Direct billing for rental cars

Many car rental suppliers support a direct billing arrangement where all bookings for a company are tied to a single billing number, and all payments are managed via a single consolidated invoice.

Administrators can configure direct billing for rental cars within Spotnana. This allows their travelers to book rental cars without needing to provide a payment method during checkout. The charges associated with the car rental will be billed directly to your company. Any applicable policies and required approvals will still be enforced. 

You will also need to separately configure a central card as the payment method for the Spotnana service fee (since direct billing only covers the charge from the rental car company).

NOTE: Your travelers will need to provide the rental car company with their loyalty ID when picking up the car. This is because the direct billing method does not add the traveler's loyalty ID to the booking. 

Set a car rental company to use direct billing 

1. Login to the Online Booking Tool. 
2. Select Company from the Program menu. The General page will be displayed.
3. Select Payment methods from the Payment section on the left. The various payment method types will be displayed. 
4. Scroll down to the Direct billing program section.
5. Click Add new. The Add new car program settings window will be displayed. 
6. Select the name of the car rental company. You can use the search feature. 
7. Enter the Direct Billing number. 
8. Enter a Program Name.
9. Use the User roles menu to select the user roles within your company who are allowed to use direct billing account when booking car rentals. Options are Everyone or Admins and Agents only. 
10. Use the traveler type menu to select the traveler types within your company who are allowed to use direct billing account when booking car rentals. Options are All travelers, Employee, Company Guest, Personal Guest. You may make more than one selection.
11. Specify the locations of the users who are allowed to use direct billing when booking car rentals. You may select from the following: 
    • All employees in your company - The ability to use direct billing for car rental bookings will not be limited based on location. 
    • Only employees in specific countries, legal entities, departments, or cost centers - You will be presented with a menu from which to select the location type. Options are Legal entities, Countries/Regions, Departments, Cost Centers. Once you select a location type, you can search for and select the specific locations (e.g., a specific country or cost center) that will be allowed to use direct billing when booking car rentals. 
12. Click Save when done. 

NOTE: You can edit or remove an existing direct billing configuration for a car rental supplier by clicking the three dots on the right-hand side of their row and selecting Edit or Remove as needed.