Fleet Wallet

Every external fleet company is billed one of two ways: Offline, where you invoice the company outside the platform, or Prepaid, where the company keeps a balance on its account and each session is taken from it. That prepaid account is the company's Fleet Wallet. This page covers how to switch a company to it, how to top it up, what the history shows, and what happens when the money runs out.

💡
Availability
Prepaid billing for fleet companies is enabled for your organization by EOSVOLT. Without it, external companies are billed offline.

Choosing how a company is billed

The choice sits on the company form, under Fleet → External → List of companies, on both Add new company and Edit company. Under Billing options pick one:

Option	What the form says	What it means for you
Offline	"All charging sessions are billed outside the Spark platform. The company can start using the platform immediately, while invoicing and payment are handled externally."	Offline billing: the company charges first and you invoice it afterwards.
Prepaid	"Before charging can begin, the company must top up its account balance. Charging session costs are then deducted from this prepaid balance."	The company pays up front and can only charge for as long as the balance lasts.

You can change the choice later on Edit company. Switching a prepaid company back to offline shows a warning first: "Any remaining prepaid balance is kept in the system and can be used once billing is switched back to prepaid." Nothing is lost, and nothing is paid out either.

Seeing which companies are prepaid

List of companies has a Settings column carrying an Offline billing or Prepaid billing badge per company. Hovering the prepaid badge shows that company's current Pre-paid balance, which is the quickest way to spot a customer about to run dry without opening anything.

Topping a company up

Open Fleet → External → List of companies, click the company name, and open its Balance tab.

The Pre-paid balance card at the top shows what the company can spend right now.
Click Top up.
In the Top-up window, enter the Amount.
Save. The balance updates immediately and the top-up appears at the top of the history.

A top-up you make here credits the account directly, and no card is charged. The company's own fleet manager can also top up by card themselves, which is covered further down.

Reading the balance history

Under the balance card is every movement on the account, newest first:

Column	Shows
Date	The day the movement happened
Time	The time, or the charging period for a session movement
Type	What kind of movement it was, see below
Charging details	The session behind the movement, when there is one
Payment method	The card or method used, for card top-ups
Total	The amount, top-ups in green
Balance	What was available after the movement

The types you will see:

Top-up: money added, either by the fleet manager's card or, marked as a platform top up, by you.
Authorization: an amount set aside when a session started.
Charging: the finished session's actual cost.
Charging • Outstanding session balance: the part of a session that cost more than was set aside for it.
Release: the unused part of a reservation handed back to the balance.
Refund: money returned to the account.

📘
Note
The balance figure on the card and in the Balance column is what the company can spend now, with the reservations on running sessions already taken off. A company with three vehicles plugged in shows less than the sum of its top-ups until those sessions finish.

How a prepaid session uses the balance

When a driver starts a session on one of the company's charge keys:

An amount is reserved from the balance before charging begins, the same way a card pre-authorization works. EOSVOLT sets how much is reserved per session for your operator; when nothing is set, the whole available balance is reserved.
When the session ends, the real cost is taken from the balance and whatever is left of the reservation is released back.
If the session ended up costing more than was reserved, the difference is recorded against the balance as an outstanding session amount, so nothing has to be settled outside the platform.

A session cannot start at all when there is not enough available balance to reserve against. The driver's charge key is refused, at the charger and in the app alike.

Drivers see the reservation in the app as a push notification reading ":amount reserved from fleet wallet", and the leftover coming back as "Fleet wallet hold released". There is nothing for them to confirm either way.

When the balance runs out

The moment the available balance reaches zero:

The company's charge keys show as inactive in the driver app and stop authorizing sessions, at the charger and from the app.
A "balance depleted" email goes to the company's own email address and to its admins, with a link straight to the Balance page. Repeated emails are held back for a cooldown period, 60 minutes unless EOSVOLT has set a different one for your operator, so a busy fleet is not mailed on every attempt.
As soon as the balance is topped up, by you or by the fleet manager, the keys work again on their own. Nothing needs to be switched back on by hand.

What the fleet manager can do

An external company's own fleet manager gets a Balance tab in their Fleet section, beside Teams, Member discounts and List of drivers. It shows the same Pre-paid balance card and the same history, for their company only, plus a Top up button that takes a card:

Click Top up and enter the Amount.
Pick a saved card, or click Add new card and fill in the cardholder name, the credit card number, the Expiry date and the CVC.
The bank may ask for an extra confirmation step before the payment goes through.
Save. The balance rises immediately and the top-up lands in the history.

Cards the fleet manager adds stay on the account for the next top-up and can be removed from the same window. You never see or enter their card details.

The fleet manager also sees the balance on the page they land on after logging in: see Fleet Manager dashboard.

Common questions

How do I put a customer on prepaid billing?
Open the company under Fleet → External → List of companies, edit it, and choose Prepaid under Billing options. The company's Balance tab appears straight away, and its drivers can charge as soon as there is money on it.

Why is the balance lower than the total of the top-ups?
Running sessions hold a reservation against the balance until they finish. The figure shown is what is actually spendable right now, and the held amounts come back as Release rows once those sessions end.

A driver says their key stopped working. What do I check first?
Open the company's Balance tab. A prepaid company with an empty balance has all of its charge keys switched off until someone tops up, and its admins will have had the depleted email.

What happens to the balance if I switch the company back to offline billing?
It stays on the account untouched. The form warns you about this before saving, and the money becomes usable again the moment the company is switched back to prepaid.

Can a session end up costing more than the amount reserved for it?
Yes, and it is handled for you. The extra is recorded on the balance as an outstanding session amount and comes off the next available funds, so nothing is left to settle outside the platform.

Who decides how much is reserved per session?
EOSVOLT sets that for your operator, along with how often the depleted email may go out. Ask support if the reservations are too small for the sessions your customers actually run.