Invoices and credit notes

The following diagram shows how invoice, payment and credit note are connected.

First, Depotcharge issues the fleet's company with an invoice that lists the charging energy and the service fee separately. It is a single invoice, and page 2 lists the charging sessions by vehicle.

The fleet then pays the total amount of the payment summary, which bundles several invoices into one bulk payment, to Depotcharge, quoting the payment reference. Finally, Depotcharge pays the depot operator the net tariff the operator has set and issues a credit note for it, while the service fee stays with Depotcharge.

The following sample invoice with numbered areas shows how an invoice is structured.

Number 1 marks the sender with logo, address and VAT ID, and number 2 the invoice recipient, that is, the fleet's company. Under number 3 you find the invoice number, service period, invoice date and the number of the payment summary.

Number 4 marks the services, where the charging energy and the service fee are listed separately with their net amounts, and number 5 the VAT with the invoice amount.

Under number 6 you find the payment processing with the note on the bulk payment, the payment term and the contact. Number 7 shows page 2 with the charging sessions by vehicle, that is, with vehicle ID, number plate and cost centre as well as date, start time, duration, quantity in kWh, unit price, net amount and subtotal.

The following payment summary explains the bulk payment.

The payment summary states the recipient, its number with date, the amount, the payment reference, the payment term and the account details. The table below lists the invoices it includes with the total amount.

The same number appears on each of these invoices.

The credit note that Depotcharge issues to the depot operator looks as follows.

Number 1 marks the sender and number 2 the credit note recipient, that is, the depot operator's company. Under number 3 you find the credit note number, which begins with CRE, the service period and the credit note date.

Number 4 marks the service "Provision of charging infrastructure and electricity" with VAT and the credit note amount, which corresponds to the depot operator's net tariff.

Under number 5 you find IBAN and BIC for the payout. Number 6 shows page 2 with the charging sessions by fleet operator, each as a separate table with a subtotal.

Prerequisites

Your company has an invoice email address and VAT ID number on file, and your fleet has already charged.

• Change the invoice email address
• Create a fleet

Step by step

1. 1.
   In the sidebar, open Reports.
2. 2.
   Switch to the Charging sessions tab.
3. 3.
   At the top right, select the period the invoice covers.
4. 4.
   If needed, use Columns to adjust which columns are shown.
5. 5.
   You can quickly find individual sessions using the Search charging sessions field.
6. 6.
   Finally, click Export report.

   

Prerequisites

You have created a site where fleets have already charged.

• Create a site

Step by step

1. 1.
   In the sidebar, open Reports.
2. 2.
   Switch to the Charging sessions tab.
3. 3.
   At the top right, select the period you want.
4. 4.
   If needed, use Columns to adjust which columns are shown.
5. 5.
   You can quickly find individual sessions using the Search charging sessions field.
6. 6.
   Finally, click Export report.

   

• →Breakdown of charging costs
• →Clarify missing charging sessions
• →Overview of billing and invoices