How to enable split billing for your organisation

Preface

Caused by the shift to electric or hybrid vehicles, an increasing number of employees will need and have a charging station at home. Employees that formerly had a fuel card will now have the opportunity to be remunerated for their charging sessions at home with our split billing feature through Smappee Services. This will minimize the administrative work for the employer but how do you set it up?

Below is a quick overview of the involved steps, from requesting the contract to creating the split billing agreements.

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Step 1: Setting up the contract + SEPA (Employer)

If you already have a Contract + SEPA agreement + Partner account with Smappee you can skip this and go straight to Step 2.

 

Step 1A: Fill in business registration

If you already have a partner account and registered organisation:

Login on https://dashboard.smappee.net/ and navigate to the Split billing card. Press the "Add Agreement" and "Register my company" buttons in this card.

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If you do not yet have a partner account and registered organisation:

A contract, fleet manager login and an organisation can be created by navigating to the following URL and filling in the form: https://dashboard.smappee.net/register-split-billing

 

Fill in the required fields.

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Step 1B: fill in billing information and the account for the fleet manager

When filling in the Split Billing company registration, make sure you remember the Username and Password, the fleet manager (Employer) will need this to setup the split billing agreement with the Employee.

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Read through the contract and click on "I agree..."

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After pressing "Complete registration", login to the Dashboard  with the newly created Partner account and proceed to Step 2.

 

Step 2: Creating split billing agreements (Employer)

By now, you should be logged in with your fleet manager (partner) account that has the SEPA + Split billing registration (created in Step 1).

Now, the fleet manager can add his own split billing agreements. Each employee that wants to use split billing will need such an agreement and each agreement comes at a cost of 5 EUR / Month.
Setting up these agreements is done through the dashboard with the Split billing card by pressing the Add agreement button as shown below.

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The employer has to fill in all the required information and this is also the place where he can set the reimbursement price for the employees charging costs. An example of the form is shown below:

Only the email, refund rate and first name of the employee are required, other information can be filled in by the employee in a later step.

Once you press the Add agreement button, a mail is send to the employee to confirm and fill in the missing information.

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Step 3: Confirming payment details (Employee)

After submitting the form, the employee will get a confirmation email to verify all his details and to sign the contract.

 

An example of the confirmation email:

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When clicking the "please confirm" link you will be redirected to a Smappee web page where you can verify the info and enter missing information. On this web page you have to login with your Smappee user account which has access to the EV Line product where split billing is needed. The account is the same as in the Smappee app.

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After confirming your details you will get another email to notify you of the confirmation.

The charging station that was selected in the drop down will automatically be set to "Swipe and Charge - split billing".

 

Example mail:

 

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Once all above steps have been completed, the session activation method will automatically be set to 'Swipe & Charge (Split Billing)'. When the customer has plugged the cable into their EV, they will be able to swipe their RFID token and the charging will start.

 

Finally! Your job is done 😊 Now it's up to Smappee Services to send the employer a monthly bill and to reimburse all the employees on a monthly basis.

 

 

 

 

Using split billing.

Viewing transactions

As the fleet manager of Your Business you have additional functionality in the Smappee dashboard. 

For example, you can view the charging sessions of your employees and view how much they will be reimbursed at the end of the month. This is possible with the Split Billing card. You can select a split billing agreement on the left and you will see the charging sessions (Transactions) and the cost of it on your right.

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Resend confirmation mail for pending requests

The fleet manager can also resend the confirmation emails to employees who might have missed the email or didn't get it. This is possible with a small icon on the same Split Billing card and is shown below:

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Edit + Bulk update

The last functionality with this Split Billing card is to adapt the information in the agreement when it is not confirmed yet. This can be used when an employer or employee notices that some of the entered information in the split billing agreement is incorrect. Rectifying this information is possible by using the edit icon on the  Split Billing card as shown below:

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You can also quickly edit the rate for all split billing stations by pressing the "Update all" button.

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