero file.
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What we handle
LedgerBPO provides bookkeeping for limo, taxi & rideshare fleets: a named, dedicated accountant who posts trips from Limo Anywhere, iCabbi or your dispatch system, reconciles Uber and Lyft payouts, card settlements and corporate account receipts to the bank, prepares driver settlements and closes the books every month with a second-accountant review. Revenue by vehicle, driver and channel, in your own QuickBooks Online or Xero file.
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Billing and books together
App payouts, card settlements and corporate invoices reconciled to trips every week
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Reconciled every month
Revenue and cost per vehicle, per driver and per channel each month
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What you see
Driver settlements, gratuities and 1099 or W-2 pay posted correctly
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A named accountant, a backup and a team lead
Inside your own software, on a fixed close calendar, with a reply from a person within 1 business day. Call +1-657-777-0006 or start a quote.
Get a custom quote 06 / 06
· Reviewed by Nimra Khalid
Limo & taxi accounting challenges
- 01
The gross fare never reaches the bank
Uber and Lyft deposit a net amount weekly after their service fee, tolls, airport fees and adjustments, while card terminals settle net of processing fees that commonly run two to three and a half percent. A fleet that books deposits as revenue understates sales and has no record of what the platforms and processors took.
- 02
Gratuities and service charges are not the same thing
Limo companies often add a mandatory 20 percent gratuity or service charge to every invoice, and the IRS treats mandatory service charges as wages to the driver rather than tips (Revenue Ruling 2012-18). Booking them as tips creates a payroll tax problem that surfaces at year end.
- 03
Corporate accounts pay late and dispute lines
Corporate, hotel and travel-agency accounts are invoiced on net-30 terms with wait time, stops, tolls and parking as separate lines, and a single disputed stop can hold the whole invoice. Without daily invoicing from the dispatch system, a month of trips becomes a month of arguments.
- 04
Local fees and surcharges change by city
Airport pickup fees, city congestion surcharges such as New York City's $2.50 per taxi trip, ground-transportation taxes and medallion or permit renewals each carry their own filing and their own account. Bundling them into fare revenue makes the return wrong and the margin invisible.
- 05
Every driver is a different pay arrangement
One fleet can have W-2 chauffeurs on hourly pay, lease drivers paying a weekly vehicle rent, commission drivers on a percentage of the fare and app drivers paid by the platform, and California's Proposition 22 treats app drivers differently again. Each arrangement needs its own posting rule, or driver pay becomes a plug figure.
What we handle for limo, taxi and rideshare fleets
Trips posted from your dispatch system
Your accountant pulls completed-trip exports from Limo Anywhere, Moovs, iCabbi, Autocab or your dispatch platform and posts revenue by vehicle, driver and channel: corporate account, affiliate farm-in, direct retail, app or street hail. Tolls, parking, wait time and gratuities are recorded as their own lines.
App payouts reconciled to trips
Uber, Lyft and other platform statements are matched to weekly deposits under our ReconBot workflow, with gross fares, service fees, tolls and adjustments each posted where they belong. Fleet-partner payouts are split across drivers the same way.
Corporate and affiliate invoicing
Corporate accounts, hotels and affiliate networks are invoiced from the dispatch system on a daily or weekly cycle, sent under your brand and followed up on our DunningDesk cadence. Farm-out payables to affiliates are matched to the trips they ran.
Driver settlements and payroll
W-2 chauffeur payroll is posted from Gusto or ADP by vehicle and department, and settlements for commission and lease drivers are prepared from trip data with agreed deductions. Gratuities and service charges are posted under the rules your CPA confirms.
Vehicles, loans and permits by unit
Each vehicle carries its own fuel, maintenance, insurance, depreciation and loan interest, and airport permits, medallion leases and city licenses sit on the close calendar with renewal dates. You see which cars earn their keep.
Dispatch by TransportBPO, books by LedgerBPO
Our sibling brand TransportBPO handles dispatch, reservations and 24-hour answering for ground-transportation companies, while LedgerBPO handles the books and billing under your brand. The same trip record feeds both desks, so nothing is re-keyed.
Limo & taxi software we work in
- QuickBooks Online
- Xero
- Square
- Stripe
- Gusto
- Limo Anywhere
- Moovs
- iCabbi and Autocab dispatch
- Uber and Lyft fleet portals
- All 50 platforms
Limo & taxi compliance notes
Local licensing and permits
Taxi and for-hire licensing is local: medallions or permits from a city taxi commission, state public utility or transportation authority permits for limousines, airport pickup permits and, for vehicles carrying nine or more passengers across state lines, federal USDOT registration. We track each fee and renewal date, code it by vehicle and keep certificates on file. Applications and renewals are submitted by you or your permit service.
Driver classification: 1099 or employee
Whether a driver is an employee or an independent contractor depends on federal and state tests that differ, and app drivers in California fall under Proposition 22. We post pay exactly as your arrangement and your counsel define it, keep contractor and employee costs in separate accounts, and prepare the 1099 and W-2 figures at year end. We do not decide classification.
App payouts and platform reporting
Uber, Lyft and similar platforms deposit net payouts weekly and issue year-end tax forms based on gross fares, which will not match the deposits. We keep gross fares, platform fees, tolls and incentives in separate accounts so the ledger can be reconciled to the platform's annual statement and to the bank without adjustment.
Surcharges, sales tax and gratuities
Congestion surcharges, airport fees, ground-transportation taxes and, in some states, sales tax on limousine services are collected from passengers and remitted on their own schedules. Mandatory service charges are wages, not tips, under IRS rules. We track each collected amount as a liability and post gratuities under the rule your CPA confirms; you or your preparer files the returns.
KPIs we report
| KPI | Why it matters |
|---|---|
| Revenue per vehicle per day, by channel | It shows which cars and which booking channels justify their fixed cost. |
| Platform and processor fees as a share of gross fares | The trend tells you whether app work is still worth the vehicle time. |
| Corporate invoices issued within one business day of the trip | Late invoices become disputed invoices once the passenger's memory fades. |
| Corporate AR over 45 days as a share of corporate AR | Net-30 accounts that drift past 45 days are usually disputing a line, not forgetting to pay. |
| Books closed within five business days of month-end | Weekly payouts, daily card settlements and monthly invoices need one agreed cut-off. |
Services for limo, taxi and rideshare fleets
- Outsourced bookkeeping for limo, taxi & rideshare fleets
- Invoicing & billing for limo, taxi & rideshare fleets
- Accounts receivable management for limo, taxi & rideshare fleets
- Accounts payable processing for limo, taxi & rideshare fleets
- Bank & credit-card reconciliation for limo, taxi & rideshare fleets
- Month-end close for limo, taxi & rideshare fleets
- Monthly financial reporting for limo, taxi & rideshare fleets
- Catch-up bookkeeping for limo, taxi & rideshare fleets
- Payroll processing support for limo, taxi & rideshare fleets
- Cash application & remittance posting for limo, taxi & rideshare fleets
- Payment processor & marketplace reconciliation for limo, taxi & rideshare fleets
- KPI dashboards for limo, taxi & rideshare fleets
- Remote controller review for limo, taxi & rideshare fleets
- Accounting software setup & migration for limo, taxi & rideshare fleets
Frequently asked questions
Do you work with our dispatch or reservation software?
Yes, through its standard exports. We pull completed-trip, invoice and driver-pay reports from Limo Anywhere, Moovs, iCabbi, Autocab or the platform you use, and fleet statements from the Uber and Lyft partner portals. We do not take reservations or dispatch trips; our sibling brand TransportBPO does that if you need it.
How do you record Uber and Lyft payouts?
The weekly platform statement is posted with gross fares as revenue, the platform's service fee as a cost, tolls and airport fees as pass-through amounts and incentives or adjustments as their own lines. The net figure is then matched to the bank deposit. This keeps the ledger consistent with the platform's year-end statement, which reports gross fares.
How are gratuities and service charges handled?
Voluntary tips left by passengers are recorded as tips and passed through to the driver under your tip policy. Mandatory service charges added to invoices are recorded as revenue and then paid to drivers as wages, because the IRS treats them that way. We post each under the rule your CPA confirms and keep them in separate accounts so year-end is clean.
Can you prepare driver settlements for commission and lease drivers?
Yes. Settlements are prepared from trip data at the agreed percentage or lease amount, with deductions for vehicle rent, fuel, insurance, tolls advanced and card fees where your agreement allows. Each is posted so revenue, driver cost and deductions land in the right accounts. You approve and release every payment; we never move money.
Does LedgerBPO handle reservations or passenger calls?
No. Reservations, dispatch and 24-hour answering are handled by our sibling brand TransportBPO, which shares ownership with LedgerBPO. The trip record TransportBPO creates is the same one LedgerBPO invoices and posts, so a corporate trip booked overnight is on an invoice the next morning. You can use either desk on its own.
What does the monthly package include for a fleet?
A P&L by vehicle and consolidated, revenue by channel, a balance sheet with vehicles, loans and permits reconciled, a corporate and affiliate aging, a platform and processor fee summary, a driver cost summary and a note on what moved. The month-end close service page describes the CloseTrack checklist behind it.
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