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Session billing and data export

In short: Every completed charging session is automatically billed against the tariff of the RFID card that started it, and that billing is locked in permanently — changing a tariff later never rewrites past sessions. The Billing page shows the totals per driver month by month, and a yearly per-driver CSV can be downloaded from the same page or pulled via the API.

How a session gets billed​

When a driver taps their RFID card and finishes charging, FleetOS:

  1. Looks up the tariff assigned to that card (see the tariffs page).
  2. Rates the session — energy consumed × the tariff's per-kWh price, using up any free-energy quota still available first.
  3. Snapshots the tariff and the result onto that session's billing record.

Because the price is snapshotted at session time, your billing history never silently changes: editing a tariff only affects future sessions. This is what makes the session history a reliable record for accounting and reconciliation.

Reviewing billing per driver​

  1. In the sidebar, go to Billing.

  2. Pick the Month. For each driver you see the total energy, how much of it was covered by a free quota, the billed energy, and the cost — plus a page total per currency.

    The Billing page with the month picker, the yearly CSV download, and per-driver totals for energy, free quota, billed energy, and costThe Billing page with the month picker, the yearly CSV download, and per-driver totals for energy, free quota, billed energy, and cost

  3. For one driver's individual sessions, open the driver's page: its Charging sessions card lists each session with its energy, free and billed split, and cost.

    A driver's Charging sessions card with per-session energy, free and billed kWh, and cost for the selected monthA driver's Charging sessions card with per-session energy, free and billed kWh, and cost for the selected month

Exporting billing data​

  • From the Billing page, select Download CSV to get the yearly per-driver report: driver, RFID card, number of sessions, total kWh, and net cost — one row per driver (per currency).
  • The same report is available programmatically via the FleetOS API (authenticated with an organization API key — see the account security page), useful for feeding your accounting or payroll system.

Good to know​

  • Amounts are net — there is no VAT calculation. FleetOS reports the raw energy cost; VAT or other taxes are applied outside the system by your finance team.
  • Currency follows each tariff's own currency; FleetOS doesn't convert between currencies, so a fleet using more than one sees separate rows per currency.
  • If a driver leaves partway through the year, they still appear with their partial totals — there's no proration, the numbers reflect exactly what was billed.
  • The export is a data file, not a PDF invoice, and isn't sent on a schedule — you download it when you need it.
  • Departmental cost attribution is separate: the billing export is per driver; the per-cost-center breakdown lives on the Reconciliation page (see the cost centers page).

Common issues​

  • Symptom: you changed a tariff's price, but old sessions still show the old rate. Cause: billing is snapshotted at session time. Fix: this is expected — only future sessions use the new price.
  • Symptom: a session looks billed incorrectly. Fix: contact FleetOS support with the driver, charger, and session time — billing records are immutable and corrections are handled on the FleetOS side.
  • Symptom: a driver's free quota didn't reset when you expected. Cause: the quota period (monthly or yearly) is set per tariff. Fix: check the tariff's quota period on the Tariffs page.

Last updated: 2026-07-10 · Verified on: local demo app, 2026-07-10