How do I set up a corporate account for airport transfers?

A corporate account gives companies a single way to book, manage, and pay for transfers for multiple employees. With Chatref you can automate the entire sign-up and booking process: the AI agent gathers the business details, verifies eligibility against your stored policies, and enables bulk bookings for company transfers, all while capturing the billing info you need. This reduces the manual work your team does to onboard business clients and ensures every interaction stays grounded in your actual service rules.

The knowledge-base feature is where your agent learns what a valid corporate account looks like. Upload your rate cards, tier conditions, booking policies, and any terms or service-area documents that apply only to business accounts. When a company representative reaches out, the agent will answer questions, check eligibility, and enforce booking rules using only this content - no guesses, no hallucinations. Separate knowledge sources from your standard rider FAQs so the agent can treat corporate inquiries with the right level of detail.

Use custom-actions to create a data-collection flow right inside the chat. Design a sequence that asks for the company name, VAT or tax ID, billing address, employee list, and the desired payment method. Because custom actions can call your existing tools, you can push this information directly into your CRM or booking system the moment it’s captured. The agent then confirms the account setup, sends a welcome message, and is ready to accept the first company transfers.

The ai-agents capability is what turns the collected data into a live corporate account experience. Set up the agent to recognise phrases like “I need to book a transfer for five colleagues” and hand the conversation to a dedicated corporate flow. The agent can pull volume discounts and booking windows from the knowledge base, surface repeat-booking shortcuts, and keep a running record of the conversation for your human team to review if needed. It stays in your brand voice but never makes up a policy - every answer is traced back to your own docs.

Payments and billing become part of the chat, not a separate process. Your custom action can collect preferred payment methods (invoice, purchase order, or card-on-file) and send the details securely to your finance tool. The agent then confirms the billing schedule, explains invoice cycles based on your knowledge base, and triggers an account-activation message once everything is collected. Since Chatref is pay-as-you-go, there is no per-seat fee for the agent itself - you only pay for the responses it generates for your business customers.

Steps to create a corporate account

1. Upload your corporate policies, rates, and required fields to a dedicated knowledge-base source.
2. Create a custom action that asks for the company name, tax ID, billing address, employee roster, and preferred payment method.
3. In the AI agent settings, link the action to a welcome flow that triggers when someone asks about a business account.
4. Test the flow in the Chatref playground - confirm the agent collects all data and signals account creation.
5. Connect the custom action’s webhook to your booking or CRM system so accounts are created automatically.

Managing multiple bookings

Once the corporate account is set up, the AI agent handles company transfers at scale. The agent can recognise a returning business contact through conversation context and pull up their account details. For bulk requests, the custom action can present a multi-leg booking form or accept a CSV attachment of employee names, dates, and routes. The agent then confirms each reservation and sends a consolidated confirmation, all while checking availability against your knowledge base rules. You can monitor ongoing bookings through the shared inbox and step in for exceptions.

Setting up payment methods

During the custom action flow, include a step that asks for the company’s billing preference - invoice, purchase order, or card-on-file. For invoice-based billing, the agent can collect the PO number and accounts payable contact, then forward that to your finance system via the action’s webhook. For card-based payments, use a secure iframe or tokenization tool embedded in the custom action to capture details without Chatref handling sensitive data directly. The knowledge base can surface your payment terms (e.g., net 30, prepaid) so the agent sets the right expectations automatically.