How it runs for limo, taxi and rideshare fleets
You approve and release every payment.
What is accounts payable outsourcing?
Accounts payable outsourcing means a remote specialist runs the process from vendor invoice to approved payment run: capturing bills, coding them to the ledger, matching them to purchase orders and receipts, chasing approvals and preparing payments for release. The business keeps control of the bank account and the final release. The provider works in the company's own software.
What we handle for limo, taxi and rideshare fleets
- Fuel-card, service, tire, detailing and toll invoices entered and coded by vehicle
- Affiliate farm-out invoices matched to trips before they are approved
- Insurance installments, permits, medallion leases and subscriptions tracked with renewal dates
- Vehicle loans and leases scheduled so principal and interest post correctly
- Weekly payment run proposed by due date and discount, released only by you
The KPI that matters here
Every vendor bill entered within two business days and no affiliate paid without a matched trip record.
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
Frequently asked questions
How do you make sure affiliate invoices match what they actually drove?
Each affiliate invoice is matched to the farm-out records in your dispatch system: trip reference, date, passenger and agreed rate. Lines that do not match are held and queried through the affiliate's network channel before approval. Once matched, the payable is coded to affiliate cost against the corresponding revenue, so net margin on network work is visible.
Can you manage vehicle loans, leases and insurance financing?
Yes. Each vehicle loan or lease is set up on a schedule so every payment splits into principal and interest and the balance agrees to the lender monthly. Insurance down payments and installments are spread across the policy year as prepaid expense. When a vehicle is sold or returned, the asset, loan and gain or loss are recorded together.
How are tolls and airport fees handled when they are billed to the passenger?
Tolls and airport fees paid by the company are entered as costs by vehicle from transponder and permit statements, and the same amounts billed to passengers or corporate accounts are recorded as pass-through revenue on the invoice. At month-end we reconcile the two so unbilled tolls show up as an exception rather than an unexplained cost.
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