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Get a fleet’s employees charging their company cars at home and being reimbursed automatically each month, from operator configuration through to the first expense report.

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Before you start

  • The CPO operator is set up in Spirii Connect and the Business Portal
  • You have the employee list and their home charger hardware
  • Where Spirii disburses the money, the fleet company has completed KYC with Paytech, Spirii’s PSP partner, and you have each employee’s IBAN
Employees can start charging at home before PSP onboarding finishes — only the disbursement waits: expense reports still generate, but no money moves until the KYC is complete. Where the fleet reimburses through its own payroll instead, none of the PSP requirements apply.

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Steps

1

Create the fleet customer in Connect

The fleet company is created as a customer. Where Spirii disburses the money, this data has to be accurate for the PSP integration.Changing any of it after PSP onboarding needs a manual update by Spirii, so get it right the first time. Where the fleet reimburses through payroll, only the invoice email really matters.
2

Onboard the employees

Each employee is created as a customer in Connect.The first two are only required where Spirii disburses. Employees can come in through Spirii’s onboarding flows, or be created by hand.
3

Connect the home charger

Each employee’s home charger is registered as a location, with these set:
  1. A Company Car agreement. A financial agreement with its type set to Company car, linked to the fleet customer. It holds the company car management fee, whether tax is excluded from the reimbursement, and a fallback reimbursement rate.
  2. A reimbursement rate on the location. On the location’s Rates tab, set the price per kWh the employee is paid, its start date, and the currency, and attach the evidence behind it, such as their electricity bill. A rate on the location takes precedence over the rate on the agreement.
  3. The location owner set to the employee. Not the fleet company, and not the CPO. Setting the company as owner because it bought the hardware is the common mistake, and it stops sessions being attributed.
  4. How sessions are attributed. Either the employee starts every session with their charge key, or the charger at least sends OCPP authorisation messages to the platform. Or turn on Reimburse all sessions to the location owner in the location’s Reimbursement section, and every session recorded at the location is reimbursed to the employee, whether a charge key was used or not. Use the setting only where the employee is the one person charging there, since it reimburses everyone’s sessions to them.
Without that setting, a charger left in free-vend mode cannot attribute sessions to an employee, and those sessions never reach an expense report.
4

Issue the employee's charge key

Each employee needs a charge key, an RFID card or a virtual one in the app, linked to their customer account. It has to be active before any session can be attributed to them. Where the location reimburses all sessions, home sessions don’t depend on it, but the employee still needs it everywhere else.

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Verify

Ask the employee to run a test session at their home charger, then check it landed.
The session appears in Connect under the employee’s location, and its CDR shows the employee’s charge key as the authentication (unless the location reimburses all sessions), their location, the fleet company as the billing customer, and the reimbursement rate applied. An expense report is created for the fleet, or an expense is added to the report already open.
If the CDR is missing or the billing customer is wrong, check the Company Car agreement, the location owner, and the charge key linkage before going further. Once the first billing cycle closes, the fleet manager receives a Fleet Expense Report by email, and can also download it in Connect as a PDF or CSV or pull it over the API. Review it to confirm every employee who charged appears, that session counts and kWh match Connect, and that the amounts match the rate on the location, or the agreement rate where the location has none.

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Correcting missing sessions

If a session does not appear in an employee’s expense report:
  1. Check the charger location has the Company Car agreement set correctly
  2. Check the session’s authentication matches the employee’s charge key, or that the location reimburses all sessions
  3. If both are right and the session is still missing, the fleet manager can add it to the expense report by hand in Connect
If an employee has no expense report at all, because no session was ever attributed to them, a report cannot be created after the fact. They need at least one correctly attributed session for the first one to generate.

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Next steps

Home charging reimbursement

How the reimbursement works end to end, including the Company Car agreement.

Home and work charging

The wider setup for company cars across home, workplace, and public charging.

Charge keys

How to issue and manage employee charge keys.

Onboarding flows

Automating employee, location, and charger creation from a single order.