Month-end, one spreadsheet per site
On the first working day of the month, someone downloads session exports from the charge point back office, one site at a time. Each site host has a slightly different deal: a share of revenue after payment fees, or a fixed rent plus a share above a threshold, or electricity costs recharged at a rate agreed two years ago. The spreadsheet for each site has its own formulas, written by someone who has left.
By the time the statements go out, it is the middle of the month. A host queries a figure, and nobody can easily explain how it was calculated.
Where the complexity actually sits
The sessions are not the difficult part. The difficult part is that every agreement is different, tariffs change mid-month, some sessions are free (fleet or staff cards), some fail and are refunded, and payment provider fees are deducted before or after the split depending on the contract. None of that is in the export.
- Each host's commercial terms are only in their contract.
- Tariff changes are applied by hand to the right date range.
- Refunded and free sessions are removed manually, sometimes twice.
- Payment provider fees are reconciled separately, if at all.
- Statements are formatted by copying figures into a template.
The cost of hand-built statements
Staff time every month, growing with every new site. Errors that surface as disputes and damage a relationship you want to renew. Late statements that make hosts wonder whether they are being paid correctly. And no easy way to see which sites earn well and which do not, because the numbers only exist inside the monthly spreadsheets.
Statements built from the data
- We connect to your charge point back office through its API or scheduled export, and to your payment provider (such as Stripe or the one your platform uses) for fees and refunds.
- Each host's agreement is set up as a structured rule: revenue share, fixed fee, thresholds, energy recharges, which fees come off first, which card types are excluded. Your finance person confirms each set of rules against the contract.
- Tariffs are held with their effective dates, so a mid-month change is applied to the right sessions.
- The month's sessions are pulled, cleaned of refunds and excluded cards, and matched to payments received. Anything that does not reconcile goes to an exception list.
- Each host gets a statement showing sessions, energy, revenue, deductions and their share, with a session-level appendix if they want it.
- Payout or invoice lines are prepared for Xero or QuickBooks, for a person to approve before anything is paid.
| Step | Manual process | Automated process |
|---|---|---|
| Getting sessions | Export per site | Scheduled pull from the back office |
| Applying terms | Formulas per spreadsheet | Rules per agreement, confirmed by finance |
| Tariff changes | Edited by hand | Held with effective dates |
| Reconciliation | Rarely done | Sessions matched to payments, exceptions listed |
| Paying the host | Typed into accounts | Draft lines in Xero or QuickBooks |
We implement the terms you already have. How revenue should be shared, or how it is treated for tax, is for your finance team and advisers.
Month-end in an hour, not a week
Statements are ready shortly after month-end, and the finance person's time goes on the exception list rather than on copying numbers. When a host queries a figure, the statement links to the sessions and the rule behind it. Adding a new site means setting up its rules once. And the same data shows you which sites, tariffs and times of day earn what.
Signs your statements need this
- Month-end statements take days of spreadsheet work.
- Each site's calculation lives in its own spreadsheet.
- Payment fees and refunds are not reconciled against sessions.
- Hosts have queried figures you found hard to explain.
- Adding a new site means building a new spreadsheet.