Opening a corporate chauffeur account with Belvedere Limousines is a 24-hour process from enquiry to first booking. No setup fee. No minimum commitment. No contract lock-in. This guide walks procurement managers, finance controllers, and office administrators through the six-step setup — legal entity, VAT, cost centres, authorised bookers, monthly settlement, payment terms — for law firms, financial institutions, consulting groups, international organisations, and permanent representations in Brussels.
What a Corporate Chauffeur Account Is (from the procurement side)
A corporate chauffeur account is a standing supplier relationship between your organisation and Belvedere Limousines. In procurement terms: one supplier record in your accounts-payable system, one monthly consolidated invoice, one named account manager as the single point of contact, one framework covering all rides regardless of who books them.
The alternative — treating each chauffeur booking as an ad-hoc supplier transaction — is what most organisations start with. Each ride generates a separate invoice, a separate payment, a separate cost-centre reconciliation, and a separate approval cycle in the expense-management workflow. For organisations doing 5–10 chauffeur bookings per month, that overhead consumes finance and admin time out of all proportion to the transport value.
The account model consolidates all of that into a single monthly invoice with per-ride itemisation. From the procurement side, it is one purchase order, one supplier onboarding, one payment cycle. Everything else — individual bookings, cost-centre allocation, vehicle preferences, chauffeur assignments — happens inside the account without additional procurement involvement.
The Six-Step Setup Process
Setting up a corporate chauffeur account with Belvedere Limousines is straightforward. There is no minimum commitment, no setup fee, and the first booking can happen the same day.
- Initial contact. Call +32 2 318 21 00 or email [email protected]. The corporate accounts team responds within 24 hours with an account proposal outline. Institutional accounts (EU agencies, permanent representations, international organisations) receive a framework proposal instead.
- Account manager assignment. A named account manager is assigned as your single point of contact. This is not a call centre. It is a specific individual with a direct phone line, who will handle every booking, every query, and every change request going forward.
- Billing setup. Legal billing entity name, VAT number, billing address, cost-centre structure, and monthly-invoice recipient email are registered. Belgian VAT (6% reduced rate for passenger transport) applied by default; VAT exemption processed for institutional and eligible non-EU accounts on request. Payment methods and terms are agreed.
- Preference registry. Regular travellers, default vehicles per traveller tier, standing routes, and specific requirements (child seats, security clearance, dietary items, wheelchair access) are registered so bookings proceed without re-explaining every time. Authorised booker list is registered — anyone on the list can place bookings; anyone off it cannot.
- Go live. Account is active. Bookings can be placed by phone, email, or by a designated coordinator. Same-day bookings accepted subject to fleet availability. Multi-vehicle bookings, multi-day retentions, and after-hours requests handled the same way.
- Monthly settlement. At the end of each month, one itemised invoice is issued: date, time, route, vehicle, passenger name, chauffeur, and cost centre for each ride. Standard payment terms 30 days net; expedited terms 15 days available on request. Institutional framework accounts may have contractually agreed longer terms.
Billing Detail — VAT, Cost Centres, Payment Terms
The billing side is where most procurement questions cluster. The table below is the working reference used by Belvedere's accounts team.
| Billing item | Default | Options |
|---|---|---|
| Invoice frequency | Monthly | Weekly, bi-weekly, or per-event on request |
| Payment terms | 30 days net | 15 days expedited; framework-specific terms for institutional accounts |
| VAT | Belgian VAT 6% applied (reduced rate for passenger transport) | Exemption for institutional, diplomatic, and eligible non-EU corporate accounts |
| Payment method | SEPA bank transfer | IBAN, credit card on file, or wire transfer |
| Cost-centre allocation | Per-ride, grouped on invoice | By department, matter code, project code, or client code |
| Invoice format | PDF with CSV backup | e-invoicing (PEPPOL), XML, or custom system integration on request |
Who Uses Corporate Accounts in Brussels
Belvedere Limousines corporate accounts are used by a wide range of organisations across the Belgian capital.
- Law firms — Avenue Louise and Rue de la Loi practices: partners, associates, and visiting counsel. Cost-centre allocation typically by matter code.
- Financial institutions — banks, asset managers, insurance groups. Cost-centre allocation typically by department or client code.
- Consulting firms — Big Four offices and boutique strategy practices. Cost-centre allocation by project code, invoiced to end client where applicable.
- EU institutions — European Commission, European Parliament, Council of the EU. Framework agreements with agreed-per-annum spend.
- NATO and defence — organisations headquartered in Evere and the surrounding zone. Institutional framework, VAT-exempt.
- Embassies and diplomatic missions — ambassadors, attachés, visiting delegations. Diplomatic account terms, VAT-exempt.
- International organisations — UN, OECD, WHO Regional, and similar bodies with Brussels representation.
- Luxury hotels — five-star Brussels properties for VIP guest chauffeur service. Invoiced by guest booking, aggregated monthly.
See the companion article Why Brussels Executives Choose a Corporate Chauffeur Account for the executive-side value proposition (as distinct from the procurement side covered here).
Institutional Accounts — Framework Agreements
EU agencies, NATO delegations, permanent representations, and international organisations typically operate on framework agreements rather than commercial corporate accounts. The mechanics are similar — monthly consolidated invoicing, dedicated account manager, priority booking — but with additional layers: multi-year contractual terms, agreed-per-annum spend, procurement documentation aligned to the client's own tender process, and (typically) VAT exemption.
Framework setup involves the client's procurement office alongside the account manager. The Belvedere corporate accounts team is experienced with EU institutional procurement conventions and can respond to standard tender documentation formats. Contact [email protected] for institutional framework enquiries. For the operational side of institutional service, see Executive Chauffeur for EU Institutions — How It Works.
Ongoing Account Management
Once the account is live, ongoing management is minimal. The account manager handles every booking through phone or email; there is no portal to learn, no app to install, and no monthly reconciliation call. If the invoice is correct, it is paid. If a ride needs re-attribution to a different cost centre, one email to the account manager fixes it.
Quarterly usage reviews are available on request — a summary of ride volume, average vehicle mix, and cost distribution across cost centres or travellers, useful for internal budget planning. Some accounts request these; most do not. The account operates continuously without oversight until something changes on the client's side (new authorised booker, new billing entity, new preferred vehicle for a specific traveller).
Common Questions
Answers to the questions asked most often by procurement managers and finance controllers evaluating a corporate chauffeur account.
How long does it take to set up a corporate chauffeur account?
Under 24 hours from initial contact to first booking. The account manager is assigned within 24 hours of enquiry, billing setup is completed the same day, and the first booking can be placed as soon as the entity details are on file. No setup fee, no minimum commitment.
What documents does Belvedere need to open a corporate account?
Legal entity name, VAT number (or equivalent for non-EU entities), billing address, invoice-recipient email, and the list of authorised bookers. Institutional accounts (EU agencies, permanent representations, international organisations) exchange framework or procurement documentation separately.
How is VAT handled on corporate account invoices?
Belgian VAT (6% reduced rate for passenger transport) applied by default. VAT exemption processed for accounts eligible under EU or Belgian tax rules: institutional accounts, non-EU corporate entities, diplomatic accounts. Provide the exemption documentation at setup and it applies to all subsequent invoices.
Can invoices be split by cost centre or department?
Yes. Cost-centre allocation is a standard feature. Each ride is tagged at booking (by the booker or via the passenger's default cost centre) and the monthly invoice groups charges by centre for direct hand-off to finance. Custom groupings by department, matter code, project code, or client code supported.
What are typical payment terms?
Standard: 30 days net from invoice date. Expedited: 15 days on request. Institutional framework accounts may have contractually agreed longer terms. Payment methods: SEPA bank transfer (default), IBAN, credit card on file, or wire transfer.
Open the Account
To open a corporate chauffeur account with Belvedere Limousines, call +32 2 318 21 00 or email [email protected]. The corporate accounts team responds within 24 hours with a proposal outline. First booking can happen the same day. See the companion articles: Why Executives Choose a Corporate Chauffeur Account (executive-side value) and Executive Chauffeur for EU Institutions (institutional framework detail).
