A quick overview:
Drivers will be reimbursed on the 15th or 30th of the month, instead of the 20th.
Payouts are only done on the condition that all invoices are paid in full.
For example: You receive an invoice on the 20th of June for all charging costs of May. You pay your invoice on the 27th of June. The home charging costs for May will be reimbursed to drivers on the 30th of June.
TIP: contact your Account Manager to set up a SEPA direct debit mandate. This allows for a hands-free payment of the invoice, and quick driver payout.
Good to know: we will optimize this process in the coming months, allowing drivers to be reimbursed right after the invoice payment has been received.
In this article we will explain the details about what is changing, the reasons behind this, and answer the frequently asked questions.
We appreciate your understanding. ⚡️
#01 - What is changing?
Previous setup
The invoices and driver reimbursements are both done on the 20th of each month. This applies to the home charging costs of the previous month.
In the example above:
Drivers charge their vehicle at home in March
The CREG kWh rates are published in the first weeks of April
The driver reimbursements are calculated & paid out around 20th of April
On the same day, an invoice & cost breakdown is sent to your company
The invoices are paid within the expected payment terms (often 30 days)
The new setup
In the new procedure, reimbursements will still be calculated and invoiced on the 20th day of each month. Driver reimbursements will be executed on the 30th day of that month, on the condition that the invoice is paid.
In the example above:
Drivers charge their vehicle at home in March
The CREG kWh rates are published in the first weeks of April
The driver reimbursements are calculated around 20th of April
On the same day, an invoice & cost breakdown is sent to your company
The invoices are paid within the expected payment terms (30 days)
If we receive a quick payment before the 30th of April, your drivers will be reimbursed that same day.
If you pay later, your drivers will be reimbursed on the 30th of that month.
#02 - Why are these changes needed?
With a growing number of customers, we had to modify our system to allow for payment processing & driver payouts at scale. As a result of these changes, it is no longer possible to pay out charging costs before the invoice has been paid.
Please note this delayed payout is common practice in the industry. Most competitors also require invoices to be paid first, and only then pay out the charging costs.
#03 - Frequently asked questions
When will these changes go into effect?
When will these changes go into effect?
This is effective immediately. The home charging costs from the period of May will be invoiced in June, and reimbursed on June 30th.
What happens if I don't pay my invoice (in time)?
What happens if I don't pay my invoice (in time)?
Drivers will not be paid out as long as the invoice has not been paid, as shown in the visual below. If you fail to pay your invoice by the 30th of that month, you can still make the payment later. The driver payouts will then be rescheduled for the 15th or 30th day of that month. Important note: the payment terms do not change!
Will my employees be informed?
Will my employees be informed?
Yes. Drivers will receive a similar communication as you received from us. They will also be reminded on the 20th of June about the absence of any reimbursements, contrary to previous months. Feel free to inform them too about these changes, for additional clarity.
How can I pay my invoices quickly & easily?
How can I pay my invoices quickly & easily?
Currently we support multiple payment methods: manual bank transfers, automatic SEPA direct debit payments or quick payments via Mollie (Bancontact, Credit Card, Ideal and more). We would love to understand your preferred method to improve this process. Please share your input in this 2 minute survey, by clicking here.
Can I still set up a SEPA Direct Debit Mandate?
Can I still set up a SEPA Direct Debit Mandate?
Yes, of course! Please contact your account manager to set up this payment method. At time of invoicing, we will then automatically claim a direct debit with your bank, ensuring quick payment and driver reimbursements.
Where can I see the invoice payment status?
Where can I see the invoice payment status?
We will make the invoice payment status available in the platform in the coming weeks. Until then, you will primarily be informed via the automatic reminders, sent to the invoice email address you configured via the platform. If you would like us to manually review your outstanding payment status, please contact us via talk@eeveemobility.com
What happens if I currently have unpaid invoices?
What happens if I currently have unpaid invoices?
Our accounting software currently sends reminder emails for any unpaid invoices. We noticed some customers are getting reminders for payments that were made, due to a synchronisation problem caused by moving to a new accounting tool. Please contact us via talk@eeveemobility.com if you believe the reminders are incorrect. Depending on the outstanding amount, we may block all future driver reimbursements until all invoices are paid.
Can I be invoiced before the 20th day?
Can I be invoiced before the 20th day?
Unfortunately not. Almost all of our customers reimburse using the kWh rates published by the CREG. These rates are only published in the first half of the subsequent month. That is why the invoicing can only be initiated on the 20th day.
What if I don't use the automatic reimbursement service?
What if I don't use the automatic reimbursement service?
If you manually manage the payments, nothing will change for you or your employees. The invoices will still be sent at the same time, and are expected to be paid in the same payment terms as is currently the case.
#04 - Future developments
We are continuously looking to improve our platform. To improve the home charging reimbursement service, we launched features such as payout rules, driver groups, reimbursement eligibility periods, etc. We are exploring new features such as direct integrations with energy providers to get the actual energy cost.
Moreover, we plan to optimize the invoicing/payout process in the future so that drivers are paid immediately when the invoice payment is received.
We appreciate your understanding and need your input! 🙏 To improve our payment handling, we want to understand how you prefer to pay your invoices. This will help us build the product you need.
Please share your feedback in this 2-minute survey by clicking the button below:
If you have other ideas or request, make sure to let us know!
#05 - Any questions?
Don't hesitate to reach out! Write to us via talk@eeveemobility.com or use the chat bubble in the bottom right corner of your screen.