Exploring Corporate Accounts for Businesses

1. What is a Corporate Account?

A corporate account allows businesses to manage, track, and pay for rides taken by their employees or clients through a centralized system. These accounts offer tools for budgeting, monitoring, and controlling ride expenses, making it easier for companies to oversee their transportation needs.

Key Benefits:

• Simplified Billing: Consolidated invoicing and payment options, eliminating the need for employees to submit individual receipts or expense reports.

• Ride Management: Admins can set ride policies, allocate budgets, and manage who can request rides on the company’s behalf.

• Cost Savings: Many corporate plans offer discounts, rewards, or flexible payment terms for bulk usage.

• Improved Employee Productivity: Providing employees with convenient and efficient transportation options increases their productivity and flexibility.

2. How to Set Up a Corporate Account

Step-by-Step Setup Process:

1. Sign Up for a Corporate Account:

   • Visit the Okito corporate account page or reach out to the sales team for assistance.

   • Provide your business information (company name, address, contact person, etc.).

   • Once approved, you’ll receive access to the corporate account dashboard.
     

2. Add Employees or Authorized Riders:

   • Through the dashboard, you can add employees or clients who can use the corporate account for their rides.

   • Set up individual profiles with permissions for ride types (e.g., economy, premium), spending limits, or geographic restrictions.

3. Set Ride Policies:

   • Customize ride policies to fit your company’s needs. For instance, you can limit rides to business hours, set maximum fare limits, or restrict rides to certain areas.

   • Specify whether the rides are for employee commuting, business meetings, client pick-ups, or other purposes.

4. Centralized Billing and Invoicing:

   • Corporate accounts feature consolidated billing, meaning the company is charged for all rides at the end of each billing cycle.

   • You can opt for different payment methods, including monthly invoicing, credit cards, or corporate bank transfers.

5. Track and Monitor Usage:

   • Access real-time reporting and analytics to track ride expenses, rider activity, and trends.

   • You can view ride history, total miles traveled, and individual expenses for each rider, providing full visibility into transportation spending.

3. Key Features of Corporate Accounts

a. Centralized Billing and Payment:

Corporate accounts eliminate the need for individual employees to pay for their rides and submit expense reports. Instead, the company receives one consolidated invoice or periodic statement for all rides.

• Benefits:

• Simplifies expense management and reconciliation.

• Allows for better control over company transportation expenses.

b. Custom Ride Policies and Controls:

Corporate accounts allow businesses to set specific policies for when and how employees can use the service.

• Customizable Policies Include:

• Limiting ride types (e.g., economy vs. premium).

• Setting geographical boundaries.

• Establishing maximum ride fares or budgets.

• Restricting rides to specific times or business purposes only.

c. Expense Tracking and Reporting:

Corporate accounts offer detailed reports on ride usage, including breakdowns of individual employees’ ride history, costs, and travel times.

• Reports can include:

• Employee-specific data: Know how much each employee is spending on transportation.

• Department or project-specific: Track rides according to team or project codes.

• Cost summaries: Overview of total transportation spend per month or quarter.

d. Multi-User Access and Management:

Multiple administrators or team leaders can be assigned to manage ride access for their specific departments or teams. They can approve or deny ride requests, track usage, and adjust ride policies as needed.

• Flexible Admin Controls: Assign different levels of access, such as finance-only access for viewing billing or team manager access to approve rides.

4. How Corporate Accounts Benefit Businesses

a. Employee Convenience:

Corporate accounts simplify transportation for employees, allowing them to focus on their work rather than worrying about paying for or expensing their rides.

• Commuting Solutions: Offer employees a stress-free way to commute to work, especially in cities with limited parking or public transport issues.

• Business Travel: Enable employees to easily get to meetings, conferences, or client locations without the hassle of arranging their own transport.

b. Enhanced Productivity:

Providing employees with easy, reliable transportation increases productivity by minimizing time spent on commuting and focusing more on work-related tasks.

c. Client and Guest Transport:

Easily arrange rides for clients or guests visiting your office. This ensures they arrive on time and have a smooth, professional experience without needing to organize transportation on their own.

d. Budgeting and Cost Control:

By setting spending limits and tracking ride usage, businesses can better control their transportation budget. The detailed reporting also helps identify areas for cost savings.

5. Customizable Plans for Different Business Needs

Corporate accounts can be customized based on the size and transportation needs of your business. Some ride-hailing services offer different levels of corporate accounts, such as:

• Small Business Plan: Ideal for small companies with limited transportation needs.

• Mid-Sized Plan: Designed for growing businesses with more complex transportation requirements.

• Enterprise Plan: Suitable for large corporations with multiple departments, extensive transportation demands, and specialized reporting needs.

6. Managing Corporate Account Features

a. Adding and Removing Riders:

Admins can easily add new employees or remove former employees from the corporate account via the admin dashboard. This flexibility ensures that only current team members have access to the service.

b. Setting Different Permissions for Teams:

Some companies may want to set different policies for different departments. For example, sales teams might be allowed premium rides, while other teams use economy options. Corporate accounts make it easy to assign policies by group.

c. Real-Time Monitoring and Ride Approvals:

Admins can monitor ride activity in real time, and in some cases, approve ride requests before they are initiated. This helps maintain control over expenses and ensures that only necessary rides are taken.

7. Integrating Corporate Accounts with Expense Systems

Corporate accounts can often be integrated with existing corporate expense and travel management systems. This integration automates the process of tracking transportation expenses, further streamlining financial reporting.

• Examples of Integrations:

  • Accounting software (e.g., QuickBooks, Xero).

  • Travel management platforms.

  • Expense reporting systems (e.g., Expensify, Concur).

8. How to Encourage Employee Use

To ensure your employees make the most of the corporate account, you can:

• Host Training Sessions: Show employees how to use the app and explain the benefits.

• Provide Clear Policies: Clearly communicate any ride-sharing policies or limits to avoid confusion.

• Offer Incentives: Some companies provide incentives, such as free ride credits, to encourage early adoption of the system.