eConnect FleetFlow automates the large fleet holder scheme for fleets with 25+ licence plates via Peppol.
In brief FleetFlow is the eConnect solution for organisations with a large vehicle fleet. It automates the large fleet holder scheme (GWH) of the Dutch Tax Administration and can also process CJIB fine notices, all via the Peppol network.
The Dutch Tax Administration offers organisations with a fleet of more than 25 licence plates the option to pay motor vehicle tax (MRB) in a simplified way through the GWH scheme. Instead of separate assessments per licence plate, your organisation pays the MRB monthly as a lump sum via automatic direct debit.
The downside of this scheme is that you do not receive a breakdown per licence plate. You receive a single total amount without substantiation. This makes it difficult to allocate costs to departments, projects or individual vehicles.
FleetFlow solves this by automatically retrieving the GWH invoice specifications from Digipoort, the government portal for digital messaging. The retrieved specification is converted into a standard e-invoice (UBL) with all available information per licence plate at line level.
For each registered entity (Chamber of Commerce number) you receive a consolidated invoice that is securely delivered via the Peppol network to your Inbox on the eConnect platform. The invoice is also available as PDF and as CSV download. With an active software connection you receive the consolidated invoice directly in your own accounting software.
You do not need to purchase a PKI certificate and you do not need to set up or maintain a costly connection with Digipoort.
In addition to the GWH scheme, FleetFlow also offers the option to process traffic fines from the CJIB (Central Judicial Collection Agency) automatically. eConnect retrieves the digital fine notices from the CJIB and delivers them to the platform, where they go through the same processing chain as other incoming documents.
To use the CJIB connection your organisation must first complete a form on the CJIB website (the contact form for organisations with a large vehicle fleet). The CJIB functionality is available without additional subscription costs; you only pay per delivered document via the regular transaction credit.
To use FleetFlow you need the following:
The FleetFlow agreement is concluded per entity (Chamber of Commerce number). For multiple entities the agreement applies per entity separately.
Setting up FleetFlow involves a number of steps. After your registration eConnect sends a registration form where you indicate which products you are interested in. You then receive an agreement that needs to be signed and returned.
Once the agreement has been received, the eConnect team determines whether it involves GWH, CJIB or both. You create (preferably yourself) an account on the platform. eConnect then registers with the Tax Administration as an intermediary for your organisation. The Tax Administration subsequently sends you an activation code by post, which usually takes about three weeks. Once you have received this code, you forward it to eConnect, after which the Digipoort connection is activated.
The "Receive" function must always be enabled on the account. Keep in mind that you can also receive other e-invoices through the same account.
Activation of the GWH authorisation runs via the Digipoort Management API. The Tax Administration sends you an activation code by post after eConnect has registered as an intermediary. Forward this code to the eConnect delivery team so they can activate the connection for you.
After successful activation the authorisation is active and the GWH invoice specifications are automatically retrieved and delivered as e-invoices to your platform.
Important: even without an active GWH scheme the Tax Administration sometimes sends an activation code. Without a scheme there is nothing to activate, and the code cannot be used.
The CJIB connection is configured by the eConnect team after you have completed the CJIB form and the FleetFlow agreement for CJIB has been signed. It is important that your organisation name and postal code match exactly with the registration at the CJIB. After setting up the connection, fine notices are automatically retrieved and delivered as documents on the platform.
FleetFlow runs entirely on the eConnect platform. The GWH specifications and CJIB fines are delivered as e-invoices (UBL) in the regular Inbox of your account. They go through the same processing chain as other incoming documents: storage on the platform, available as UBL, PDF and CSV, and with an active software connection automatically forwarded to your accounting package.
FleetFlow documents are settled against your transaction credit, just like other received documents. The FleetFlow subscription is separate from the regular platform subscription.
Want to know if FleetFlow is suitable for your organisation, or would you like to receive a quote? Get in touch with us.
Get in touch