Compliance
Corporate Accounts
Managing corporate account profiles, credit limits, approved driver registries, billing batches, and B2B governance.
Overview
Corporate accounts represent business clients who rent vehicles under negotiated agreements. Unlike individual customers, corporate accounts have credit terms, approved driver lists, custom rates, and consolidated billing. Managing these accounts requires careful governance to protect revenue, enforce credit policies, and maintain B2B relationships.
Corporate Account Lifecycle
| Stage | Description | Who Manages |
|---|---|---|
prospect | Potential client under discussion | Business Development |
onboarding | Agreement signed, account being set up | Corporate Admin |
active | Account operational, rentals in progress | Branch Operations |
suspended | Account temporarily frozen (credit or compliance issue) | Finance + Compliance |
closed | Account terminated | Operations Director |
Profile Creation
Required Information
| Field | Required | Notes |
|---|---|---|
| Company legal name | Yes | As registered with commercial authority |
| Trade name / brand name | No | If different from legal name |
| Commercial registration number | Yes | Validated against government database |
| Tax registration number (VAT) | Yes | Required for invoicing |
| Company address | Yes | Registered office address |
| Primary contact name | Yes | Account manager or decision-maker |
| Primary contact email | Yes | Used for billing and official correspondence |
| Primary contact phone | Yes | |
| Industry / sector | Yes | For reporting and risk assessment |
| Company size | No | Employee count for segmentation |
| Agreement start date | Yes | Must be today or future |
| Agreement end date | Yes | Typically 12 months |
| Payment terms | Yes | Net 15, Net 30, Net 45, Net 60 |
| Credit limit | Yes | Maximum outstanding balance (AED) |
| Currency | Yes | AED (primary), USD, EUR supported |
| Custom rate card | No | Overrides default pricing if negotiated |
Credit Limits
Credit limits control how much a corporate account can owe at any point.
Credit Limit Structure
| Component | What It Tracks |
|---|---|
| Total credit limit | Maximum allowed outstanding balance |
| Current outstanding | Sum of all unpaid invoices |
| Available credit | Credit limit minus current outstanding |
| Credit hold threshold | When available credit drops below this, a warning is issued |
| Credit freeze threshold | When outstanding exceeds credit limit, new bookings are blocked |
Credit Status
| Status | Meaning | Impact |
|---|---|---|
healthy | Available credit > 30% of limit | Normal operations |
warning | Available credit 10–30% of limit | Warning notification to account manager |
critical | Available credit < 10% of limit | Urgent notification, manual review required |
frozen | Outstanding exceeds credit limit | No new bookings allowed until balance is reduced |
suspended | Severe overdue balance | All active contracts flagged, collections initiated |
Credit Validation at Checkout
When a corporate customer makes a booking:
- System checks the account's available credit.
- If the estimated rental total exceeds available credit:
- Warning threshold: Booking proceeds with a warning to the account manager.
- Freeze threshold: Booking is blocked. Customer must settle outstanding invoices first.
- The credit check considers:
- Current outstanding balance
- Pending (unpaid) invoices
- Estimated rental cost
- Security deposit requirement
Approved Driver Registry
Corporate accounts maintain a list of drivers authorized to rent on the company's account.
Driver Registry Fields
| Field | Required | Notes |
|---|---|---|
| Driver full name | Yes | Must match driving license |
| Driving license number | Yes | Verified during document verification |
| License expiry date | Yes | System tracks expiry and blocks expired licenses |
| Nationality | Yes | |
| Employee ID / staff number | No | For corporate internal reference |
| Department | No | For corporate internal reference |
| Mobile number | Yes | |
| Yes | ||
| Authorization level | Yes | Standard, Premium, or Unlimited |
| Assigned cost center | No | For corporate internal billing |
Authorization Levels
| Level | What It Allows |
|---|---|
standard | Economy and compact categories only |
premium | All categories up to midsize |
unlimited | All categories including luxury and specialty |
Rule: Only drivers listed in the approved registry can rent on a corporate account. Walk-in corporate rentals without a listed driver are blocked at checkout.
Managing the Registry
| Action | Who |
|---|---|
| Add driver | Corporate account manager (via portal) or branch staff |
| Remove driver | Corporate account manager or branch staff |
| Update driver details | Corporate account manager or branch staff |
| Bulk upload | Corporate admin via CSV upload (portal) |
| License expiry check | System (automated daily) |
Billing Batches
Corporate accounts use consolidated billing rather than per-rental invoicing.
How Billing Batches Work
| Step | Detail |
|---|---|
| 1 | Individual rentals create provisional invoices |
| 2 | Provisional invoices are grouped by corporate account and billing period |
| 3 | At billing cycle end, a billing batch is generated |
| 4 | Billing batch includes all invoices for the period |
| 5 | Batch is reviewed by finance team |
| 6 | Batch is approved and sent to corporate contact |
| 7 | Corporate contact reviews and processes payment |
| 8 | Payment is recorded against the batch |
Billing Cycle Options
| Cycle | Typical Use |
|---|---|
| Weekly | Small fleets, high turnover |
| Bi-weekly | Medium corporate accounts |
| Monthly | Standard for most corporate accounts |
| Custom | Negotiated for large accounts |
Billing Batch Fields
| Field | Detail |
|---|---|
| Batch reference | Unique batch identifier |
| Corporate account | Company name and account ID |
| Billing period | Start and end dates |
| Invoice count | Number of invoices in batch |
| Total amount | Sum of all invoices (AED) |
| Tax amount | Total VAT (AED) |
| Net total | Total + Tax (AED) |
| Status | Draft, Reviewed, Sent, Paid, Overdue |
| Due date | Per payment terms |
| Payment received date | When payment is recorded |
| Payment reference | Transaction or check number |
Custom Rate Cards
Corporate accounts may have negotiated rates that differ from standard pricing.
Rate Card Structure
| Rate Component | Standard | Corporate Override |
|---|---|---|
| Daily rate (economy) | 150 AED/day | 120 AED/day |
| Daily rate (SUV) | 300 AED/day | 250 AED/day |
| Weekly rate | 7× daily | 6× daily |
| Monthly rate | 25× daily | 20× daily |
| Mileage included | 250 km/day | Unlimited |
| Insurance | Basic included | Premium included |
| Delivery fee | 50 AED | Waived |
| Additional driver | 30 AED/day | 20 AED/day |
Rule: Corporate rate cards are approved by the Sales Director and Finance Director. Branch staff cannot modify rate cards.
B2B Governance
Approval Authority Matrix
| Action | Authority |
|---|---|
| Create corporate account | Sales Director + Finance Director |
| Set credit limit > 50,000 AED | Finance Director + CFO |
| Set credit limit > 500,000 AED | CFO + CEO |
| Modify payment terms | Finance Director |
| Suspend account | Finance Director + Operations Director |
| Close account | Operations Director + CFO |
| Add custom rate card | Sales Director + Finance Director |
| Override credit freeze | CFO only |
Compliance Requirements
| Requirement | Detail |
|---|---|
| KYC (Know Your Customer) | Commercial registration, trade license, authorized signatory |
| Credit check | Business credit report for new accounts |
| Agreement review | Legal review of terms for accounts > 100,000 AED credit |
| Annual review | All accounts reviewed annually for credit adequacy |
| Audit trail | All account changes logged with actor and timestamp |
Reporting
| Report | Purpose |
|---|---|
| Corporate Account Summary | Overview of all accounts with credit status |
| Outstanding by Account | Aging report of unpaid balances |
| Billing Batch Status | Current batch status across all accounts |
| Driver Registry Compliance | Accounts with expired driver licenses |
| Credit Utilization | Credit usage trends by account |
| Corporate Revenue by Account | Revenue contribution per corporate client |
Callouts
Credit freeze is automatic and non-negotiable at branch level. When an account is frozen, the only way to unblock it is for the corporate contact to settle the outstanding balance. Branch staff cannot override a credit freeze.
Annual account review is mandatory. Accounts that have not been reviewed within 12 months are automatically flagged as review_overdue and escalated to the Finance Director.