How to Set Up a Corporate Travel Account in New Zealand: What Finance and EA Teams Need to Know

If you're managing transport for a senior leadership team or coordinating executive travel across multiple New Zealand cities, ad-hoc bookings are costing you more than you think—in time, in consistency, and often in price.

A corporate transport account removes the friction from executive travel and creates a structure that works for the traveller, the EA, and the finance team.

Why Corporate Accounts Beat Ad-Hoc Booking

With ad-hoc booking: you source a driver for Tuesday's airport run, confirm by email, receive a PDF invoice that goes through accounts payable as a one-off, then start the same process for Thursday's Wellington visit. With a corporate account: you book the Tuesday airport run, Thursday Wellington transfer, and CEO's Christchurch visit next month in one conversation. One invoice at month-end covers all.

What a Corporate Account Includes

Single point of contact: One account manager who knows your organisation's preferences, your senior leaders' requirements, and your billing structure.

Priority booking: Corporate accounts get booking priority during peak demand periods—significant during conference season and the Auckland-Wellington-Christchurch peak travel periods (March–May and September–November).

Consolidated billing: Monthly invoice with line-item detail by booking. GST-registered invoicing, PO number accommodation, preferred payment terms.

Travel policy integration: Vehicle selection guidance that aligns with your internal travel policy tiers.

After-hours access: Genuine 24/7 contact for schedule changes, delays, and urgent bookings.

Setting Up the Account: What We Need

Company legal name and GST number; billing address and accounts payable contact; preferred invoice frequency; payment terms requirements (30 days is standard); approved bookers list; senior traveller profiles; cost centre or PO structure. Setup typically completed within 24 hours.

Multi-City Coverage

For organisations operating across Auckland, Wellington, and Christchurch, single-operator accounts are significantly more efficient than city-specific arrangements. An EA managing a CEO's travel programme across all three cities shouldn't need three separate supplier relationships. Booking process, vehicle standards, billing structure, and account relationship should be consistent regardless of city.

Getting Started With Legacy EPT

We manage corporate accounts for New Zealand and international organisations across Auckland, Wellington, Christchurch, and Queenstown. Contact us via our corporate inquiry form to discuss your requirements. We'll have an account active within 24 hours of agreement.