Skip to main content
All CollectionsInvoicing & paymentReimbursement invoice
How does the automatic reimbursement of charging costs work?
How does the automatic reimbursement of charging costs work?

Understanding by whom, to whom, ánd how charging costs are paid

Gina ter Heide avatar
Written by Gina ter Heide
Updated over a month ago

Managing Reimbursement of Charging Costs with E-Flux by Road

Reimbursing charging costs is one of our specialties. Charging sessions often involve multiple parties: the car user, the charging station owner, and sometimes a third party covering the costs (e.g., an employer). The charging station owner typically covers the initial energy costs and may wish to recoup these from the user or a third party.

How Reimbursement Works

As a charging station owner, you can access and manage your station through your E-Flux by Road account. In the account, you can set a kWh tariff in the pricing settings. The total amount for each charging session is calculated based on this tariff and the energy consumed.

Example Calculation: If your set tariff is €0.30 per kWh and a user charges 10 kWh, the cost of the session will be:

  • €0.30 x 10 = €3.

Common Reimbursement Scenarios

1. Reimbursement with Your Employer

If you use your EV for business purposes and have a home charging station, you can set up reimbursement with your employer. Here’s how:

  • Your employer creates an E-Flux by Road account and invites you as an employee.

  • You connect your personal charging station to the account.

  • Your employer sets the reimbursement tariff they wish to pay.

What Happens Next:

Every month, two invoices are generated:

  • An invoice for your employer to cover the charging costs.

  • A 'self-billing invoice' detailing the amount to be reimbursed to you. You can find this invoice in your E-Flux by Road account.

2. Reimbursement with Visitors

If your charging station is publicly accessible, visitors who use it will be charged for their usage, and you will receive this amount.

How It Works:

  • E-Flux by Road forwards the completed charging sessions to the visitors' charge card providers, who ensure payment to E-Flux by Road.

  • A 'self-billing invoice' is generated, and the specified amount is transferred to your bank account.

3. Reimbursement with Residents (HOA)

For charging stations located in apartment complexes, energy costs are often managed by the Home Owners Association (HOA). It is essential to ensure that only residents who charge their vehicles pay for their usage, not others.

How It Works:

  • Residents using the charging stations receive a monthly invoice to cover their costs.

  • Visitors using the station also pay for their usage separately.

  • Two invoices are generated each month: one for the residents to pay E-Flux by Road and a 'self-billing invoice' to reimburse the HOA's bank account.

Payment Timeline for Self-Billing Invoices

Self-billing invoices are generated around the first day of the new month and paid within 30 days. For example, January's self-billing invoice will be created at the start of February and paid by the end of February.

Did this answer your question?