Corporate vehicle relocation works best as a managed account, not a stack of consumer bookings on a company card. With a corporate account, every shipment invoices net-30 to your AP department, one dedicated rep handles scheduling and exceptions, standard open-carrier shipments need 7–10 business days of lead time (10–14 for enclosed or unusual vehicles), and companies moving 10 or more vehicles a year qualify for volume pricing plus 5% back on qualified shipping spend. Most accounts are active within one week of a 20-minute intake call.
When a company relocates an employee, the vehicle is usually the last thing to get sorted — and the one that generates the most follow-up calls. HR has already coordinated the moving truck, the temporary housing, the payroll change, and the school transfer. The car should take one email to set in motion. That’s the whole point of the program.
What Does Corporate Vehicle Relocation Cost?
Per-vehicle cost depends on the same things consumer shipments do: distance, route density, vehicle size, and open versus enclosed transport. A sedan on a well-traveled corridor costs less than a pickup going somewhere carriers rarely run. What changes with a corporate account is the structure around the price:
- Volume pricing. Accounts moving 10 or more vehicles a year qualify for preferred rates, and the rate structure scales as volume grows.
- Net-30 invoicing. Every shipment bills to the account, not the employee. No reimbursement forms, no mileage receipts — the invoice goes to AP directly.
- Cashback on volume. Accounts at 10+ vehicles a year are enrolled in the Allied Business Network, which returns 5% of qualified shipping spend as an account credit. At $30,000 in annual spend, that’s $1,500 back to your mobility budget with no program fee and no redemption paperwork.
- Firm pricing. The quoted rate is the invoiced rate. No post-booking price changes.
How a Corporate Account Differs from Consumer Shipping
Consumer auto transport is booked online, paid by card, and tracked by the shipper. That works for someone moving themselves. It does not work for an HR department coordinating 50 relocations a year across eight states.
| Consumer Shipment | Corporate Account | |
|---|---|---|
| Billing | Card on file, per shipment | Net-30 invoicing to AP |
| Reporting | Individual receipts | Consolidated monthly statement with cost center codes |
| Pricing | Market rate per booking | Volume pricing at 10+ vehicles/year, plus 5% back |
| Contact | General queue | One dedicated account rep |
| Employee updates | Shipper tracks it themselves | We contact the employee directly; HR is CC’d, not in the chain |
| Documentation | On request | BOL, condition reports, and insurance certificate in your portal within 24 hours of delivery |
How It Fits Your Relocation Program
Most corporate relocation programs run through one of three structures, and the program works with all of them.
RMC-managed programs. If you use a Relocation Management Company like Cartus, SIRVA, or UniGroup Worldwide, auto transport typically falls outside the core RMC contract. We onboard as an approved specialty vendor and provide the carrier credentials, insurance certificates, and FMCSA licensing documentation your RMC’s vendor approval process requires. That paper trail matters — the auto transport industry has its share of bad operators, and our guide to car shipping scams covers exactly what a procurement team should screen for.
Direct corporate programs. Your HR or mobility team gets a simple account portal. Request a shipment, enter the employee’s vehicle and addresses, and we schedule it. No consumer-side quoting, no negotiation.
Hybrid programs. Some companies want the RMC to approve and us to execute. That works — we build the communication flow around your approval chain, not the other way around.
The Documentation HR Needs
Every corporate shipment generates a complete paperwork file:
- Bill of Lading — signed at pickup and delivery, documenting vehicle condition at both ends
- Vehicle condition report — photos and written assessment at origin, compared at destination
- Insurance certificate — cargo liability documentation, with a certificate naming your company for any shipment that requires it
- Chain of custody records — carrier name, USDOT number, driver contact, pickup and delivery timestamps
Everything lands in your account portal within 24 hours of delivery. If a damage claim is ever needed, the file is already built.
What the Employee Experiences
The employee doesn’t care about billing. They care that the car shows up on time, in the condition it left, before their first day at the new office. Here’s their side of it:
- 1. Within 24 hours of HR placing the order, they get a booking confirmation with a pickup window, a direct contact, and a tracking link.
- 2. We contact them directly to confirm pickup logistics.
- 3. At pickup, the vehicle is inspected and documented with them present.
- 4. They get transit updates at key milestones and a delivery window 24 hours in advance.
- 5. Delivery closes with a second signed condition report.
HR sees all of it in the portal. Nobody calls your main line asking where the car is.
What a Working Program Looks Like
Take a regional professional services firm relocating 40 employees a year into Southeast growth markets — sedans, SUVs, and pickups shipping from origins as varied as California, New York, and Texas. The mobility coordinator places an order as soon as each start date is confirmed; pickup is scheduled 10–14 days before the employee needs the car at destination. Employees hear from us directly, and the coordinator gets a daily status digest on open shipments.
At month-end, one invoice covers every vehicle delivered that month, broken out by employee and cost center code. At quarterly budget review, the coordinator pulls a year-to-date report — number of moves, average cost per vehicle, any exceptions and how they were resolved — in about four minutes.
How to Set Up an Account
- 1. Intake call. Twenty minutes. We learn your relocation volume, typical vehicles, documentation requirements, and billing contacts.
- 2. Vendor approval. We provide carrier credentials, insurance certificates, and FMCSA documentation for your procurement or RMC onboarding process.
- 3. Activation. Portal live, billing contacts set, rep introduced — within 5 business days.
- 4. First shipment. Place it through the portal or by email to your rep.
Frequently Asked Questions
We use a relocation management company. Can we still work with you directly?
Yes. Most RMC contracts don’t include auto transport as a core service. We can operate as an approved specialty vendor alongside your RMC, or independently if you prefer to manage auto transport separately. We’ll complete whatever vendor approval process your RMC or procurement team requires.
What if an employee’s vehicle is damaged in transit?
Every shipment is documented with a signed vehicle condition report at pickup and delivery. If a discrepancy is noted at delivery, the claim process starts from that documentation. Cargo liability insurance documentation is provided before the first shipment is placed.
How far in advance do you need to schedule a shipment?
For standard open-carrier transport, 7–10 business days from the order date is enough. For enclosed transport or unusual vehicle types, plan on 10–14 days. On a tight timeline, call your rep directly and we’ll tell you what we can and can’t deliver.
Can invoices be broken out by department or cost center?
Yes. During account setup we collect your cost center codes and apply them at the shipment level, so the monthly invoice shows a line item per vehicle with the cost center field populated.
What types of vehicles do you ship for corporate accounts?
Standard sedans, SUVs, pickup trucks, luxury vehicles, and EVs on open or enclosed carriers. Non-drivable vehicles work too, as long as we know at booking so the right equipment is arranged.
Do you handle international relocations?
Yes. We cover all 50 states, and we arrange international relocations to and from Canada, the UK and Europe, the Caribbean, and Central America. Tell us the destination at booking and we’ll quote the full move.
Set Up Your Corporate Account
If your company relocates employees more than a handful of times a year, consumer-style booking is costing you time and creating reimbursement paperwork nobody wants. A 20-minute call is enough to tell you whether we’re the right fit — we’re an FMCSA-licensed and bonded broker, and every carrier is vetted for active authority and cargo insurance before dispatch.
Or call us at (800) 997-4181.
