Invoice Generation

How are the invoices generated?

My invoices

Viewing invoices

Editing the EMP information on an invoice with the status “Draft”

The PDF invoice

Cancel (draft) invoice

The invoices generated are included in the My Invoices view. The system creates the invoices on the first day of the month, assigning them the status "Draft" to allow for review before approval.

How are the invoices generated?

Let’s say that you generate CDRs from charging sessions located in Germany and you have a contract or active subscription with the EMP DE-ABC.

After generating the CDRs, you will submit them to Hubject for rating. The system will ensure that all necessary values for the rating are included; otherwise, the CDR will be marked as non-rated. If the CDRs are correctly rated, the system will assign them the status "To be invoiced."

On the first day of each month, the system will review the CDRs with this status from the previous month's period. It may also include older CDRs if there were any invoice cancellations or revocations. These CDRs will be grouped by invoice organization, currency, and EMP.

The invoice will include only one currency. If you operate in multiple countries, separate invoices will be generated for the same EMP based on each currency used.

In this scenario, as the CDRs generated are all from the same country, the invoice will reflect this. However, if you operate across multiple countries, the system will group line items by country within the invoice.

Here is an example of how the invoice will look like:

The system will categorize the CDRs by price component. The price components are as follows:

• Energy: This component refers to the cost associated with the actual energy consumed during a charging session. It represents the charge for the electricity used by the EV while connected to the charging station. It is typically measured in kilowatt-hours (kWh).
• Time: Refers to the charge based on the amount of time the vehicle is connected to the charging station. This could be calculated by the hour or minute.
• Parking: Covers any fees related to the use of parking space while the vehicle is charging.
• Session: This component refers to the fixed or variable fee charged for each individual charging session. It represents the cost associated with initiating and completing a single charging event, regardless of the duration or amount of energy consumed.

The Financial Service tool will also include in the PDF all information from the invoice template and organization sections, such as introductory text or reverse charge details, if applicable. In this case, the system will use the invoice organization settings specified for Germany.

A CSV file containing the CDRs associated with the invoices will also be generated. This file can be imported into external tools like Excel. Additionally, the invoice will be available in JSON format.

When invoices are generated, they will be available for approval in the My Invoices section and you will receive a notification indicating that the invoices are ready for review and approval.

My invoices

My Invoices view allows you to manage invoices in various statuses and provides a quick overview of their details. The following tabs can be found on this view:

Pending Approval

This tab includes invoices in "Draft" status. These invoices are ready for approval but are not yet official documents. The system assigns a temporary system number until the invoice is approved.

The table contains the following information:

• System ID Number: A temporary number assigned by the system to invoices until they are approved.
• EMP name: the name of the EMP being invoiced.
• Status: The current status of the invoice, which in this case will always be "Draft."
• Creation date: the date when the invoice was generated.
• Invoice period: This period specifies the start and end dates for the billing cycle.
• CDR: the number of CDRs included in the invoice.
• Net amount: It represents the final amount payable, excluding any additional fees or taxes.
• Total amount: It represents the full value of services provided, including any applicable taxes or fees.
• Currency: the type of money used.

The following actions can be performed on this view:

• Cancel an invoice: an invoice in "Draft" status can be canceled using the quick action available in the table. Upon cancellation, the CDRs will revert to the status "To be invoiced" and will no longer be linked to any invoice. These CDRs will be included in the next invoice generated for that specific EMP.
• View CDRs: clicking the quick action will navigate to the CDRs overview, displaying CDRs prefiltered by invoice ID.
• Edit: This action allows for editing the EMP's address. For instance, if the EMP notifies a change in the billing address.
• Download preview: it generates a PDF version of the invoice before approving it. By selecting this option, a downloadable PDF file is created, offering a complete preview of the document's layout, content, and formatting.
• Approve and send: it formally approves the invoice, changes its status from "Draft" to “Posted", assigns an official invoice ID, and then sends it to the designated EMP.
• Zip: a zip file containing all relevant invoice documentation in multiple formats. When this option is selected, the system generates and compiles the following files into a single zip archive: 

  1. Invoice in PDF Format: a ready-to-print version of the invoice, displaying all details in a professional and easily readable layout.

  2. Invoice in JSON Format: a structured data representation of the invoice, suitable for integration with other software systems and databases.

  3. CDRs CSV List: a CSV file containing the ChargeDetailRecords (CDRs) associated with the invoice, providing a detailed and sortable list of all transactions.

Sent

In this tab, you can find invoices that have been approved and sent to the EMPs. These invoices are pending payment.

The table contains the following information:

• Invoice number: It is an identifier typically formatted as a sequential or alphanumeric code and is prominently displayed on the invoice document.
• EMP name: the name of the EMP being invoiced.
• Status: The current status of the invoice, which in this case will always be "Posted".
• Invoice period: This period specifies the start and end dates for the billing cycle.
• Invoice date: the date when the invoice was generated.
• Due date: it is the deadline by which the invoice must be paid.
• CDR: the number of CDRs included in the invoice.
• Reminder 1:  the scheduled date for sending the first payment reminder to the recipient if the invoice remains unpaid.
• Reminder 2: the scheduled date for sending the second payment reminder to the recipient if the invoice remains unpaid.
• Net amount: It represents the final amount payable, excluding any additional fees or taxes.
• Total amount: It represents the full value of services provided, including any applicable taxes or fees.
• Currency: the type of money used.

The following actions can be performed on this view:

• Revoke an invoice: Invoice revocation refers to the process of officially canceling an issued invoice. Once an invoice is revoked, it is marked as “Revoked” in the system, and the associated charges are invalidated.
• View CDRs: clicking the quick action will navigate to the CDRs overview, displaying CDRs prefiltered by invoice ID.
• Download preview: it generates a PDF version of the invoice before approving it. By selecting this option, a downloadable PDF file is created, offering a complete preview of the document's layout, content, and formatting.
• Zip: a zip file containing all relevant invoice documentation in multiple formats. When this option is selected, the system generates and compiles the following files into a single zip archive:

  1. Invoice in PDF Format: a ready-to-print version of the invoice, displaying all details in a professional and easily readable layout.

  2. Invoice in JSON Format: a structured data representation of the invoice, suitable for integration with other software systems and databases.

  3. CDRs CSV List: a CSV file containing the ChargeDetailRecords (CDRs) associated with the invoice, providing a detailed and sortable list of all transactions.

Viewing invoices

• Access the " My Invoices" section from the navigation menu.
• View all your invoices in the list view, filter by status, or search by client or invoice number.
• Click on an invoice to view its details.

The system will display the invoice detail view. This view contains the following tabs:

Line items

To provide clarity on what the EMP partner is being charged for. Line items are typically presented in a table format with columns for each of the components described above.

• Energy
• Parking
• Time
• Session

It also provides details in the item summary regarding the invoice period and the currency used. The CDR summary includes the total number of CDRs and a link to the CDR overview, where they can be viewed.

Details

The detail tab provides information about the EMP invoiced. The following information can be found on this tab:

• EMP name
• VAT ID
• Reseller status
• Delivery email
• Address

The invoice also includes the organization used to generate it, along with additional details such as the creation date, invoice period, delivery date, and payment due date.

Editing the EMP information on an invoice with the status “Draft”

• Access the " My Invoices" section from the navigation menu.
• View all your invoices in the list view, filter by status, or search by client or invoice number.
• Click on an invoice to view its details.
• Click on the “Details” tab.
• Click on the “Edit” button.
• Modify the details and click on the “Update” button.

If the values were successfully edited, a confirmation message should be displayed.

The PDF invoice

Based on invoice organization data, invoice template data, and CDRs invoiced. the invoice PDF will look as follows (The invoice contains dummy text):

Cancel (draft) invoice

An invoice generated is set automatically as a “draft” invoice.
With the cancelation of the automatically generated invoice, the CPO has the opportunity to exclude individual CDRs from being invoiced.

In case the CPO users don’t want to approve a draft invoice, they can cancel the invoice in the following steps:

1. Via Pending approval tab