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Business travelTravel managers

For Travel Managers: Booking Airport Rides for Many Employees

Updated 3 min read

A travel manager arranging Arlanda transfers for employees across a company needs the process to be consistent — the same booking pattern, the same receipt format, the same cancellation terms — whether it's one trip this week or a dozen. That's mostly a matter of using the same options every time rather than anything requiring a separate corporate setup.

This guide covers booking on employees' behalf, keeping receipts consistent, and answers honestly on the one thing travel managers usually ask first: whether a standing company account exists.

On this page
  1. Booking on an employee's behalf
  2. Keeping receipts consistent
  3. Cancellation across many bookings
  4. Whether a standing company account exists
  5. Handling changes across many bookings
  6. Reporting on travel spend without an account

Booking on an employee's behalf

Book using your own contact details as the travel manager, with the employee's name and flight number entered for each trip — the driver-detail notification (name, phone number, licence plate) still reaches the employee directly before pickup, so they don't need to check in with you once they've landed.

Keeping receipts consistent

Choose the company receipt option on every booking, with the same company name (and organisationsnummer, for a Swedish entity) each time, so every employee's trip produces a receipt in the same format — straightforward to reconcile against a travel budget across many trips, rather than a mix of company and private receipts depending on who booked what.

Cancellation across many bookings

Each booking can be cancelled individually up to 12 hours before its pickup for a full refund — useful for a travel manager managing shifting schedules, since a meeting cancelled or moved doesn't mean losing the cost of a transfer booked in good faith days earlier.

Whether a standing company account exists

There isn't currently a standing company account or consolidated monthly invoicing — each trip is booked and paid individually, using the company receipt option to keep the paperwork consistent. If your process needs a formal supplier agreement before any spend, check that against individually paid bookings with your own procurement team, since a single transfer wouldn't satisfy a requirement for a standing account on its own.

Handling changes across many bookings

A travel programme with many employees inevitably has changes — a rescheduled flight, a meeting moved, a trip cancelled outright. Each booking is adjusted or cancelled on its own terms, so a change to one employee's trip doesn't affect anyone else's booking, and there's no batch process to work through when only one itinerary has actually shifted.

Reporting on travel spend without an account

Without a consolidated account, the practical way to track spend across many employees is through the individual receipts themselves — each one itemised with the price, VAT line and company name, which most expense or accounting systems can ingest and total up on your side even without a single bundled statement from us.

What every Förare booking includes

The fixed price you see before booking is the price on your receipt — 6% VAT included, whole car, not per person.

  • Flight tracked — pickup follows your live arrival
  • 45 minutes free waiting, from your driver's confirmed arrival
  • No terminal fee
  • No surge pricing, ever
  • Free cancellation up to 12 hours

Questions people ask before booking

Can a travel manager book on behalf of employees using their own contact details?

Yes — book with your own details and enter each employee's name and flight number. The driver-detail notification still reaches the employee directly before pickup.

How do I keep receipts consistent across many employees' trips?

Choose the company receipt option and enter the same company name each time — every trip then produces a receipt in the same format.

Can each employee's booking be cancelled individually if plans change?

Yes — cancel any booking more than 12 hours before pickup for a full refund, independent of any other bookings.

Is there a standing company account with monthly invoicing?

Not currently — each trip is booked and paid individually. The company receipt option keeps every trip's paperwork consistent without a formal account.

What if our procurement process requires a supplier agreement before any purchase?

Check with your procurement team whether individually paid bookings fall within your requirements, since there isn't currently a standing account to offer instead.

Book your Arlanda pickup

Enter the address and you will see the price for the whole car before anything is paid. No account needed. The company receipt is preselected for you.

  • One fixed price for the whole car, 6% VAT included, shown before you pay.
  • A receipt with the VAT line, made out to you or to your company.
  • Cancel free of charge more than 12 hours before pickup, refunded in full.
See your fixed priceSee the price list

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