Questions every CPO should ask EV charging software providers before signing

Choosing the right EV charging management software is one of the most important decisions a charge point operator (CPO) will make, especially as AFIR looks to establish more available, accessible and sustainable EV charging infrastructure across the EU.  

Hardware and software must work together to do the heavy lifting as the electric mobility transition continues. If CPOs want to offer a valuable service that gives them a healthy revenue stream in return, they’ll need to know that the technical details and migration headaches will be taken care of behind the scenes.

The right enterprise solution for charge point operators should support your network as it grows, help you stay compliant and keep things running smoothly so drivers remember your locations as their go-to charging spot.

To help you separate the shiny screenshots and shallow gimmicks from valuable features and straightforward logic, here are six questions you must ask prospective EV charging software providers before signing on the dotted line.

1. Can your software help our business as we grow?

Growth doesn’t just mean adding more chargers. It can also mean introducing more varied and complex initiatives. Opening multiple locations, serving new user groups, offering different pricing models, linking with extra roaming partners and adhering to new compliance requirements can create a lot more manual work for your team if you’re not careful.

The best enterprise solutions for charge point operators help them expand their business however they see fit without stress. Well-equipped EV charging software should help CPOs onboard stations in bulk, set different tariffs for different groups or locations and monitor station status from one dashboard (no matter how many stations they have).

If your current system already struggles with your number of stations, it won’t cope when your network grows and new requirements kick in.

2. Will we have full control over tariffs, billing and data?

After investing in EV charging management software, you shouldn't need to file a support ticket with anyone outside your company just to change a tariff, check your revenue or view the status of a specific charger.  

Any piece of modern EV charging management software worth its salt should let you:

• Set prices by location, time of day or user type

• Offer contactless, RFID and app-based payments

• See transaction and usage data instantly

• Export reports without jumping through hoops

“If a CPO can’t tweak pricing or access data instantly, they’re not in control, just simply reacting and hoping the changes aren’t too late.”

— Russell Olive, UK Business Development Director at vaylens

3. Will we have to worry about making adjustments based on future regulations?

With new laws like AFIR, Eichrecht and the UK’s Public Charge Point Regulation 2023 in force, compliance isn’t optional. However, not all EV charging management software treats it as a priority.

Some providers offer “compliance modules” as paid add-ons or workarounds. But that usually means delays and extra manual steps that can affect your network’s uptime. You only need a single driver to come across a non-operational station of yours once to put them off your network forever.

The best EV charging software providers help you adhere to new regulations, providing support for:

• Contactless payments at high-power stations

• Transparent, pre-session pricing display

• Real-time availability sharing

• Roaming via open standards like OCPI

• Uptime logs and repair records for audit readiness

And crucially, they should be able to prove these capabilities are already active when pitching to you, not just “on their roadmap.”

4. Will your software work with the tools and systems we already use?

EV charging management software should be able to easily connect to fleet tools, energy platforms, parking apps or government systems that CPOs and fleet managers rely on. Closed platforms make this difficult or expensive.

So, ask if the proposed solution supports the right API integrations, has proper documentation and has no hidden integration fees. Can it work with your existing smart grid controller? Will it support your city’s open-data requirements?

If the answer is “yes, but it might need custom development,” proceed with caution. That often translates to extra costs just to move data slowly from A to B.

5. What’s the real cost over the coming years?

A low monthly fee might look good on paper, but what about the true total cost of ownership?  

Remember to ask about:

• Support charges and upgrade fees

• Billed hours spent on custom processes

• Integration limitations that block your business goals

• Downtime or poor user experience that keeps drivers away

A strong platform will save you money over time by automating routine tasks, proving to be consistently reliable and ultimately making your operation more efficient.

6. If we need to switch to your platform, what will the process look like realistically?

Switching to a new platform with a good migration plan and experience doing so at scale can make the difference between a clean handover and weeks of downtime.

Consider whether your prospective EV software provider ensures:

• Compatibility with existing hardware using open standards like OCPP

• Support for remote switching between backends

• Automated transfer of logs, settings and historical data

• Site-by-site transitions are scheduled outside of peak hours

The key is preparation (and working with a provider that’s done it before).

Invest in the EV charging software, not the provider’s pitch

Your EV charging management software will shape how your operations run today years from now, involving software and scenarios you may not have even thought of yet. It’s also the biggest factor in how your users experience charging and how quickly your network can grow.  

Getting the answers to these six questions will reveal how well a provider understands your needs, now and in future. And the best providers will welcome your interest.

vaylens’ EV charging management software makes public charging easier for CPOs and drivers. Get in touch with one of our experts to find out how your EV charging operation can benefit for years to come.