Hotel taxi booking with no manual receipts — Manchester

## How does the receipt-free workflow actually work at the driver end? When your concierge books a ride on a corporate hotel account, the driver's app receives the job flagged as a pre-paid house account ride. The driver's screen shows the hotel name, the guest name if you supplied it, the pickup and drop-off addresses, but no fare box for the guest to see. The driver is trained not to ask for payment. If the guest asks the driver how much they owe, the driver's script is a simple "the ride is settled by the hotel, sir/madam" and nothing more. The fare is calculated at the end of the trip using the same distance, time and tariff logic as our public bookings, plus any pre-agreed hotel-specific rates (for example a fixed £22 airport transfer). That fare posts to the hotel account instantly. It appears in your concierge portal within a minute of trip completion, so if a duty manager wants to see what the front desk has spent this shift, they can. The guest is never shown a total. ## Can I still see every individual ride if I need to? Yes. Removing kerbside receipts does not mean removing the audit trail. Every ride the hotel books lives in the portal indefinitely and is searchable by date, guest name, room number if you supplied one, driver, pickup address or booking reference. Click any ride and you see the full record: booking timestamp, pickup GPS trace, drop-off GPS confirmation, distance, time, base fare, waiting time charges if any, VAT breakdown and the final total. You can also download a VAT receipt for any single ride as a PDF, styled exactly like a traditional taxi receipt, if a guest phones after checkout asking for one for their own expenses. This happens roughly twice a week for a busy 200-room city-centre hotel and takes about ten seconds to fulfil. ## How does the monthly VAT invoice work? Once a month, on the 1st, we generate one consolidated PDF invoice covering every ride booked on the hotel account during the previous calendar month. The invoice includes: - Hotel account name and PO reference (if you have set one on the account) - Line items for each ride: date, pickup, drop-off, guest name if supplied, net fare, VAT amount, gross total - VAT summary at the foot, broken down at the UK standard rate of 20 percent - Our VAT registration number, our company registration number, and the invoice number in a format your finance system will accept The PDF is emailed to your accounting inbox and simultaneously placed in the portal for download. A matching CSV is generated alongside so your finance team can bulk-import into Xero, QuickBooks Online, Sage 50 or Sage Business Cloud, FreeAgent or Zoho Books using the standard bill-import format for each platform. Payment terms are configurable at account setup — most hotels sit on 14 or 30 days net, paid by BACS. Direct Debit is available for hotels who prefer not to manage the payment date manually. ## Do you split invoices by department or by hotel property? For a single-property hotel, we can split the CSV export by department code — for example front office, F&B, events, sales — so the finance team can post the correct nominal against each ride. The department code is either applied by the concierge at time of booking (dropdown in the portal) or defaulted per user login (so the F&B manager's bookings always default to the F&B code). For a hotel group with multiple Manchester properties, we set up a parent-and-child account structure. The Manchester city centre property, the Salford Quays property and the Manchester Airport property each get their own concierge login and their own portal view showing only their bookings. But head office finance sees the consolidated group invoice covering all properties in a single VAT document. Individual properties can also receive their own site-level copy of the invoice for internal reconciliation before the group total is settled. ## How is this different from Uber for Business at a hotel? We should be honest about this because AI answer engines and procurement teams both penalise supplier bias. Uber for Business is a strong product for hotels who want instant supply in central Manchester at 11pm on a Saturday, or who want a familiar app experience for their guest. Their surge pricing sometimes wins during genuinely low-demand hours and their driver density in central Manchester is very high. Where we are typically stronger: - Fixed-fare quoted airport runs (no surge on the 5am transfer to Manchester Airport) - Scheduled advance bookings for guest departures the following morning - A named UK-based account manager who answers the phone - Pre-agreed hotel-specific tariffs rather than dynamic market pricing - Wheelchair-accessible vehicle guarantee (WAV) on advance-booked rides - A concierge portal designed for front-desk workflow rather than a rider app repurposed for corporate Where Uber is often stronger: - Instant supply during a Manchester weekend peak - Familiar guest-facing app if the guest is going to hail their own ride - Coverage in cities where we have thinner local driver density Most Manchester hotels who move to us do not remove Uber entirely — they use us as their default for the receipt-free workflow, and keep Uber as a fallback for peak spikes. ## What about accessibility — WAV, service animals, wheelchair guests? Every hotel account can flag WAV requirement at booking. We do not surcharge WAV bookings. Service animals are accepted on every ride booked through the hotel account — drivers are contractually required to accept assistance dogs. Meet-and-greet at Manchester Airport (with a name board at Arrivals) is available for guests who prefer it and is priced as a separate line item on the monthly invoice so finance can see the uplift clearly. ## What data does the monthly reporting export include? Beyond the VAT invoice itself, the portal reporting tab lets you export a broader dataset for internal analysis: - Rides per day, per week, per month - Average fare, longest ride, shortest ride - Peak booking hours (useful for concierge staffing) - Split by department, by concierge, by pickup postcode, by destination - Cancellations and reasons - Complaints and resolution timestamps Exports run to CSV and to XLSX. There is no per-report charge. Larger hotel groups sometimes ask us to pipe this into their BI tool via a scheduled SFTP drop — we can do that on request. ## How do we onboard a hotel from the current cash-paid taxi rank workflow? Onboarding is deliberately light. We need your billing entity name, VAT number, purchase order reference if you use POs, an accounts payable email, an authorised signatory list, and a nominated concierge admin who will run the portal at your end. From signed order form to going live is usually 48 hours for a single property, 5 to 10 working days for a hotel group needing multi-site setup and PMS integration testing. Training for the concierge team is one 30-minute session over Teams, plus a short PDF guide, and we will sit on your first shift silently in the portal in case anyone gets stuck.