How it runs for limo, taxi and rideshare fleets
LedgerBPO reconciles every payout to the bank, the ledger and the underlying trip under our ReconBot workflow, records fees by channel, handles chargebacks and reports any gap the week it appears.
What is payment processor reconciliation?
Payment processor reconciliation is the work of proving that the money a processor or marketplace deposits equals your gross sales less its fees, refunds, chargebacks, reserves and adjustments for the same settlement period. Each payout is broken into its parts and posted so revenue, fees and sales tax are correct and the bank deposit matches to the cent.
What we handle for limo, taxi and rideshare fleets
- Stripe, Square and terminal settlements matched to bank deposits net of processor fees
- Uber and Lyft fleet payouts reconciled to weekly statements with fees and pass-throughs separated
- Card payments tied to trips, charter deposits and invoice payment links
- Refunds and chargebacks recorded against the original payment and reopened balances
- Monthly fee summary by channel: platform, card and affiliate network
The KPI that matters here
Every processor and platform payout matched to a deposit and to its underlying trips before the month closes.
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
Payment processor reconciliation in other industries
Frequently asked questions
Why does the Stripe balance never match our recorded fares?
Stripe pays out net of fees on a rolling schedule, combines many payments into one deposit and deducts refunds and chargebacks from later payouts. We reconcile each payout to its component payments, book fees as an expense and refunds against the original trip. Gross fares, fees and net deposits then appear separately and agree with the bank.
How do you handle chargebacks on trip payments?
A chargeback is recorded against the original payment so the trip balance reopens, the processor fee is booked and your team is notified to respond with the reservation confirmation, trip record and signed receipt or GPS data. If the dispute is lost the balance goes to follow-up; if it is won the reversal is matched when it lands. Nothing is written off without your approval.
Can you reconcile the app platforms on the same routine?
Yes. Uber and Lyft fleet statements are a form of processor report: gross fares, fees, pass-throughs and adjustments settling to a net deposit. They are reconciled on the same weekly workflow as Stripe and Square, with their own exception log and fee summary, so the month-end package shows the total cost of every payment and booking channel side by side.
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