Monthly VAT taxi invoicing for UK businesses

## How does CabsOn produce the monthly VAT invoice? We run a scheduled job at 00:01 on the 1st of each month that gathers every completed ride on your corporate account from the previous calendar month, applies UK VAT at 20 percent to the net fare of each ride, and assembles the result into a single PDF invoice against your registered company. The invoice is stamped with a unique number in the sequence we hold for your account, dated the 1st, and given a tax point of the last day of the previous month so the VAT falls into the correct return period. It lands in the invoices section of your business.cabson.uk portal within a few minutes of month-end and is sent by email to the finance contact and any additional accounting inbox you have added — most teams point that at their accounts-payable address so the document flows straight into their approval queue. ## What appears on each invoice line? Every completed ride is a separate line on the invoice, and every line carries the ride date and time, the pickup and dropoff, the distance, the name of the employee who booked or travelled, the cost centre or department tag if you use them, the net fare, the VAT applied at 20 percent, and the gross charge. That level of detail lets your finance team reconcile the invoice against internal purchase orders, expense claims, or credit-card statements without having to log into a separate booking system to check what the charge relates to. Because the lines are already tagged with department and booker at the time of the ride, the coding step in your accounts system is normally a matter of filtering and posting rather than manual lookup. ## Is the monthly invoice HMRC-compliant? Yes. HMRC's guidance on valid VAT invoices in Notice 700 sets out what a supplier must show for a customer to reclaim input VAT, and our monthly invoice includes every one of those fields: our name, address, and VAT registration number; your name and address as the customer; a unique invoice number; the invoice date; the tax point date; a clear description of the supply; the net amount, the VAT rate, the VAT amount, and the gross total. We are the supplier of record for the journeys, so the VAT you see on the invoice is the VAT your accountant can reclaim, subject to the normal business-use rules that apply to any travel expense. The document is digital, machine-readable, and fits cleanly into Making Tax Digital workflows without re-keying. ## Do I still get individual VAT receipts for each ride? Yes — the monthly invoice does not replace the individual receipt, it sits alongside it. Every completed ride still generates an individual VAT receipt that the booker or the traveller receives by email at the end of the journey, which is useful for teams that operate an employee-expenses model where the passenger pays and reclaims. Businesses that direct-bill everything to the company account tend to work from the monthly invoice in accounts payable and archive the individual receipts as supporting evidence; businesses that mix both models find it useful that neither workflow has to be turned off. ## How does the monthly invoice work with Xero, QuickBooks, and Sage? The PDF is a standard supplier-invoice layout that Xero, QuickBooks, Sage, FreeAgent, and NetSuite all handle without special configuration — your finance team files it against our supplier record and codes the total against a travel account. Where the monthly workflow saves time is the CSV export from the same invoices page: one row per ride, with columns for date, pickup, dropoff, booker, department, cost centre, net, VAT, and gross, ready for a bulk import or a pivot table. Finance teams that split travel across several cost codes normally work from the CSV and file the PDF as the HMRC audit document. ## Can we get 30-day payment terms on the invoice? New corporate accounts open on pay-per-ride against the card on file, which means there is no invoice risk during the first few months of trading. Once we have three to six months of history and a satisfactory credit reference for your business, our finance team can review the account and move it to 14-day or 30-day BACS or direct-debit terms on the monthly invoice. The review is not automatic — it is done on request and depends on the credit profile — but it is a straightforward conversation for a company with a normal trading record. ## What if a ride on the invoice is wrong? The invoice list in your portal shows a "raise query" action against every line. If a specific ride looks wrong — a route the driver did not take, a fare that does not match your quote, or a charge for a trip you believe was cancelled — that action opens a ticket with our operations team, freezes the disputed amount pending review, and either credits the line or provides the supporting evidence such as the GPS trace and the driver's notes. The rest of the invoice stays payable on the normal terms while the query is resolved, which keeps your payment cycle clean and gives your finance team confidence that questioned charges will not slip through. ## How does this compare with Uber for Business or Addison Lee? Uber for Business also offers monthly billing, VAT receipts, and CSV exports, and it works well in dense central-London coverage where their supply is deepest. Addison Lee has a long-established corporate account product with strong service in London and a well-known executive fleet. Our positioning is different in three specific ways. First, we are UK-focused end to end — invoicing in pounds sterling with UK VAT itemised per ride from a UK-registered supplier, no cross-border VAT quirks. Second, we cover UK regional cities and airport routes on the same account, which matters for organisations that book Manchester and Birmingham and Leeds as well as London. Third, our finance and operations teams are reachable by phone during UK business hours for reconciliation queries, which is something larger platforms handle by ticket. We would not claim to out-supply Uber in every central-London postcode, and we would not claim to out-chauffeur Addison Lee at the top of their executive range; we would say that for a UK finance team wanting one clean supplier invoice a month across regional and city coverage, our monthly VAT invoicing is a very direct fit. ## Does the invoice work for a company operating across multiple UK offices? Yes, and the department and cost-centre structure in the corporate portal is designed for exactly that. You can set up London, Manchester, Bristol, Edinburgh or however many offices you run as separate departments, tag bookers to their home office, and the monthly invoice line for each ride will carry the office tag. The invoice itself remains a single document billed to your registered head office for VAT purposes, which keeps your VAT return simple, but the CSV export makes it easy to split the internal cost between the offices. ## Where do I download the monthly invoice? Sign in to your business.cabson.uk account, open the Invoices page, and every invoice we have ever issued to your account is listed with its month, invoice number, gross total, and download links for both the PDF and the CSV. Access to the page is limited to users you have granted a finance role, so bookers and travellers cannot pull down the full company invoice unless you have explicitly given them the permission. Every download is recorded in the audit trail with the user, timestamp, and IP address, which is helpful for internal controls and for meeting the record-keeping expectations of an ISO 27001 or SOC 2 audit.