Corporate Taxi Expense Reports Built For UK Finance Teams

What data does the corporate reporting include? Every corporate booking on CabsOn is stored with a consistent record so the reports downstream all draw from the same source of truth. For each ride we capture the traveller name and email, the department or cost centre they belong to, the pickup postcode and drop-off postcode, the exact timestamp of pickup and drop-off, the vehicle type, the driver reference, the base fare, any waiting time or extras, the VAT amount at the prevailing UK rate of 20 percent, the total charged, the payment method, the booking reference and the free-text reference or PO number your traveller entered at the time of booking. That last field is where finance teams usually put a project code, matter number, event code or client name — we do not force a fixed format because different businesses code their spend differently. ## Which report formats can we download? We publish every report in three formats. CSV is the workhorse export for anyone importing rides into an accounting or expense platform, and it uses UTF-8 with a header row and ISO-8601 dates so it opens correctly in Xero, QuickBooks Online, Sage, SAP Concur, Expensify and Excel without a manual re-format. PDF is the format finance teams tend to attach to board packs, month-end files and audit trails — it is paginated, includes your company name and VAT number on every page, and shows a monthly summary at the top before the ride-level detail. Excel is a native .xlsx with each report on its own tab, formulas preserved on the summary row and formatting suitable for pivoting inside your own workbook. Every format contains the same underlying data. ## How does the by-user report work? The by-user report groups every ride against the traveller who booked or was booked into it. For each named user you see the total number of rides in the period, total spend excluding VAT, total VAT, total including VAT, average trip cost and the date of their first and last ride. Under each user is the itemised ride list with the same fields we capture on every booking. This is the view most finance leads use when they want to understand who is using taxis most often and whether that usage looks reasonable against the traveller's role. Recruitment agencies tend to use it to bill client-visit travel back to the correct consultant. ## How does the by-cost-centre report work? Cost centres — sometimes called departments, teams or divisions internally — are set up once on the corporate portal and then assigned to travellers or bookings. The by-cost-centre report aggregates every ride against the centre it was booked under, giving you the ride count, subtotal, VAT and total per centre, then the itemised rides beneath each grouping. Hotels commonly split spend between concierge-arranged guest rides and internal staff travel; law firms split between fee-earning matter travel and admin travel; media agencies split by client or production. Because a ride can be reassigned to a different centre after the fact by an authoriser, the report always reflects the current allocation rather than what was entered at booking. ## How does the by-month report work? The by-month report is the one most finance teams schedule and forget. It covers a full calendar month, opens with a one-line summary of ride count, net, VAT and gross, and then lists every ride in chronological order. If you have multiple cost centres it groups them; if you have a single account it just lists rides. This is the report we send to your accounting inbox on the first working day of the following month if scheduled delivery is switched on. It is designed to be attached directly to a month-end journal or forwarded to an external bookkeeper without any editing. ## How does the by-pickup-location report work? The by-pickup-location report groups rides by the postcode area they started from. For businesses with more than one office, warehouse, hotel property or event venue this is the fastest way to see which locations are generating taxi spend, which is useful when the account is being cross-charged internally or when a property manager wants to see their own site's travel usage. It is also the view we recommend for hotel concierges managing guest transport across a group of properties — each property's pickup postcode gives you a clean site-level split without any manual tagging. ## How does the VAT breakdown work for HMRC? Every corporate ride is a taxable supply for UK VAT purposes and every driver on our platform who is VAT-registered issues an itemised receipt. The VAT breakdown report lists each ride with net amount, VAT amount, VAT rate and gross, followed by a period total suitable for entering directly into a VAT return or handing to an accountant preparing one. Where a driver is not VAT-registered, that ride is shown at a zero VAT rate rather than being omitted, so the total gross always reconciles against your card statement or invoice. We do not attempt to advise on VAT treatment — different corporate travel policies treat taxi VAT differently — but we do give you the raw itemisation HMRC expects to see behind a reclaim. ## Can we get individual receipts as well as summary reports? Yes. From the Invoices and Reports pages inside business.cabson.uk you can open any individual ride and download the ride receipt as a PDF. Each receipt shows the ride details, the fare breakdown, the VAT, the driver's registered name and, where applicable, the driver's or operator's VAT number. Travellers who need to file their own expense claim can either download the receipt themselves from their booking confirmation email or ask a finance admin to pull it centrally. Individual receipts are also bundled into a single zip file when you download a full month, which saves finance teams from clicking through dozens of PDFs during month-end. ## What does the top-spenders view show? The top-spenders view ranks travellers or cost centres by total spend for the chosen period and shows the percentage of overall account spend each one accounts for. It is deliberately a review tool rather than a policing tool — most of the finance leads we work with use it to spot the rides that need a conversation, not to score individuals. Pairing it with our budget and approval workflows on business.cabson.uk lets you cap department spend without needing to chase individual travellers afterwards. ## Can reports be delivered automatically? Yes. Any user with the finance role on the corporate portal can enable scheduled monthly delivery of the report bundle to an accounting inbox. On the first working day of each calendar month we generate the previous month's reports across every format, wrap them in a single email with the totals in the body, and send them to the address you nominate. If your organisation prefers to pull rather than be pushed to, all the same reports remain available on demand in the portal for at least 24 months. ## How honest are we about what other providers do? Being direct: several other UK-focused business taxi platforms also produce CSV and PDF reports of ride activity, and one or two of them integrate more deeply with SAP Concur than we do today. Where we think our reporting is meaningfully stronger is the range of segmentations we ship out of the box — by user, cost centre, month, pickup location, VAT and top spenders in one place — and the fact that scheduled delivery to an accounting inbox is included on every business account rather than being a paid add-on. Where competitors like Addison Lee or Uber for Business will likely be better is scale of international coverage. If your finance function reconciles ride spend across dozens of countries, that matters and it is worth asking us specifically before signing up.