Corporate car rental and corporate cab services

Corporate cab services only work if three people are happy: the traveller in the back seat, the admin or travel desk who booked the car, and the accounts team who has to reconcile the bill. RutzIndia.com runs corporate car rental across the major Indian business cities with that in mind. Your executives get a clean, recent car and a punctual chauffeur; your travel desk gets one booking channel and a named account manager; and your finance team gets one monthly GST invoice with a trip sheet behind every line.

Corporate cab services: what they cost

Companies pay the same published rates as retail customers, so there is no hidden "corporate premium" and no rate card that changes by who is asking. Base prices below are Delhi, Hyderabad, Pune and Chennai rates; Mumbai local and airport prices are 10% higher and Bangalore 5% higher because of fuel, parking and wage differences. Intercity trips are charged per kilometre and do not carry a city multiplier.

All fares are before 5% GST. Tolls, state permits and parking are billed at actual cost with receipts. On multi-day outstation duties the driver night allowance is Rs 1,500 per night, and round trips are billed on at least 250 km per calendar day.

How corporate billing works

Most of the friction in corporate car rental lives in the paperwork, so this is where we spend the most effort.

GST invoices in your company's name

Every invoice carries your registered company name, billing address and GSTIN, with our GSTIN and the correct place of supply. Travellers never pay the driver in cash. If your company has registrations in more than one state, tell us which GSTIN each cost centre should be billed against and we will split the invoices accordingly. Any GSTIN can be checked on the official GST portal before you add a supplier to your vendor master.

Monthly consolidated billing

Once the account is approved, all bookings in a calendar month are rolled into one invoice sent in the first week of the following month. Each line shows the booking reference, traveller name, cost centre or project code if you use them, date, car class, package, extra hours or kilometres, tolls and parking. Your accounts team can reconcile it against your internal approval system without chasing individual receipts.

Digital trip sheets

Every duty generates a trip sheet: reporting time at pickup, release time, start and end odometer readings, route summary, toll and parking receipts, and the driver's and car's details. The traveller receives it by email or WhatsApp at the end of the trip, and the admin sees all trip sheets in a monthly bundle. Disputes are rare when the numbers are in front of everyone within 24 hours.

Payment and credit terms

New accounts start on prepaid bookings through the secure booker by corporate card, UPI or bank transfer. After a short trial period, companies with a steady monthly volume can move to credit terms agreed in writing. We do not ask travellers for personal cards.

Service levels we put in writing

A corporate account is not just a price list. Before the first booking we agree a short service-level schedule with your admin or procurement team. It typically covers:

1. Reporting time. The car reaches the pickup point before the booked reporting time, and the chauffeur messages the traveller on arrival with his name and the car number.
2. Airport arrivals. Flights are tracked, the chauffeur waits at arrivals with a name board, and waiting is free for 60 minutes after an international landing and 30 minutes after a domestic one.
3. Replacement cars. If a car breaks down or is delayed, a replacement of the same class or better is dispatched, and time lost is not billed.
4. Vehicle standard. Cars are within four model years, clean inside and out, with working rear seat belts and air-conditioning. Luxury flagships such as Rolls-Royce, Bentley and Maybach may be up to seven model years.
5. Escalation. Each account has a named account manager and an escalation contact above them, reachable on WhatsApp or by phone, for anything the duty desk cannot solve.
6. Invoicing timelines. Trip sheets within 24 hours of the duty, the consolidated invoice in the first week of the next month.

We review these commitments with you each quarter. If a target is missed, you will hear about it from us with the reason, not from your traveller first.

Which car for which traveller

Most companies set a simple entitlement grid, and we build the booking form around it so junior staff cannot accidentally book a Mercedes.

• Staff and junior managers: compact sedans (Dzire, Amaze, Aura) for airport runs and local visits.
• Middle and senior managers: executive sedans (Honda City, Hyundai Verna, Toyota Camry). The Camry hybrid is quiet and suits calls on the move.
• Teams of three to six: Innova Crysta or Hycross, with captain seats and room for sample cases or exhibition material.
• CXOs, board members and visiting leadership: Mercedes-Benz E-Class, BMW 5 Series or Audi A6, or a flagship Mercedes S-Class or BMW 7 Series for the most senior guests.
• Delegations and investor groups: a Toyota Vellfire or Kia Carnival for four or five people who need to talk and work between meetings.
• Offsites, conferences and plant visits: Tempo Travellers, Urbanias, mini buses or 45-seat coaches from our bus on rent range.

The luxury car rental page shows the full executive and flagship fleet with seating and luggage notes.

Common corporate use cases

Airport transfers for travelling staff

The single biggest line on most corporate car bills is the airport run. We cover all major terminals, including Delhi's IGI (Terminals 1, 2 and 3), Mumbai's CSMIA, Bangalore's Kempegowda, Hyderabad's Rajiv Gandhi International and Chennai's MAA. Terminal and arrivals information for the two busiest airports is published on the official Delhi Airport and Bengaluru Airport websites. City-specific airport pages, such as Bangalore airport taxi and Mumbai airport taxi, list local pickup points.

Client visits and roadshows

A sales head doing five meetings across Gurgaon, Noida and Connaught Place in a day is best served by an executive sedan on the 8 hr / 80 km package rather than five separate rides. Roadshows across cities combine local days with intercity one-way transfers, and we can hold the same chauffeur across legs if the itinerary allows.

Intercity business travel

Short intercity hops are often faster door to door by car than by air once you add check-in and airport transfers. Mumbai to Pune (about 150 km), Delhi to Chandigarh (about 245 km) and Bangalore to Chennai (about 345 km) are the routes we run most for companies. See the Mumbai to Pune taxi, Delhi to Chandigarh taxi and Bangalore to Chennai taxi pages for route notes.

Visiting leadership and expatriate assignments

When a global CEO lands for three days, the car and chauffeur become part of the company's impression. We brief the chauffeur on the itinerary, protocol and names, and keep the same driver throughout the visit. For expatriates on assignments of a few months, a monthly car rental with driver is usually simpler than daily bookings.

Staff shuttles and shift transport

If you need regular pick-ups and drops for employees rather than ad-hoc executive travel, our employee transport services run fixed routes, shift rosters and night-drop protocols on a separate operating model.

Setting up a corporate account

1. Share your requirement through the contact page or WhatsApp the desk: cities, expected monthly volume, car classes by grade, and whether you need airport, local, intercity or all three.
2. Receive a written proposal with the rate card, service-level schedule, billing format and payment terms.
3. Complete vendor onboarding with your procurement team; we provide GST registration, PAN and bank details and sign your supplier code of conduct where required.
4. Choose a booking channel: the online booker with company login, a shared email address, or a WhatsApp group with your admin team.
5. Go live. The account manager checks the first few weeks of bookings personally and adjusts anything that is not working.

Cancellations for corporate bookings

Corporate bookings follow the same rule as all RutzIndia.com trips: free cancellation more than 72 hours before pickup; 10% charged inside 72 hours; 50% inside 48 hours; and 100% inside 24 hours or on a no-show. Meetings move at short notice, so ask the desk to amend the time rather than cancel wherever possible. Full terms are on the cancellation policy page, and all per-class rates sit on the fare chart.

Open a corporate account

Per-km rates for intercity business travel

Local duties are packages; anything that leaves the city is billed by the kilometre. The same rate applies one way or round trip. Round trips carry a minimum of 250 km per calendar day, and overnight duties add the driver's night allowance. Most travel policies map naturally onto these classes.

All before 5% GST; tolls, parking and interstate charges at actual cost. For the most senior guests, a Toyota Vellfire on rent often works better than two sedans because the delegation can talk on the way.

Interstate trips: permits, entry tax and how they appear on your invoice

Corporate travel crosses state lines more often than people expect: a Gurgaon office visiting a Noida client, a Chandigarh team heading into Himachal for a plant audit, a Bangalore roadshow that ends in Hosur or Chennai. Commercial passenger vehicles in India operate on permits, either state permits or an all-India tourist authorisation available to operators under rules notified by the Ministry of Road Transport and Highways in 2021 (see the MoRTH notifications page). Depending on the permit a particular car holds and the state being entered, a border may still involve an entry tax or permit fee.

For your accounts team, the important part is how these charges are handled:

• Disclosed at quotation. When a booking involves a second state, the confirmation says so and notes that an entry charge may apply.
• Billed at cost. The actual amount paid appears as a separate reimbursement line with the receipt, never bundled into the fare or marked up.
• Separated from the fare. Tolls, parking and state entry charges are listed separately from the taxable fare on the invoice, so they are easy to identify and code in your books.
• Consistent across months. Regular cross-border duties, such as a daily Delhi to Noida shuttle, are reviewed with you so the charge is predictable rather than a monthly surprise.

A three-city roadshow, costed

Here is how a typical product roadshow prices out, to show the arithmetic your finance team will see. A two-person team in an executive sedan spends day one in Mumbai (BKC and Lower Parel), drives to Pune on the evening of day one, and spends day two in Pune (Hinjewadi and Kharadi) before a drop at Pune airport.

The fare subtotal is Rs 29,880 Pay Now to Reserve, plus the night allowance, tolls and 5% GST. Keeping the same car and chauffeur across both cities means the team's samples and laptops stay in the boot overnight, and there is one trip sheet for the whole roadshow. If the roadshow adds a third city by air, say Bangalore on day three, a fresh local car meets the team at Kempegowda airport, and that duty still lands on the same monthly invoice under the same project code.

Travel policy, approvals and traveller data

Most corporate accounts run through one of three booking models, and we adapt to whichever you already use:

1. Central travel desk. One or two admin staff book every car. We give them a company login on the booker with the entitlement grid built in.
2. Self-booking with approval. Travellers book directly, and the booking is held until an approver on your side confirms by email or WhatsApp.
3. Purchase-order based. For events and roadshows, a single PO covers a block of duties, and the invoice references the PO number.

Traveller data is used only to run the duty: the name for the pickup board, a mobile number for the chauffeur to call, and the flight number for airport tracking. If your policy requires it, we can use employee IDs rather than personal numbers on invoices and trip sheets.

Corporate rates in all 27 cities

Airport transfers and local packages follow each city's factor. The table shows three common corporate duties per city, with the airport transfer shown at no less than the minimum fare that applies in that city; each link leads to the city's taxi page with airport, railway and locality details.

All figures before 5% GST, rounded to the rupee. For flagship and SUV options in the two biggest business markets outside Delhi, see luxury car rental in Mumbai and luxury car rental in Bangalore. Hyderabad's airport sits well outside the city at Shamshabad, so allow for the drive when planning back-to-back meetings; terminal details are on the Hyderabad airport website and our Hyderabad airport taxi page.

Supporting your vendor audits

Procurement and compliance teams increasingly audit their transport vendors once a year, and a car-rental supplier should make that easy. On request we provide, for the cars and chauffeurs actually used on your account:

• copies of vehicle registration certificates, commercial permits, fitness certificates and insurance policies, so you can confirm every car was on a valid commercial registration;
• confirmation that each chauffeur's driving licence and commercial badge were checked and that background verification was completed before assignment;
• our GST registration and PAN for your vendor master;
• a list of every duty in the audit period with dates, car numbers and trip-sheet references, matched to the invoices you paid.

Any vehicle number can also be cross-checked independently on the government Parivahan portal. If your company has its own supplier code of conduct or a transport safety standard, share it at onboarding and we will tell you honestly which clauses we already meet and which would need changes, before you sign.

Busy seasons and planning ahead

Corporate travel in India has its own peaks. The weeks before the financial year closes in March are heavy with audit and client visits. Conference season in Delhi, Mumbai and Bangalore runs from September to December, overlapping with Diwali and the start of the November to February wedding season, when luxury sedans are in demand for family functions as well. If you are planning an annual sales meet, an investor day or a large delegation in those months, share the dates as early as possible so we can hold the cars you need.