Our official records

1. The record

Registered name

George Car for Vehicle Rental

Commercial register

000000

Tax card

000-000-000

Tax registration number

000000000

Transport licence

000000

Registered address

Cairo, Egypt

Electronic tax invoice

Issued within the first 5 working days of the following month

Payment terms

Agreed in writing before the first journey

Invoicing contact

accounts@georgecar.example

These are the numbers a finance department can verify without asking us for anything, and they are the same numbers that appear on every invoice we issue.

2. What each one is

• Commercial register. The company's entry in the Egyptian commercial registry. It is the number used to confirm that the company exists, under that name, at that address, and that it is entitled to trade.
• Tax card. The company's tax registration. Without it we could not issue you a tax invoice, and your finance department could not pay us.
• Transport licence. The licence to operate vehicles for hire with drivers. It is what separates a licensed operator from an individual with a car and a telephone number.
• Electronic tax invoice. We issue an approved electronic tax invoice. On a corporate account it reaches you within the first 5 working days of the month following the journeys, against one monthly statement.

3. Insurance

• Every car we operate carries valid motor insurance, and the expiry date of the certificate is held in our system against that car.
• The same applies to cars contracted from suppliers. We hold their papers rather than their assurances.
• A car whose insurance, licence or inspection has lapsed cannot be assigned a journey. The system refuses the assignment; it is not left to an employee to remember.
• Passenger cover is documented per car, and the certificate is sent to anyone who asks for it before a first journey.

If a document is under renewal on the day you ask, we say so and give the date. We do not put a car on the road on a lapsed paper.

4. On request

• The insurance certificate for the car assigned to you, before a first journey.
• A specimen contract and a specimen invoice, so that a legal or a finance department can read the terms before anything is signed.
• The monthly electronic tax invoice, with the trip log behind it naming requester and cost centre.
• The record above as a printable page, if a supplier form has to be filed on paper.

Write to accounts and it is sent. None of it sits behind a form or a telephone call.

5. Why we publish them

• A finance department can approve us as a supplier without a telephone call.
• A compliance desk can check the record independently, against the registry rather than against us.
• The numbers can be typed into a supplier form as they stand: no images, no attachments, nothing to transcribe from a photograph.
• It is the least a company can do before it asks anyone to get into one of its cars.

6. For a finance department

The payment and invoicing page carries the same record together with the terms, the statement cycle and the trip log that names requester and cost centre. It is written to be printed and filed.