Records and Reporting for Every Farmed-Out Limo Trip

A client's assistant emails on Monday: "Can you confirm what time the car arrived on Thursday? Our executive says he waited." Your accountant asks for every farm-out cost from last quarter. An affiliate says they waited 90 minutes at the airport and wants paying for it.

If your farm-out work runs through phone calls and group chats, answering any of these means scrolling through three phones and hoping someone kept a screenshot.

Good limo farm-out records aren't paperwork for its own sake. They let you answer clients quickly, settle disagreements fairly and know what your farmed-out trips actually cost. This post covers what LimoFarmOut records for each trip, and how to use it.

One job page per trip

Every trip you farm out lives on its own job page. That page holds what you agreed before the trip and what happened during it.

What you posted:

• Pickup and drop-off addresses, pickup time in the pickup city's time zone, vehicle type, passengers and bags
• The driver payout and how it was priced: fixed, rising price or offers
• Any counter-offer or offer you accepted, and any amount charged or refunded because of it
• Free waiting time, the extra-hour rate and conditions such as a suit and tie, water or a name sign

Who took it:

• The driver's name, vehicle and plate, or the company that accepted and the chauffeur it named
• The driver's confirmation that they met every condition and would not contact your client directly

Pickup-time changes and cancellations also go through the job page, and the exact refund is shown before you confirm a cancellation.

Trip status, step by step

During the trip, the driver taps each step: en route, on location, passenger on board, completed. You can follow it live on the map, and the passenger has their own tracking link.

That sequence is what you need when a client asks what time the car arrived. It's also what protects your affiliate when a passenger says they weren't there: a passenger no-show with the driver on location pays the driver in full, and the trip status shows the driver was there.

The trip chat

Every trip has its own chat between you and the driver. Instead of instructions split across texts, calls and voice notes, the details sit with the job. If you move a pickup time, the driver sees it in the chat and on their trip screen at once.

Contact details typed in the chat are removed, which keeps your client protected; see keeping your client when you farm out. Calls and texts with the passenger go through the trip's private number.

Extras you approved

When the driver closes the trip, they add any waiting time, overtime, parking, tolls or extra stops. Waiting and overtime are worked out from the rate you set when you posted. You approve the extras before they're paid.

That approval step is your record. When your client asks why the bill went up, you can show the waiting time that was added and the rate it was charged at. And when you bill your own client, you're working from figures you have already seen and agreed. See setting payouts and conditions for how to write the terms in the first place.

Confirmation, ratings and receipts

After the trip, you confirm it was done, rate the driver from 1 to 5 stars with reasons and a comment, and add a tip if you like. Once the driver is paid, a receipt arrives in your inbox.

Ratings are records too. Over a season they show which affiliates run your trips well, which helps when choosing affiliates you have never met.

When something goes wrong

If a trip had a problem, report it within 24 hours of the trip being marked complete. The money for that job stays frozen until the team reviews it. Both sides can give their facts and evidence, and the team may review the job records, chat history and trip location data. They can pay the driver in full, refund you in full or split the payment.

Because the records were made while the trip happened, the review starts from what actually happened, not from two people's memories. Card chargebacks are handled under Stripe and card network rules; Stripe's guide to disputes explains how those work. Contact LimoFarmOut first rather than filing a chargeback for a job in the dispute process.

If you also take jobs: statements

If your company takes affiliate work as well as farming it out, your earnings have a record of their own. Under Earnings, statements can be downloaded for any month as a spreadsheet or emailed, and a statement is emailed on the 1st of every month. Hand it to your accountant as it is. For more on the earning side, see filling idle cars with affiliate work.

Good habits for clean books

A platform keeps the trip records; your own books are still yours. A few habits help:

1. Keep receipts with the client booking. File each farm-out receipt against the client trip it covered, so cost and income sit side by side.
2. Note the platform fee separately. The fee is added on top of the payout: 10% of the payout, minimum $5, on jobs posted until 31 December 2027, then 20%. Any tax that applies to the fee is charged as well.
3. Keep extras visible. Record approved waiting, tolls and parking separately from the base payout so you can pass them on accurately.
4. Follow local record-keeping rules. Tax authorities set how long business records must be kept. In the US, the IRS explains this in its recordkeeping guidance. Ask your accountant what applies where you operate.

If you delete your account, your profile is erased, but payment records are kept as the law requires.

Need a car for a client right now?

If you'd rather book a ride than post a job, use the booker below.

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Airport transfers, hourly cars and point-to-point trips with LimousineWorldwide.Directory member operators. Choose the vehicle, see the price and book in a few steps.

Frequently asked questions

What records does LimoFarmOut keep for a farmed-out trip?

The job details, who accepted it, any offers or counter-offers, the trip status steps, the trip chat, approved extras, the rating you gave and a receipt once the driver is paid.

Can I prove what time the driver arrived?

The driver taps en route, on location and passenger on board as the trip happens, and the trip is tracked live on the map while it runs.

How long do I have to report a problem with a trip?

24 hours after the trip is marked complete. Reporting it keeps the money held while the team reviews the job records, chat and trip location data.

Do I get a receipt for each farm-out?

Yes. Once the driver is paid, a receipt arrives in your inbox.

Can my company download monthly statements?

If your company also takes jobs, monthly earnings statements are available under Earnings as a spreadsheet or by email, and one is emailed on the 1st of each month.

Run your farm-out work on the record. Post your next job and keep every detail in one place.