Free Chauffeur Invoice Template

What is a Chauffeur Chauffeur invoice?

A chauffeur invoice records fees for professional, door-to-door passenger transport in a high-quality vehicle. UK chauffeurs require a Private Hire Vehicle (PHV) driver licence from the relevant licensing authority (TfL in London, or the local council outside London), and the vehicle requires a separate PHV licence. Chauffeur businesses typically operate executive saloons (Mercedes-Benz S-Class, BMW 7 Series), SUVs (Range Rover, V-Class), or luxury MPVs. Chauffeur services charge either a flat rate per journey (airport transfer, event transfer) or a day rate for corporate accounts. Wedding and special event bookings attract a premium. Clear invoicing with journey reference, vehicle, and chauffeur details supports corporate expense claims and gives clients the documentation they need for their own records.

What to include on a Chauffeur Chauffeur invoice

• Business name, PHV licence number, and vehicle registration
• Client name and booking reference
• Journey date, pickup time, pickup and destination addresses
• Vehicle type
• Flat rate or day/hourly rate
• Waiting time charge (beyond agreed free waiting time)
• Meet and greet / flight monitoring (for airport transfers)
• Overnight accommodation if driver away from base
• Gratuity policy note
• Payment terms
• Pickup and drop-off locations with date and time
• Vehicle class and license/chauffeur ID
• Flight number and airline (for airport transfers)
• Base hours vs. wait time vs. overtime breakdown

Common chauffeur invoice line items

Setting your chauffeur rates

Chauffeur work is billed hourly with a 2-4 hour minimum booking, by point-to-point flat transfer, or on a monthly retainer ($4,000-10,000) for dedicated drivers. Hourly rates swing widely by vehicle class and metro, with major markets like NYC, LA, and San Diego typically running $75-150/hr for sedans and more for limos.

Payment terms

Card authorization or deposit at booking with balance charged on completion for retail rides; Net 15 or Net 30 for corporate accounts and monthly retainer clients.

Billing pitfalls to avoid

• Gratuity (18-20%) is usually excluded from the base quote and must appear as its own line, or clients assume the total already includes the tip and the driver loses it.
• Wait time is billed only after a grace period (commonly 15 free minutes) and then in 15-minute increments, so the invoice must show the grace deduction and the increment math or the charge looks arbitrary.
• Overtime past the booked hours is rounded up to the next 30-minute or full-hour increment at the contracted rate; running 45 minutes over a 3-hour booking bills a full extra hour, which surprises clients if not stated in terms.
• Pass-through fees (tolls, parking, airport access, NYC congestion/NJ surcharges) must be itemized separately from the hourly rate, since bundling them into the fare hides them from corporate expense reviewers who then dispute the total.
• The 2-4 hour minimum applies even on a 30-minute transfer, so a short airport run still bills the minimum and that floor needs to be disclosed at booking.

Tax notes

Ground transportation is subject to state and local sales or transportation taxes plus location-specific surcharges (e.g. airport access fees, NYC Congestion Relief Zone, NJ surcharge), which are itemized separately; gratuity paid to the driver is generally not taxable as a service sale but must be tracked as tip income.

This is general guidance, not tax advice. Tax rules vary by country, state, and situation, so confirm with a qualified accountant before relying on it.

How to invoice as a Chauffeur chauffeur

Chauffeurs working for corporate accounts should invoice weekly or monthly, covering all journeys in the period. Include a journey log showing date, pickup, destination, and charge for each trip. Corporate accounts departments need this for expense coding. For one-off bookings (airport runs, weddings), invoice in advance with full or majority payment before the journey. For wedding bookings, take a deposit at the time of booking to secure the date. Most professional chauffeurs now accept card payments or bank transfers. Avoid cash-only arrangements as they complicate bookkeeping and make VAT compliance harder.