What is outsourced bookkeeping?
Outsourced bookkeeping means a remote accounting team records, categorizes and reconciles your business transactions instead of an employee doing it in-house. You keep ownership of the accounting file and the bank relationship. The provider works inside your software on a fixed schedule, so the books are ready for reporting, tax and lending whenever you need them.
What we handle for limo, taxi and rideshare fleets
- Completed trips posted from dispatch exports by vehicle, driver and booking channel
- Fuel, maintenance, detailing, insurance and tolls coded by vehicle number
- Vehicle purchases capitalized, depreciated monthly and loan interest split from principal
- Platform fees, card fees and affiliate commissions recorded as costs, not netted from revenue
- Weekly open-items list covering unposted trips, missing receipts and unmatched payouts
The KPI that matters here
Zero uncategorized transactions older than seven days and every vehicle showing revenue and cost at close.
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
Why should fleet revenue be posted from the dispatch system rather than the bank?
Because deposits arrive net of platform fees, card fees and affiliate commissions, days or weeks after the trip, and often bundle many trips. Posting completed trips from the dispatch export records gross revenue in the trip month, by vehicle and channel, and the fees appear as what they are. The AR then agrees to the dispatch system and the corporate aging.
How do you handle a driver who works both our fleet and Uber on the same car?
Trips booked through your system are posted from the dispatch export by vehicle and driver. Trips run on Uber or Lyft are posted from the platform statement to the same vehicle, with the platform fee as a cost. The vehicle's result then includes both channels, and the driver's pay from each source is posted under the arrangement that applies to it.
Can the books show each vehicle separately?
Yes. Each vehicle is a class in QuickBooks Online or a tracking category in Xero, mapped to the vehicle number in your dispatch system, fuel cards and maintenance invoices. Fixed costs such as insurance, permits and depreciation are assigned per vehicle. You get a P&L per car and a consolidated view without running separate files.
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