How it runs for limo, taxi and rideshare fleets
Each vehicle becomes a class or tracking category, the dispatch export and platform statements are mapped, bank feeds, Bill.com and payroll are connected with read-only access, and vehicle, loan and permit balances are migrated at a clean cut-over with posting rules written down.
What is accounting software setup and migration?
Accounting software setup is the configuration of a new ledger: chart of accounts, tax codes, bank feeds, items, users and apps. Migration is moving existing books from another platform or spreadsheet into that ledger so history, open items and balances carry across. Both end with a file that agrees to the old records and is ready for live posting.
What we handle for limo, taxi and rideshare fleets
- Chart of accounts built around revenue by channel, pass-throughs, gratuities and service charges
- Class or tracking category per vehicle, mapped to dispatch, fuel-card and maintenance vehicle codes
- Limo Anywhere, iCabbi or dispatch export and Uber and Lyft statements mapped and tested
- Bank feeds, Bill.com, Gusto or ADP, Stripe and Square connections configured with read-only access
- Vehicle, loan, permit and prepaid insurance schedules migrated and reconciled, with posting rules handed over
The KPI that matters here
First month-end posted from dispatch and platform exports without manual rework, and opening balances agreed to the prior system.
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.
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
More for limo, taxi and rideshare fleets
Other services for limo & taxi
Software setup and migration in other industries
Frequently asked questions
Should a fleet use QuickBooks Online or Xero?
QuickBooks Online suits most US fleets, with classes for vehicles and connectors for Square, Stripe and payroll. Xero is common for operators in the UK, Canada and Australia and handles tracking categories per vehicle well. We work in both and recommend based on where you operate, your dispatch system and your reporting needs. The accounting software setup service page compares them.
Can our dispatch system post directly to the accounting system?
Several dispatch and reservation platforms, including Limo Anywhere and Moovs, offer a QuickBooks integration or an accounting export that can be mapped to your chart of accounts. We build and test the mapping so revenue by channel, pass-throughs, gratuities and AR land in the right accounts, then run a parallel month to prove it. Trip-level detail stays in the dispatch system.
How long does a fleet setup or migration take?
A straightforward QuickBooks Online setup with dispatch, platform and processor mapping is usually completed within a few weeks, timed to a month or quarter end for clean opening balances. Fleets with a vehicle-holding entity or several cities take longer and are planned in phases. We quote after reviewing your current records, dispatch system and reporting needs.
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