Taxi services are owner-operators and small fleets that carry passengers for a fare. Most street-hail and dispatch rides are paid on the spot by meter, but invoices come into play for corporate accounts, medical and senior transport contracts, school districts, hotels, airport pre-bookings, and long-distance or hourly charters. These invoices usually bill for metered trips, flat-rate zone fares, wait time, and add-ons like tolls and airport fees.
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Metered fares are set by city or county ordinance in many places, so the base rate is often fixed and you have little room to change it. A typical meter has a flag-drop (initial) charge, a per-mile rate, and a per-minute wait or slow-traffic rate. Where regulations allow, taxi companies set flat fares for airport runs and zone-to-zone trips, and quote hourly rates for charters or standby work. Corporate and contract clients are often billed monthly on account, with a discount off meter rates or a negotiated flat rate per route. Common extras include tolls, airport access fees, extra passenger or luggage fees, after-hours surcharges, and cleaning fees. Non-emergency medical transport usually has per-trip rates plus a mileage charge and a fee for wheelchair or assisted service. Always check your local taxi ordinance for what you can legally charge.
| Service | Priced | Typical range |
|---|---|---|
| Metered fare flag-drop (initial charge) | flat fee | $2.50-5.00 |
| Metered mileage | per mile | $2.50-3.75 |
| Wait time or slow traffic | per minute | $0.35-0.65 |
| Airport flat-rate transfer (within metro area) | per trip | $35-85 |
| Hourly charter or standby | per hour | $40-75 |
| Non-emergency medical transport (ambulatory) | per one-way trip | $20-45 |
| Wheelchair-accessible vehicle surcharge | per trip | $10-25 |
| Long-distance trip outside service area | per mile | $2.00-3.00 |
Typical US ranges. Rates vary by region, experience, and job size.
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Corporate account rides, March (metered fares, 14 trips, per attached trip log) | 14 trips | $28.00 | $392.00 |
| Airport pre-booked transfer, flat rate (3/12, pickup 5:15 AM) | 2 trips | $55.00 | $110.00 |
| Wait time at client site, 3/18 (over 10-minute grace period) | 45 minutes | $0.50 | $22.50 |
| Airport access fees and tolls (pass-through, receipts on file) | 6 each | $6.50 | $39.00 |
| Wheelchair-accessible vehicle surcharge | 2 trips | $15.00 | $30.00 |
| Total | $593.50 | ||
Notes: Net 30. Account discount of 10% off meter already applied to trip rates. Late balances over 30 days are subject to a 1.5% monthly fee. Pay by check, ACH, or card. Please reference the invoice number and include the PO number on any remittance.
Corporate accounts need to match each ride to a department or employee, and a log settles most disputes quickly.
Clients on contracts want to see which rate applied so they can check it against the agreement.
These are pass-through costs, not your fare, and clients often reimburse or code them differently.
Wait charges are the most common thing clients question, so show the minutes and any grace period.
It lets the client trace a specific trip and matches your records if there is a complaint.
Accounts payable at companies, hospitals, and schools often will not process an invoice without it.
Government and institutional clients often need these for vendor files, and it shows you are a licensed operator.
Street and dispatch rides are paid at drop-off by cash or card, and you should keep a receipt record. For account clients, monthly billing on net 15 or net 30 terms is common, with the invoice sent right after month-end. Hotels and medical contracts may pay through a purchasing system that takes 30 to 60 days, so confirm terms before the first ride. For large charters or long-distance bookings, ask for a deposit or card on file when booking, often 25 to 50 percent, with the balance due at the end of the trip. A late fee of 1 to 1.5 percent per month is typical if it is written into your agreement. Accept ACH, checks, and cards, and consider suspending account service if balances run well past due.
Send invoices on the same day each month, such as the first business day. Clients who know when to expect the bill are more likely to pay on time, and your own bookkeeping stays tidy.
Save dispatch records, meter printouts, or trip app logs for every account ride. If a client questions a charge six weeks later, you can show the exact pickup time, route, and fare.
State the free wait period (often 5 to 15 minutes) and what you charge after that. For pre-booked airport and charter trips, add a no-show or late-cancellation fee so a wasted early-morning run is not a loss.
List tolls, airport fees, and parking as their own lines with receipts. This keeps your fare revenue clear for taxes and avoids a client disputing the whole invoice over a $6 fee.
Many cities cap or set taxi fares, and discounts may need to be formal. Check what you are allowed to charge before offering flat rates or surcharges to contract clients.
In many cities the metered rate is set by ordinance and you cannot charge above it for regular street or dispatch trips. Some areas allow flat rates for pre-booked trips or airport runs if they are agreed in advance. Check with your local taxi or transportation regulator.
It depends on the state and city. Some places exempt passenger transportation from sales tax, while others apply a tax or a per-trip fee. Check with your state revenue department or local regulator and show any required tax or surcharge as its own line.
Set up a corporate account with agreed rates, a billing cycle, and payment terms. Send one monthly invoice with a trip log attached, including date, route, passenger or employee ID, and fare for each ride. Ask for a PO or cost center code up front.
Yes, as pass-through costs, as long as local rules allow it. List them separately and keep receipts. For flat-rate trips, state in your quote whether tolls and fees are included.
Point to your written terms and the pickup and departure times in your dispatch log. Having the grace period and per-minute rate in your account agreement or booking confirmation makes this a quick conversation instead of an argument.
Send a Taxi Service estimate for approval, then turn it into an invoice when the work is done.
Taxi Service estimate template