Airport Business Transfer: 8 Services for Corporates

Why corporate transfer requires a separate approach

Companies spend an average of 12-18% of their business travel budget on employee transfers, but only 34% of organisations control these expenses through a unified system. Data from the Association of Corporate Travel Executives (ACTE) for 2024 shows that without a centralised transfer booking policy, overspending reaches 28% of the planned amount.

The main problem is that employees book taxis independently through consumer apps. The finance department receives dozens of disparate receipts without route details, waiting time, or vehicle class. Checking each trip takes up to 15 minutes, and deviations from corporate policy are detected after the fact.

Business transfer solves three tasks simultaneously: fixed cost before the trip, automatic reporting broken down by cost centres, and a meet-and-greet with a sign in the arrival area. For companies with more than 30 business trips per month, the difference in management costs becomes measurable.

Criteria for choosing a corporate transfer service

Before analysing specific platforms, define four parameters of your company. Number of trips per month: up to 10, from 10 to 50, or over 50. Geography: only major Russian cities, international destinations, or regions with limited infrastructure. Reporting requirements: is a PDF invoice sufficient, or do you need integration with SAP Concur, 1C, or Oracle.

The fourth parameter is service level. If your employees fly economy class on domestic flights, booking a Mercedes S-class is impractical. An FMCG company with an office in Moscow reduced transfer costs by 23% in a quarter simply by establishing a rule: business-class sedan only for top managers, comfort class (Skoda Octavia, Toyota Camry) for everyone else.

Pay attention to the cancellation policy. Flights get delayed, meetings get rescheduled. Services with free cancellation 24 hours in advance provide flexibility but often cost 8-12% more. Calculate how many times per quarter your employees cancelled transfers: if less than 5% of trips, the premium for flexibility does not pay off.

Kiwitaxi: mass-market service with corporate account

Kiwitaxi operates in 95 countries and offers a corporate account with a single invoice. The advantage is wide geography: from Vladivostok to small European cities. The platform allows you to create up to 50 employee profiles; each books independently, but payment is debited from the corporate balance.

Prices are fixed at the time of booking. Transfer from Sheremetyevo to central Moscow (comfort sedan) costs from 2400 roubles, from Pulkovo to central Saint Petersburg - from 1900 roubles. Minivans for groups of up to 7 people cost 40-50% more than a sedan, which is cost-effective for joint departmental trips.

The weak point is reporting. The system generates a general certificate of completed work once a month, but breakdown by projects or departments requires manual processing. If you have more than three cost centres, you will need to maintain an additional spreadsheet. There is no integration with corporate accounting systems.

Gett: API for integration with corporate platforms

Gett (formerly GetTaxi) focuses on the corporate segment in Russia and CIS countries. The platform provides an API for integration with travel management systems. If your company uses TravelPerk, SAP Concur, or a proprietary solution, Gett transfers trip data automatically.

The tariff grid includes four classes: economy, comfort, business, and minivan. Corporate clients receive a 7-15% discount depending on monthly volume. A company with 80 trips per month pays 12% less than the base rate. Payment occurs after the fact via a single invoice every two weeks.

Usage example: a technology company from Moscow with 350 employees set up a rule via Gett API. Trips up to 15 km - only economy or comfort, over 15 km and outside working hours (after 22:00) - business class automatically available. The system blocks orders for a class higher than permitted. In the first month, the share of business-class trips fell from 34% to 11%, saving 180 thousand roubles.

Limitation - geography. Gett operates in Moscow, Saint Petersburg, Yekaterinburg, Kazan, Nizhny Novgorod. For international destinations, you will need to use another service.

Yandex Pro: corporate taxi with route details

Yandex Pro (the corporate section of Yandex Taxi) offers a single invoice with payment deferral up to 14 days. Details include submission time, actual route, travel time, and cost broken down by tariffs. For companies with their own accounting system, this simplifies reconciliation.

The platform covers more than 1000 cities in Russia and CIS countries. Transfer from Domodedovo to central Moscow (comfort class) costs from 2100 roubles, from Koltsovo Airport to central Yekaterinburg - from 950 roubles. Prices are dynamic: during peak hours and high demand, the tariff increases by 20-40%.

The corporate account allows you to set limits per employee or department. Exceeding the limit blocks the ability to order until approval from the administrator. The feature is useful for controlling expenses of interns or contractors whose transfers the company pays for.

The downside is the absence of a meet-and-greet with a sign. The driver waits at the terminal exit, but with a large flow of passengers, finding the car takes 5-10 minutes. For VIP guests or top managers, this creates discomfort.

Intui.Travel: specialisation in transfers in 140 countries

Intui.Travel is an aggregator platform working with local carriers. Coverage - 140 countries, including exotic destinations (African, Latin American, Asian countries). For companies with international business trips, this solves the problem of finding a reliable transfer in an unfamiliar city.

The corporate tariff provides a discount from 5% with a volume of more than 20 trips per quarter. Payment - by prepayment or postpayment with invoice issuance. The platform generates reports in Excel broken down by dates, destinations, and employees.

Prices are 10-15% higher than mass-market services but include meet-and-greet with a sign, luggage assistance, and free waiting up to 60 minutes in case of flight delay. Transfer from Frankfurt Airport to the city centre (business sedan) costs from 65 euros, from Dubai Airport to Dubai Marina - from 55 dollars.

Case example: a consulting company organised a series of meetings in five European cities over two weeks. Through Intui, they booked 18 transfers with a single prepayment. All drivers met on time, despite two flights being delayed by 90 minutes. The alternative - local taxis in each city - would have required separate negotiations, cash payments, and the risk of a language barrier.

Wheely: premium segment for top management

Wheely positions itself as a premium service with drivers in suits and cars no older than three years. The corporate tariff is available to companies with a monthly volume of 15 trips or more. Discounts are not provided, but the service level is guaranteed: driver with a sign, mineral water in the cabin, chargers for all types of phones.

Geography is limited: Moscow, Saint Petersburg, London, Paris, Dubai. Transfer from Sheremetyevo to central Moscow costs from 4500 roubles (business class and above only). For companies where the image and comfort of top managers are critical, the premium is justified.

The corporate account provides trip details with service quality assessment. After each trip, the employee can rate the driver. Statistics are available to the administrator: if the average rating is below 4.5 out of 5, the service offers to investigate the situation.

Limitation - inflexible tariffs. You cannot order a comfort-class car, only business or luxury. For companies with strict expense policies, this can be a barrier.

Taxi Vezet: focus on Russian regions

Taxi Vezet operates in 450 Russian cities, including small regional centres. If your employees fly to Surgut, Nizhnevartovsk, Magadan, or Yakutsk, mass-market services often do not cover these destinations. Vezet fills this niche.

A corporate account is provided free of charge. Payment - after the fact by invoice once a month. Details are basic: date, route, cost. There is no integration with accounting systems; reports are generated in PDF.

Prices are 15-20% lower than capital services. Transfer from Tolmachevo Airport (Novosibirsk) to the city centre costs from 750 roubles, from Roshchino Airport (Tyumen) - from 600 roubles. For companies with a high share of regional business trips, the savings are noticeable.

The weak side is vehicle quality. In the regions, the fleet often includes cars older than five years. For ordinary employees, this is acceptable; for negotiations with clients, it is not.

inDriver: corporate tariffs with bargaining

inDriver offers an unusual model: the passenger indicates the desired price, drivers respond if they are willing to fulfil the order. The corporate section allows you to set the maximum price for each class of trips. The system automatically accepts the offer of the first driver whose price does not exceed the limit.

Geography - 47 countries, including Russia, CIS countries, Latin America, Africa. In Russia, it operates in 200+ cities. Transfer from Vnukovo to central Moscow costs from 1800 roubles when setting a limit of 2000 roubles.

The advantage is savings of up to 15% compared to fixed tariffs. The disadvantage is unpredictability. If no driver accepted the proposed price within 5 minutes, the employee risks being late for a meeting. For scheduled transfers from the airport, the model works poorly.

The corporate account generates reports indicating the proposed and actual price. This helps analyse how realistic the set limits are.

GetTransfer: aggregator with focus on groups and non-standard routes

GetTransfer unites more than 3000 carriers in 150 countries. The feature is the ability to order minibuses up to 19 seats and buses up to 50 seats. For companies organising corporate events, conferences, or group business trips, this closes the need in one platform.

The corporate tariff includes a personal manager who helps with non-standard requests: transfer with a stop at two points, car rental for a day with a driver, equipment delivery together with an employee. Discount - from 10% with a volume of more than 30 trips per quarter.

Prices are comparable to Intui.Travel. Transfer from Barcelona Airport to the city centre (comfort sedan) costs from 50 euros, a minivan for 7 people - from 75 euros. Meet-and-greet with a sign and free waiting for 60 minutes are included.

Reporting is detailed: route, vehicle class, driver's name, car number, submission and completion time. Export to Excel or PDF. Integration with corporate accounting systems is possible via API but requires technical setup.

How to implement a corporate transfer policy in two weeks

Start with an audit of current expenses. Request from accounting all advance reports for the last three months with the category "taxi" or "transfer". Export the data to a spreadsheet: date, route, cost, employee. You will see the average trip cost, the most frequent destinations, and outliers (for example, a trip for 8000 roubles instead of the standard 2500).

The second step is employee segmentation. Divide into three groups: top management (business class without restrictions), middle managers (comfort class, cost limit), ordinary employees (economy or comfort, strict limit). Write the rules into the corporate travel policy.

The third step is choosing a service. For companies with a volume of up to 20 trips per month, Kiwitaxi or Yandex Pro are suitable. From 20 to 50 trips - Gett with API integration or GetTransfer with a personal manager. Over 50 trips - negotiations with several services simultaneously to get the maximum discount.

The fourth step is a trial period. Choose one department (for example, the sales department with a high frequency of business trips) and switch to the new service for a month. Collect feedback: ease of booking, vehicle quality, driver punctuality. If employees complain about long waits or old cars, change the service before scaling to the entire company.

The fifth step is reporting automation. Set up data export from the transfer service to your accounting system. If there is no integration, assign someone responsible for monthly invoice reconciliation and manual data entry. Without this step, you will lose control within two to three months.

Hidden costs that 70% of companies do not account for

The first hidden cost is the travel manager's time processing non-standard situations. The flight was delayed by three hours, the employee missed the transfer, you need to order a new one and approve additional expenses. If the service does not provide free waiting or flexible cancellation, each such situation consumes 30-40 minutes of working time.

The second cost is currency fluctuations. If your employees often fly to Europe or Asia, and the service issues an invoice in euros or dollars, the exchange rate difference per quarter can be 5-8% of the budget. Clarify in which currency payment occurs and whether the rate can be fixed.

The third cost is cancellation penalties. Some services charge 10-15% of the cost for cancellation less than 24 hours in advance. If your employees cancel 10% of trips (the industry average, according to ACTE), this is 1% of the entire transfer budget.

The fourth cost is waiting surcharges. Standard free waiting is 15-30 minutes. Each additional minute costs 10-20 roubles. With a flight delay of an hour, the surcharge is 600-1200 roubles. Choose services with free waiting for 60 minutes for flights from the airport.

Checklist for negotiations with a transfer service

Before signing a contract, ask eight questions. What discount is provided at our trip volume, and can the terms be revised in a quarter if the volume grows? What percentage of trips are completed on time (request statistics for the last three months)? How is compensation handled if the driver is late or does not arrive?

What vehicle classes are available, and what is the average age of cars in the fleet? Is meet-and-greet with a sign provided, and is it included in the price? What is the free waiting period in case of flight delay? Can the trip be cancelled without penalty, and how many hours in advance?

What reporting is available: invoice only or details of each trip? Is there an API for integration with our accounting system or export to Excel? Who is the personal manager, and how quickly does he respond to requests (ask for a trial period with a dedicated contact)?

These questions reveal 90% of pitfalls before starting work. A service that evades specific answers is most likely not suitable for the corporate segment.

How to measure the effectiveness of corporate transfer implementation

Set three metrics. The first is the average cost of a trip from the airport to the office. Calculate before implementation and three months after. A reduction of 10-15% indicates that the policy is working.

The second metric is the share of trips complying with corporate policy. Before implementation, 30-40% of employees order a class higher than permitted or exceed the limit. Three months after implementing a system with automatic control, this indicator should drop to 5-10% (only approved exceptions remain).

The third metric is the time to process one advance report with a transfer. If the accountant spends 15 minutes checking a taxi receipt (calling the employee, clarifying the route, reconciling with the policy), and after implementing a corporate service - 2 minutes (automatic data export), the time savings are 13 minutes per trip. With 100 trips per month, this is 21 hours of accountant work.

An additional metric is employee satisfaction. Conduct a short survey a month after implementation: how convenient is booking, were there driver delays, does vehicle quality meet expectations. If more than 20% of employees are dissatisfied, reconsider the service choice.

Mistakes when choosing a service that cost companies money

The first mistake is choosing by minimum price without considering hidden costs. A service with a tariff 10% lower than competitors may charge for waiting, cancellation, and processing each invoice. As a result, savings turn into overpayment.

The second mistake is the absence of a trial period. The company signs an annual contract, makes a prepayment, and a month later it turns out that drivers are regularly late or cars do not match the declared class. Always start with a pilot of 20-30 trips.

The third mistake is ignoring integration with accounting systems. If you have more than 50 trips per month, manual invoice processing consumes dozens of hours. Choose services with an API or at least convenient export to Excel with details.

The fourth mistake is a single service for all destinations. One provider works well in Moscow but poorly covers the regions. Another is strong in Europe but absent in Asia. Use two to three services in parallel, distributing destinations by zones of responsibility.

Corporate transfer trends in 2025-2026

Electric vehicles are appearing in premium service fleets. Wheely and Gett have started testing Tesla Model S and Model 3 for corporate clients in Moscow. The trip cost is still comparable to petrol business-class cars, but companies with an ESG agenda get an additional argument for reporting on carbon footprint reduction.

Integration with corporate messengers. Several services have launched bots for Telegram and Slack, through which an employee orders a transfer in 30 seconds without logging into a separate app. Confirmation arrives in the same chat, where information about the driver and car number is also available.

Predictive cost analytics. Platforms are starting to analyse trip history and offer optimisation: "Your employees order transfers from Sheremetyevo on Wednesdays at 18:00-20:00. At this time, the tariff is 25% higher. Reschedule departures to 16:00 and save 40 thousand roubles per quarter." So far, the feature is available only to large clients with a volume of more than 200 trips per month.

Dynamic pricing based on corporate policy. Instead of fixed tariffs, services offer flexible ones: the price depends on the order time (advance booking is cheaper), employee class (top manager automatically gets access to business class), and road load (the algorithm suggests leaving 15 minutes earlier to avoid traffic jams and overpayment).

FAQ

What is the average savings when switching to a corporate transfer service?

Companies save from 12% to 28% of the transfer budget when implementing a centralised booking system. Savings come from corporate discounts (7-15%), vehicle class control, and elimination of unauthorised trips. Time spent processing advance reports is reduced by 80-90%.

Is integration with the accounting system necessary, or is a monthly invoice sufficient?

With a volume of up to 30 trips per month, a detailed invoice in Excel or PDF is sufficient. Over 50 trips, API integration pays off by saving accounting time: automatic data export saves 10-15 hours of work monthly. Integration also reduces the number of errors when allocating expenses by cost centres.

Which service to choose for international business trips?

For wide geography (more than 100 countries), Intui.Travel and GetTransfer are suitable - they work with local carriers and guarantee meet-and-greet with a sign. For the premium segment in major European and Middle Eastern cities, choose Wheely. If business trips are limited to Russia and CIS, Gett and Yandex Pro will give the best price-quality ratio.

How to control that employees do not order a class higher than permitted?

Use services with a corporate account and role model (Gett, Yandex Pro, GetTransfer). Set up rules: each employee or group is assigned a maximum vehicle class and cost limit. The system automatically blocks orders that do not comply with the policy. The alternative is post-factum control through trip details, but it is less effective.

What to do if the flight is delayed and the employee missed the transfer?

Choose services with free waiting for 60 minutes and flight monitoring (Intui.Travel, GetTransfer, Kiwitaxi). They automatically track delays and adjust car submission time. If the delay exceeds 2 hours, most services allow free cancellation or rescheduling to a new time. Clarify the cancellation policy before signing the contract.

What is the minimum trip volume needed to get a corporate discount?

Most services provide a discount from 5% with a volume of 15-20 trips per month. A discount of 10-15% is available from 50 trips. With a volume of more than 100 trips, you can negotiate individual terms: fixed tariffs, dedicated manager, priority car submission. For small companies (up to 10 trips), it is more profitable to use services without a subscription fee with a cumulative discount.