What is Company Payment?
Company Payment is a digital funding solution that allows company owners to pay directly for their staff's EV charging sessions at public charging stations. This eliminates the need for employees to pay upfront and claim expenses later.
Many companies run multiple fleet vehicles and may use a traditional "Fuel card" or one that provides access to multiple networks of public EV charge points. Clenergy enables companies to set up a User Group of people or vehicles which you would like to provide access to company payment.
How Company Payment Works
When configured, company payment becomes a selectable source of funds in the Clenergy EV app. This means:
- Drivers can select the company payment option as their payment method when charging
- Funds are immediately transferred from the company wallet to the charge point operator
- No expense claims or reimbursement processes are needed
- Complete transaction records are maintained for accounting purposes
Wallet Type Requirements
Company Payment must use the 'Top-Up' wallet type.
This requirement exists because:
- Credit is needed ahead of time as funds are immediately made available to the charge point owner
- Clenergy EV does not take liability for any funds owed
- Instant payment processing requires pre-loaded funds
Setting Up Company Payment
To set up a company wallet, please follow the instructions in the dedicated knowledge base article: Wallets.
Setting Up a User Group
Once your company payment wallet is created, you'll need to set up a User Group to control which employees or vehicles can access the payment option:
- Navigate to the User Groups section in your dashboard
- Click "Create User Group"
- Enter a name for your group (e.g., "Fleet Drivers", "Sales Team")
- Add users to the group by:
- Selecting from existing users
- Inviting new users via email
- Importing a list of users
- Configure group settings:
- Set spending limits for the group
- Define which wallets the group can access
- Configure any usage restrictions
- Save the User Group configuration
Linking User Groups to Company Payment
After creating both your company payment wallet and user group:
- Go to your Wallets tab
- Select your company payment wallet
- Click "Manage Access" or "User Groups"
- Select which User Groups should have access to this payment option
- Set any group-specific limits or restrictions
- Save the configuration
Managing Company Payment Wallets
Monitoring Usage
- View real-time transaction history
- Track spending by employee or vehicle
- Monitor wallet balance and usage patterns
- Download transaction reports for accounting
Access Control
- Define which employees can access the wallet
- Set individual or group spending limits
- Configure approval workflows if needed
- Restrict usage to specific charge point networks
Financial Management
- Configure balance alerts and notifications
- Manage payment methods and billing details
- Export transaction data for expense reporting
Benefits for Fleet Management
- Immediate Payment: No waiting for expense claims or reimbursements
- Simplified Administration: Centralised payment system eliminates paperwork
- Better Control: Real-time spending visibility and limit controls
- Driver Convenience: Staff don't need personal payment methods for business charging
- Audit Trail: Complete transaction records for compliance and reporting
Important Considerations
- Ensure adequate wallet funding to prevent payment failures
- Regularly monitor usage patterns and adjust limits as needed
- Keep payment methods up to date to avoid service interruptions
- Review transaction reports regularly for budget management
- Consider setting up automatic top-ups to maintain service availability