For companies renting cars on St. Thomas through Alamo, Enterprise, or National corporate programs, understanding billing and invoicing is essential for efficient expense management. Here is a guide to how it works.
Centralized Billing
All three brands offer centralized billing for corporate accounts. Instead of each employee paying individually and submitting expense reports, the company receives:
- One monthly invoice: Covering all rentals during the billing period
- Itemized breakdown: Showing each rental with dates, driver, vehicle, and charges
- Electronic delivery: Invoices delivered via email or the online portal
How Centralized Billing Works
- Employee picks up the rental at STT under the corporate account
- The rental is charged to the corporate account, not the employee's card
- At the end of the billing cycle, the company receives one consolidated invoice
- The company pays the invoice via ACH, check, or credit card
Online Management Portal
The online portal provided by Enterprise and National allows travel coordinators to:
- View real-time rental activity
- Download invoices and receipts
- Generate custom reports
- Track spending by department, project, or employee
- Set spending limits or approval requirements
Invoice Details
Corporate invoices typically include:
- Renter name and employee ID
- Pickup and return dates
- Vehicle type and class
- Base rate
- Taxes and surcharges
- Additional services (insurance, fuel, etc.)
- Total charges
Payment Methods
Corporate accounts can typically pay via:
- ACH transfer: Direct bank payment
- Credit card: Company card on file
- Check: Traditional payment by mail
Individual vs. Corporate Billing
Some companies use a hybrid approach:
- Corporate billing: For pre-planned trips booked through the portal
- Individual billing: For last-minute or emergency rentals, reimbursed through expense reports
Tax Documentation
For USVI rentals, corporate invoices include all applicable taxes and surcharges. These may be different from mainland U.S. taxes. Keep invoices for tax purposes and consult your accounting team regarding deductibility.
Tips for Efficient Billing
- Set up the online portal and train travel coordinators
- Establish clear booking procedures for employees
- Review monthly invoices for accuracy
- Set spending limits if needed
- Use the pre-approved driver list to speed up pickups
- Compare billing across Alamo, Enterprise, and National for the best rates
Dispute Resolution
If there is a billing discrepancy, the dedicated account manager handles resolution. Contact them promptly with the rental details and the nature of the dispute.
