Invoices and credit notes

Depotcharge issues the invoice on behalf of the depot operator and sends it to your fleet's company. So that you can check the invoice, you find all the associated charging sessions in the Reports area, where you can also export the data for your accounting.

The following diagram illustrates the entire process, from the invoice through to payment and the credit note for the depot operator.

The invoice is a single invoice that shows the charging energy and the service fee separately, with the service fee being €0.02 per kWh. On page 2, you will find the charging sessions listed by vehicle, and a payment summary that groups invoices for collective payment.

The fleet transfers the total amount shown in the payment summary to Depotcharge, quoting the payment reference. Depotcharge then pays the depot operator the net tariff set by the operator and issues a credit note for this amount.

The numbers in the diagram are placeholders.

1.Prerequisites for fleet managers

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

2.Step by step

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

3.Prerequisites for depot operators

For your site's view, you have created a site where fleets have already charged.

4.Step by step

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

5.Result

You receive the charging sessions of the period as an export.

6.Note

The invoice will be sent exclusively by email to your company's invoicing email addresses, as it is currently not possible to download it from the portal.

Each company receives an invoice for its linked fleets, with each vehicle listed on a separate line.

Each company of depot operators receives a credit note summary by email.

The graphic below shows a sample invoice with numbered sections.

Number 1 indicates the sender, and number 2 indicates the invoice recipient, that is, the fleet's company. Number 3 shows the invoice details, including the invoice number, the service period, the invoice date, and the payment summary number.

Under number 4, you will find the services, with the charging energy and the service fee shown separately, each with its net amount. Number 5 indicates the VAT and the invoice amount, while number 6 indicates the payment process, including a reference to the collective payment, the payment term, and the contact details.

Number 7 refers to page 2, which lists the charging sessions by vehicle, showing the vehicle ID, number plate, and cost centre, along with the date, start time, duration, quantity in kWh, unit price, net amount, and subtotal.

The payment summary groups several invoices into a single collective payment, and its number appears on each invoice included in it. The following diagram shows an example.

Here you will find the recipient, the number and the date, the amount, the payment reference, the payment term and the account details, as well as a table listing the invoices included, together with the total amount. Please transfer this total amount, quoting the specified payment reference.

All prices are exclusive of VAT, with the tax rate and currency determined by the country of the site.

If an amount is incorrect, contact support with the invoice number at support@depotcharge.com so that we can check the invoice.

Depotcharge issues a credit note for the depot operator's revenue. The following diagram shows a sample credit note with numbered areas.

Number 1 indicates the sender, and number 2 indicates the recipient of the credit note, namely the depot operator's company. Number 3 shows the credit note details, including the credit note number (which begins with CRE), the service period, and the credit note date.

Under number 4 is the service "Provision of charging infrastructure and electricity", including VAT and the credit note amount, which is based on the depot operator's net tariff. Number 5 indicates the payout, including the IBAN and BIC, and number 6 refers to page 2, which lists the charging sessions in a table, broken down by fleet operator, with a subtotal for each.

Depot operators receive their earnings as a payout from Depotcharge, the amount of which depends on the quantity charged and the tariff set. Depotcharge bears the risk of non-payment by the companies.

For the payout, depot operators enter their VAT ID number, IBAN and BIC in their company's settings, but this is not yet necessary to get started.

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