Billing EV charging for a company fleet

What makes fleet billing difficult

• Cars charge in several places: at head office, at branches, at drivers’ homes and at public stations.
• Employees’ private cars and visitors’ cars also charge on company chargers.
• RFID cards get passed between drivers, so it is hard to establish who actually charged.
• A flat-rate allowance for charging at the driver’s home rarely reflects actual consumption.

Every session assigned to a driver and a car

Authorisation is the foundation. In the Domena Power system, the driver starts charging in the app, so every session is immediately assigned to a specific person and, through them, to a vehicle, department and location. Chargers with MID meters measure the energy, and the system calculates the cost using the rates set by the company — with no commission per kWh.

• Reports per driver, vehicle, department and location.
• All branches and their chargers in one panel, with separate tariffs.
• Session history with date, time, energy and cost — ready for audit.

Business vs private charging

Company chargers can serve both company cars and employees’ or visitors’ private cars. The system lets you set different rules for each:

• Company cars — no charge to the driver, with the cost assigned to the vehicle and cost centre.
• Employees’ private cars — paid charging at the company rate, settled e.g. by payroll deduction or invoice, or free as a benefit.
• Visitors and customers — access granted remotely from the panel, e.g. by reception, for the duration of the visit.

Free charging of an employee’s private car may have tax implications. It is worth consulting the settlement method with your accounts department or a tax adviser — the system provides precise consumption data for each person.

Charging a company car at the driver’s home

Many company cars charge overnight at the employee’s home. Instead of a flat-rate allowance, it is better to settle this based on actual consumption: a charger with a MID meter connected to the system sends the readings of every session, and the company reimburses the driver for the energy at an agreed rate. Nobody loses out — neither the employee who charges a lot, nor the company, which does not overpay for drivers who charge little.

Charging around vehicle availability

A fleet has its own rhythm: sales reps’ cars come back in the evening, delivery vans during the day between runs. Charging schedules and priorities are set around the vehicles’ actual availability, and dynamic load management shares the available power among the cars that are charging. As a result, they are all ready to go in the morning, without an expensive grid connection upgrade.

Reports ready for the accounts department

At the end of the period, the accounts department receives a statement of consumption and costs per vehicle, driver and location — with no manual copying of readings. The data lets you settle reimbursements, charge employees for private charging and compare energy costs across branches.

The Domena Power subscription is 30 zł net per month for the first charger in a group and 10 zł net for each additional one, with no commission on energy sales. You can calculate the cost for your fleet in the calculator below.