How we contract — Invoicing & payment
An invoice your finance team can approve without ringing us.
Transport is one of the few services where the monthly bill routinely arrives as a single unexplained number, and someone in accounts payable has to decide whether to trust it. Ours arrives line by line, with the runs behind each line, the credits already taken off and your own cost centre on the front — so approving it is a five-minute job rather than a phone call and a wait.
- One invoice a month
- 30 days net
- No fuel surcharge, ever
Billing at a glance
- Frequency
- One invoice per contract, monthly in arrears
- Issued
- Within the first five working days of the month
- Format
- Compliant electronic invoice, plus the trip log
- Terms
- 30 days net, or your own standard cycle
- VAT
- Shown as its own line · reg 300000000000003 Placeholder
- Uplift
- None automatic. 60 days' notice, and you may decline
We will send a redacted sample invoice and trip log before you ask for a price.
Request a sampleThe billing month, end to end
Four dates, and none of them move.
Finance teams plan around predictable dates more than they care about the rate. This is the cycle every contract runs on, and it is the same in December as it is in Ramadan.
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Last day
The month closes
Runs stop being counted at midnight on the last calendar day. No cut-off three days early that quietly pushes the end of the month into the next one.
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Days 1–5
Invoice and trip log issued
Within the first five working days, together, to the address and the person your contract names. Credits for missed runs are already deducted rather than promised.
Both documents, same email -
Days 5–15
Your review window
Ten working days to check it against the trip log and raise anything. Query a line and that line alone is suspended — the rest of the invoice stays payable and on terms.
Queries answered in 2 days -
Day 30
Payment due
Thirty days from the invoice date by bank transfer. If your organisation runs its own payment cycle, we work to yours instead and say so in the contract.
Because an invoice without its working is a request to be trusted, and accounts payable should not have to extend trust to a supplier. The log lists every run of the month — date, route, vehicle, scheduled and actual times — so any line on the invoice can be traced to the journeys behind it without a single email to us. Several clients reconcile it automatically; it is laid out so that they can.
The document itself
What is on the invoice, and why.
Six things, in this order. Nothing here is unusual in a well-run business, but transport invoices are so often a single line that it is worth setting out what a proper one contains.
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2.1
One invoice per contract, per month, in arrears
Not one per vehicle, not one per site unless you ask for that, and never a mid-month interim. Where you need separate invoices by cost centre, department or site, we split them that way from day one rather than asking you to allocate afterwards.
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2.2
Priced line by line, by vehicle and route
Each contracted vehicle and route is its own line at its agreed monthly figure, so a change in the total always has a visible cause. Additional runs, weekend cover and standby appear as their own lines rather than folded into the base.
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2.3
Credits already applied, with the runs named
Missed or late runs are deducted before the invoice reaches you, shown as their own lines against the dates they relate to. You never have to claim a credit, and you should never have to notice a failure in order to be billed correctly for it.
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2.4
VAT shown separately at the prevailing rate
Contract pricing is quoted exclusive of VAT, which appears as its own line under our registration number. Published per-journey fares elsewhere on this site are inclusive, because a traveller quoted SAR 180 should pay SAR 180.
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2.5
Your references carried through
Purchase order number, cost centre, site code, group reference — whatever your system needs, on the invoice header and on the relevant lines. An invoice that cannot be matched to a PO is an invoice that sits in someone's tray for a fortnight.
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2.6
Issued as a compliant electronic invoice
Generated through a system that meets the Kingdom's e-invoicing requirements, carrying the QR code and the mandatory fields, so your team can process it through your own compliant workflow without a manual workaround or a re-keyed copy.
Terms by arrangement
What we ask for, and when.
Payment terms tighten where our exposure is highest and relax as a relationship establishes itself. All of this is negotiable and most of it moves in your favour after a few months, which is how it should work.
| Arrangement | Billed | Terms | Up front |
|---|---|---|---|
| Monthly contract, established client Standard | Monthly in arrears | 30 days net | Nothing |
| Monthly contract, first three months | Monthly in arrears | 15 days net | Nothing |
| Seasonal operator allocation | Monthly in arrears | 30 days net | 25% at allocation |
| Event or one-off group movement | On completion | 14 days net | Nothing after the first booking |
| Government and large corporate | Monthly in arrears | Your cycle | Nothing |
| Private traveller booking | On completion | On the day | Nothing at enquiry |
The fifth row is the one large organisations ask about. If your accounts payable runs a fixed 45 or 60-day cycle, we work to it and price accordingly rather than agreeing to 30 days and then chasing you every month. Saying yes to terms we cannot live with is how suppliers end up cutting service quietly, and we would rather have the conversation at the start.
Fuel, driver salaries, insurance renewals and maintenance are our risk for the length of the contract, not yours. That is the entire meaning of a fixed monthly figure, and an operator who fixes a price and then passes those through has not fixed anything. There is no automatic annual uplift either: any change is proposed sixty days before the anniversary with the reason set out, and you are free to decline it and let the contract run to its end on the original terms.
The short list worth printing out
Nine things you will never find on our invoice.
Each of these is a line that appears routinely on transport invoices in this market, and each one is a way of quoting a number in a tender that is not the number the client eventually pays.
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Fuel surcharge Fuel is inside the monthly figure and stays there whatever the pump does.
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Maintenance or tyre recovery Our vehicles, our upkeep. Never a line you are asked to approve.
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Administration or processing fee Sending you an invoice is not a service we charge for.
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Driver overtime for our own delay If we ran late, the extra hour is ours to absorb, not yours to pay.
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A vehicle that did not travel A run that did not happen is not billed, whatever the reason it did not.
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Seasonal or Ramadan uplift The busiest month of our year costs you exactly what March does.
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An automatic annual increase Sixty days' notice with a reason, and you may decline it.
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A year-end reconciliation No true-up, no catch-up line, no surprise in month twelve.
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A charge you were not told about first Anything outside the contract is agreed in writing before it happens.
If a competing quote is materially cheaper than ours, it is worth asking which of these nine they reserve the right to add. A rate card and a contract are different documents, and the difference between them is usually where the money is.
When a line looks wrong
How a query is handled.
Sometimes we will get an invoice wrong, and how a supplier behaves in that fortnight tells you more than any reference ever will. This is the process, and it is in the contract rather than left to whoever picks up the phone.
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You query a line That line is suspended, the rest stays payableSame day
One disputed line does not put the whole invoice on hold, and it does not make you late. Terms continue to run on everything that is not in question.
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We investigate An answer with the underlying record attached2 working days
Not an assertion. The run data, the timestamps and the driver's report, so you can see what happened rather than be told about it.
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We were wrong Credited on the next invoice, without argumentNext invoice
No partial settlement, no splitting the difference to save face. If the line was wrong it comes off in full, and the reason is recorded in that month's report.
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Still unresolved after ten working days A director reviews it and decides5 working days
Named in the contract, with the authority to settle it. A query that has been open a month is a failure of process, and the escalation exists so that it cannot quietly become one.
Getting set up on your systems
The paperwork before the first invoice.
Most delayed first payments are not disputes — they are a supplier who was never properly opened on the client's system. We would rather spend an hour on that in week one than explain a sixty-day-old invoice in week nine, so we bring the whole pack to the first meeting without being asked for it.
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The vendor pack, complete, on day one
Commercial registration, VAT certificate, bank details on company letterhead, Transport General Authority permits, insurance certificates and the signed contract. Everything your vendor onboarding form is going to ask for, sent before it asks.
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Bank details change only on paper, never by email
Ours are fixed at contract signing and any change would come on letterhead and be confirmed by a phone call to a number you already hold. An email asking you to update our account details is not from us, and we would rather say that plainly here than after it has happened to somebody.
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A named person in accounts, not a shared inbox
Someone your team can call who knows your contract, alongside the operational coordinator. Billing questions and operational ones are different conversations and should not compete for the same phone.
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We work to your portal if you have one
Ariba, a bespoke supplier portal, a PO-matching workflow, a specific file format for the trip log. Tell us at onboarding and we submit the way your system expects rather than emailing a PDF and hoping.
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Documents kept current without a reminder
Permits, insurance and registrations are renewed and the updated certificates sent to you as they are issued. A contractor whose paperwork lapses mid-contract becomes your audit problem, and that should never be something you have to chase.
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A sample invoice before you commit
Redacted, from a real contract, with its trip log. Your finance team can tell you in ten minutes whether it will process cleanly through your system — which is worth knowing before the contract is signed rather than after.
Ask for the documents · sent within one working day
Have your finance team look first.
We will send a redacted sample invoice, a sample trip log and the vendor pack, with no quotation attached unless you want one. It is a better way to judge a transport supplier than a rate card.
Invoicing & payment terms
About a minute. Fields marked optional can be left blank.
No quotation attached unless you ask for one
Request received
A contracts coordinator will send the sample invoice, trip log and vendor pack on your preferred channel, normally within one working day. For anything urgent, call +966500000000.
Billing questions
Asked by finance, usually second.
After operations has decided they like the service and before anyone signs anything.
How often do you invoice?
Once a month per contract, in arrears, issued within the first five working days along with the trip log for that month. No interim invoices, no per-vehicle billing unless you want it split that way, and no cut-off three days before month end.
What are your payment terms?
Thirty days net as standard, tightened to fifteen for the first three months of a new contract, and relaxed to whatever cycle your organisation runs if you are a government body or a large corporate. We would rather work to your real cycle than agree to thirty days and chase you every month.
Do you require a deposit?
Not on a monthly contract, at any stage. Seasonal coach allocations carry 25% at the point the capacity is reserved, because that is when we turn other work away. One-off event movements are settled on completion, with pre-payment only for a first booking from a new client.
Are your invoices e-invoicing compliant?
Yes. Invoices are generated through a system meeting the Kingdom’s e-invoicing requirements, carrying the QR code and the mandatory fields, so they process through your compliant workflow without being re-keyed. Our commercial registration and VAT number are on every one.
Is VAT included in your prices?
Contract pricing is quoted exclusive of VAT, which appears as its own line at the prevailing rate. Published per-journey fares elsewhere on this site are inclusive, because a traveller quoted SAR 180 should pay SAR 180.
Can you invoice per cost centre or per site?
Yes, and we set it up that way from day one rather than sending one invoice and asking you to allocate it afterwards. Purchase order numbers, cost centres and site codes are carried on the header and on the individual lines.
What happens if we dispute a line?
That line alone is suspended and the rest of the invoice stays payable on terms. We answer within two working days with the underlying run data attached rather than an assertion. If we were wrong the line is credited in full on the next invoice, and anything unresolved after ten working days goes to a named director who decides within five.
Will the price increase during the contract?
No. Fuel, driver salaries, insurance and maintenance are our risk for the length of the term — that is what a fixed monthly figure means. There is no automatic annual uplift either: any change is proposed sixty days before the anniversary with the reason, and you are free to decline it and let the contract run to its end on the original terms.
Do you charge a fuel surcharge?
Never, and it is the first of nine lines you will not find on our invoice. Fuel is inside the monthly figure and stays there whatever the pump does. An operator who fixes a price and then passes fuel through has not fixed anything.
Can you submit through our supplier portal?
In almost every case, yes. Tell us at onboarding which system you use and what format you need the trip log in, and we submit the way your process expects rather than emailing a PDF and hoping somebody uploads it.