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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 three things set:
  1. A Company Car agreement. A financial agreement with its type set to Company car, linked to the fleet customer. This is also where the reimbursement rate is set, as a price per kWh, alongside the company car management fee and whether tax is excluded from the reimbursement.
  2. 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.
  3. Authentication required. The employee taps their charge key for every session, or the charger at least sends OCPP authorisation messages to the platform.
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.

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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, their location, and the fleet company as the billing customer. 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 agreement.

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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
  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.