How it runs for limo, taxi and rideshare fleets
LedgerBPO applies every receipt to the right invoice or trip under our ReconBot workflow, records short pays with the client's reason, splits platform payouts across drivers and vehicles, clears unapplied cash weekly and reconciles what each platform and processor still holds. The dispatch system, the ledger and the bank then agree.
What is cash application?
Cash application means matching money received from customers to the invoices it pays and recording that in the accounting system. It covers bank receipts, checks, lockbox files, card payouts and remittance advices, including partial payments, deductions and payments with no reference. Done well, the aging is accurate and no customer is chased for an invoice they already paid.
What we handle for limo, taxi and rideshare fleets
- Corporate and affiliate remittances applied trip by trip, with short pays recorded by reason
- Uber and Lyft fleet payouts applied across drivers and vehicles from the weekly statement
- Card settlements matched to trips and to charter deposits or balances
- Unapplied and unidentified receipts cleared weekly with a named owner
- Platform and processor holdbacks reconciled so you know what is still due
The KPI that matters here
Unapplied cash cleared within seven days and applied cash equal to bank deposits at every month-end.
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 apply a corporate payment that covers many trips and short-pays some?
From the client's remittance detail. Each trip listed is applied to its invoice at the amount paid, the short-paid lines are recorded against their trips with the client's reason, and the difference stays open for resolution or credit with your approval. Nothing is applied as a lump sum, so the aging shows exactly which trips are still owed.
How are Uber and Lyft fleet payouts applied across drivers?
The weekly fleet statement lists trips by driver with gross fares, fees, tolls and adjustments. We apply the payout to each driver's and vehicle's trips, post the platform fee as a cost and pass-throughs to their accounts, then match the net to the deposit. Each driver's share is then available for settlement or payroll without re-keying.
What happens when a card payment cannot be tied to a trip?
We match by amount, date, last four digits and passenger name against completed trips and charter deposits, then apply to the oldest open item if nothing matches exactly. Payments that still cannot be identified go on an unapplied list worked weekly, and repeated gaps usually point to a dispatch entry that was never closed, which we report.
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