Your Client's First Impression Starts at Arlanda

You don't need the client present, and you don't need their card. Enter their name and phone number as the passenger, their flight number so it's tracked, and the destination address — your office, their hotel, wherever the visit actually starts. You pay on the company's behalf and choose the company receipt so it lands in your own expense system correctly.

The client doesn't need to install anything or set anything up. From their side, the only thing that changes is that a car is waiting when they land instead of a decision they have to make alone in an unfamiliar airport.

Before pickup, the driver's name, phone number and licence plate are sent to the contact you gave — either you, so you can forward it, or the client directly if you'd rather they have it themselves. That's the detail that turns a booked car into something a nervous first-time visitor can actually find: a specific plate to look for in arrivals, not a generic sign to hunt through a crowd of them.

If the flight number is given, the pickup time tracks the flight's actual landing rather than the scheduled one, so a delay on their end doesn't turn into your client standing in an empty arrivals hall wondering where their ride is.

For a client meeting rather than a routine airport run, the Business vehicle category exists specifically for this — a step up in the car without changing anything about how the booking works. You choose it the same way you'd choose any other category, at the point of entering the route.

It's not a requirement for every client visit. A first meeting with a prospective partner, a board member, or someone you're trying to win over is a reasonable moment to use it; a routine follow-up visit from someone who already knows your company well often doesn't need it.

None of this changes what happens in the meeting itself. What it removes is the twenty minutes before it — the client arriving flustered because they weren't sure which taxi to trust, or checking their phone in the terminal trying to work out directions in a country they don't know. A car that's already arranged means their first experience of your company is competence, not confusion, before you've said a word.