Charging stations in public spaces can’t just work for specific cardholders or subscribers; ad hoc payments need to be an option, and an easy one, too. For charge point operators (CPOs), including parking operators, it makes more sense to let more drivers pay at their stations instead of gatekeeping.
At the EU level, the transition towards non-discriminatory EV charging experiences is mandated by the AFIR (Alternative Fuels Infrastructure Regulation; no one should be excluded or disadvantaged. Therefore, CPOs are not allowed to offer access exclusively to their customers if the station is in a public space. Any EV driver should be able to locate their stations, start a session and then pay the expected price without the need for a specific app or subscription.
The common solution is to establish a quick-access website where customer and payment data are collected before any charging session is started. Upon completion, a summary of the charging session is sent via email, and the chosen payment method is executed. The website can be accessed by scanning a QR code at the charge point; the steps are clear, and so are the charging rates.
High Power Chargers (HPCs) and larger public car parks often offer payment terminals on-site, a mandatory feature for HPCs under the AFIR. The familiarity and convenience of payment terminals can give an instant boost to the user experience of these charging locations. However, the setup and operational costs of payment terminals can be substantial, so operators must evaluate the need for payment terminals based on the location and expected usage.
This all sounds straightforward in theory; practically, however, things are rarely as simple, especially for businesses where electric mobility isn’t the core focus. Below, we’ll go through the key stages and considerations when it comes to establishing ad hoc EV charging payment systems—whether EV charging is your main business or just an additional offering.
Set up key configurations and pricing
EV charging management software is the foundation of any public charging setup, whether you’re a dedicated charge point operator (CPO) or a parking operator offering EV charging as part of a broader service.
A good charging management software allows you to configure charging access, set pricing and control how stations appear in roaming apps and navigation services. In vaylens’ case, it also includes an EV charging payment system and billing software.
EV charging payment systems let CPOs apply tariffs, process ad hoc payments through a payment service provider (PSP), issue receipts and optionally transfer revenue data into a separate accounting system. This is what we mean by billing integrations for EV charging stations; it’s what connects charging sessions to the financial workflows, giving you a clear and automated billing process no matter who you’re servicing.
Make your EV charging payment system easily accessible
Drivers without a third-party app subscription or access to a physical payment terminal will need quick and easy access to a customer-facing payment website; naturally, this should be easy to navigate for EV drivers in a rush.
The site must be mobile-friendly with an intuitive interface to match; a clear layout, multi-language support and short loading times will help drivers of all ages and technical aptitudes complete a payment flow. All of these things will enhance the EV charging payment system and, therefore, the user experience, encouraging drivers to reuse your charge points.
Electric mobility is still new to many sections of the driving population, so generating brand loyalty early on could make a significant difference to your financial outlook down the road.
Show your prices clearly and early
Cost transparency helps drivers build trust with your EV charging service and wider business—it’s also a legal requirement. Therefore, each prospective customer should see the full cost of charging before starting a session, including the cost per kWh and any additional fees, such as blocking fees.
In an ideal world, a good piece of EV charging management software should deliver up-to-the-second pricing directly to third-party mobility apps or on the charging station display itself; this keeps drivers informed of expected costs before, during and after charging.
Under the AFIR, CPOs in the EU must also share real-time pricing with national access points (NAPs). This is another measure to help EV drivers easily identify and track the pricing of their charging sessions. Since many NAPs are still evolving and vary by country, it’s imperative to use reliable EV charging management software that helps businesses meet these requirements.
Connect to a reliable payment provider
To create an EV charging payment system that can serve ad hoc drivers, you’ll need to connect to an experienced payment service provider (PSP). The PSP securely handles transactions and charges the driver's selected payment method, such as a credit card.
The technical integration of a PSP into the charge point operator’s EV charging management software, like vaylens, ensures payments are processed in real time and that transactions meet legal security requirements. Generally, a contract with a PSP is required to fulfil legal requirements; this also protects the CPO and its revenue stream by making sure every payment is correctly processed.
Issue digital receipts with all of the required details
After each session at one of your charge points, the driver should receive a detailed receipt that specifies the kWh charged, additional services and applicable VAT while meeting all other legal requirements for a receipt.
Unlike visiting petrol stations, there’s no interaction with staff, so the receipt is essential for any customer claims. Also, printers are generally not installed at charge points, so the receipt should be sent digitally via email or, at the very least, made available retrospectively on an online portal, such as ev-beleg.de. This provides customers and operators with clear, audit-proof records of charging sessions and any associated costs.
The emerging “dynamic electricity pricing” trend, where rates may change every 15 minutes, makes cost transparency even more important. EV charging management software providers like vaylens work with other industry partners to maintain such transparency, amid changing market standards.
Protect your time and revenue with billing integrations
Having EV charging management software with a built-in billing feature could make all the difference, as it helps charging transactions flow through a reliable billing process. With the option to export data from integrated payment providers, any finance team can handle reconciliation, monitor revenue and manage refunds without the hassle. This feature is a simple way for CPOs to stay audit-ready and spend less time on admin and more time on running and growing their network.
Prove billing accuracy with Eichrecht-compliant systems
In Germany, CPOs must prove that every billing record reflects the actual energy delivered. This falls under the calibration law known as Eichrecht and applies whenever a driver questions the accuracy of their receipt. To stay compliant and avoid disputes, CPOs need a system that stores certified measurement data and can produce proof on demand. A reliable piece of EV charging management software helps verify that each session was measured correctly and billed fairly, supporting legal obligations and boosting customer satisfaction.
Make QR codes and instructions easy to spot
Well-designed and visible instructions for using your charge points are essential for an unremarkable but smooth charging experience; QR codes that provide access to the payment website are often hard to find or poorly marked. Ideally, your QR codes should be easy to scan and placed next to the corresponding connector (or in the middle of a station with just a single port).
A simple step-by-step guide at the station can also be helpful, especially for first-time users, and will reduce the number of support calls being fielded by your team. Order one here.
Deliver customer support efficiently and effectively
If something goes wrong during a charging session, drivers will demand an answer and a swift resolution. Over-the-phone support is extremely valuable when technical issues arise or drivers have questions about billing, especially for operators without on-site EV support staff. Problems that are resolved quickly may even enhance the reputation of the CPOs providing the charging services.
Trust the software provider who knows your business
Managing ad hoc payments can quickly become overwhelming, especially with new regulations and technical integrations to consider. Trusted providers like vaylens offer one system to handle pricing, payments, compliance and more; this delivers real value for even the most experienced CPOs.
The vaylens platform also supports branded payment interfaces and dynamic QR codes on compatible charging stations; it’s also compliant with AFIR and other legal standards. Learn more about monetisation strategies for EV charging stations here or reach out to better understand how vaylens can help CPOs run efficient and profitable EV charging payment systems.