Billing and fines
Choose electronic invoicing for faster processing and environmental protection.
Billing and fines
The following menu gathers the most important information about billing processes and fines. We hope that the details provided here will be helpful for your work. Please select the topic that interests you: billing or fines.
IMPORTANT INFORMATION
- For questions regarding billing, you can contact us via theContact form by selecting the “Billing” option.
- If there are any changes to your contractual details (e.g., company name, address, tax number), please notify us by filling out the Contact form and choosing the “Other” option with “Contract Modification”, or contact your dedicated account manager directly.
General information
Billing is based on the rental agreement with the Customer, taking into account the parameters recorded therein, such as the description, delivery and payment dates, the period, frequency, and any attached documents.
We group invoices according to various criteria: they can be distinguished by their description, sending method, or type.
Invoices by description:
- First rental fee: the initial highlighted rental fee specified in the contract (not relevant for all Customers)
- Monthly rental fee / fleet management fee: issued on a predetermined date, regularly, for a specific period, with a payment deadline, related to vehicles
- Service, spare parts, labor charges
- Damage claim
- Tires, rims
- Return accounting, penalty: after vehicle return, the vehicle’s condition is assessed, damages and deficiencies are recorded, and contractual penalties and mileage overruns are summarized and agreed with the Customer before invoicing
- Deposit, security deposit
- Fines any fines resulting from speeding, parking, missing toll stickers, etc., are billed to the Customer – unless otherwise specified in the contract – with an 8-day payment deadline
Tip: If necessary, the above invoices can be canceled, credited, or corrected.
By method of invoice delivery:
The invoice can be sent to the Customer through various methods from our side:
- Printed and mailed via postal service
- Sent as a PDF attachment via email
- Delivered as an e-invoice via email
By invoice type:
Proforma invoice
This is a document, template, or form sent by the Seller to the Buyer after the order is placed, based on which the Buyer can pay for the purchased product or service.
Advance invoice
After the payment based on the proforma invoice, the Seller issues an advance invoice to confirm the financial completion.
Standard invoice
An accounting document confirming the completion of the transaction (product sale, service provision), which authorizes the Seller to receive the payment.
Correction invoice
A correction invoice is an accounting document issued afterward to adjust previous amounts, either positive or negative (e.g., rent credit, mileage shortfall).
Cancellation invoice
An accounting document used to invalidate the original invoice if it was issued with incorrect information or the transaction did not occur.
Financial document
This is used only when the invoice’s serial number details remain unchanged, no tax adjustments are made, and only legally required information changes (e.g., partner address update, missing PO number on the invoice, missing contract number, etc.).
The invoice has not arrived, what should I do?
You have several options to obtain the invoice if, for some reason, it has not reached you.
1.) Download the invoice from the MOL Mycarius customer portal.
If you do not yet have a MOL Mycarius registration, we recommend that you create your own profile before attempting to download the invoice. Please note before registering that our customer portal is currently available only in Hungarian. A detailed description of the registration process can be found in the following Hungarian guide.
2.) You can also contact us via our Contact form. Click on the “Billing” tile, where you can select the Rental Fee or Other Invoice options.
3.) For cases involving fines, you can reach us via the Contact form by selecting Fines under the “Other” tile.
The vehicle user has returned the car, when will the credit be issued?
Our company invoices rental fees in advance at the beginning of the given month, so in case of vehicle return, a corrective invoice will be issued.
However, the rental fee credit is only applied after the vehicle condition assessment, along with invoicing for any return damages, contractual penalties, and mileage overages.
If the invoice shows incorrect license plate, period, description, or date, how can I request a correction?
Corrections can be requested depending on the type of invoice as follows:
1.) Rental fee invoice: via our Contact Form under the “Billing” tile, select the Rental Fee option to reach us.
2.) Other invoice: via our Contact Form under the ‘Billing’ tile, select the Other Invoice option to contact us.
We disagree with the return settlement, who can we contact?
The invoicing of the return settlement is preceded by a notification email, which we send to you for prior approval. You have 10 business days to submit any comments to us. If no response is received, the items will be invoiced on the 10th business day following the notification. For any questions regarding the invoice, please write to ugyfelszolgalat@molmercarius.hu.
When is the rental fee invoice issued, and when will we receive it?
Unless otherwise specified in the contract, the monthly rental / fleet management fee invoices are issued on the first business day of the month and sent to you according to the contract (by mail, e-invoice, or .PDF format).
You can also easily download your invoices through the MOL Mycarius Customer Portal. Please note before registering that our customer portal is currently available only in Hungarian. If you need assistance with the registration process, we suggest referring to our detailed Hungarian guide.
E-invoice declaration
MOL Mercarius Fleet Solution is committed to digital development, and from June 1, 2024, we have introduced electronic invoicing. This allows for faster and more efficient processing while also contributing to environmental protection by reducing paper use.
Presentation of E-invoice
An electronic invoice (or e-invoice) – content-wise – complies with the traditional paper invoice. However, it is issued and sent as an electronic document, not printed.
To issue an e-invoice to your company, your prior consent is required, which can be provided by completing our e-invoice declaration form. Your feedback is also important even if you do not wish to receive electronic invoices (Sample Hungarian declaration).
Useful information about electronic invoices
- Technical requirements include internet access and the necessary hardware and software.
- By using the Electronic Invoice solution (sending a .PDF with a hash code to NAV), an electronic invoice document is created on the Seller’s side (for example, a .PDF file without electronic signature and timestamp). The Seller’s system then generates a hash code using one of the appropriate hash algorithms. This hexadecimal number is shared with NAV as part of the data transmission. On the Seller’s side, the issued invoice, and on the Buyer’s side, the invoice received from the Seller must be stored on appropriate media.
- An important requirement is that the data transmission is accepted (processed) by NAV, and that both the electronic invoice document and the hash code are preserved together. If the NAV’s online invoice data transmission contains a valid hash code, both the issuer and receiver can use this method for archiving purposes.
- To facilitate invoice processing, the NAV XML file is also provided as an attachment to the e-invoice.
- A certified e-invoice can be viewed in PDF format, which is recommended to open using Adobe Reader (version 4.0 or newer).
Important: Electronic invoices must be stored in digital format by both the issuer and the recipient. An electronically issued invoice is only considered an original in digital form; a printed copy is not considered original.
What is an electronic invoice?
How can I request an electronic invoice?
The declaration required for electronic invoicing can be filled out HERE on behalf of your company.
What happens if I do not request an electronic invoice?
How should an electronic invoice be stored?
What technical requirements are necessary to use the e-invoice?
What is a hash code, and why is it important?
How can I access the electronic invoice?
What attachments will be included with the e-invoice?
How can I contact the invoicing team?
For questions regarding invoicing, you can contact us via the Contact form, selecting the “Billing” option.
General information
For vehicles operated by MOL Mercarius Fleet Solution, the company may receive inquiries from authorities, organizations, or companies responsible for fines if a violation occurred in connection with the use of a leased vehicle.
On-the-spot fine
An on-the-spot fine is a penalty imposed immediately by an officer representing the authority or parking enforcement official for violations such as illegal parking or unpaid parking, regardless of whether the driver is present in the vehicle (e.g., parking fine, speeding ticket).
This fine must be paid by you or the vehicle driver to the issuing authority, company, or organization.
Types of fines
Fines are generally categorized into two types based on how they are received.
Types of fines received via the official gateway
Some notices may be purely informational and do not require further action (e.g., leniency decision, case transfer, cancellation, disqualification from driving, etc.). These are addressed directly to the offender, but a copy is also sent to MOL Mercarius.
Administrative fine
An administrative fine is a penalty imposed by an administrative authority, such as for speeding, violation of traffic rules (e.g., running a red light, not using a seat belt), or other infractions.
Since May 1, 2008, under Act I of 1988 on Road Traffic (hereinafter: Kkt.), the vehicle operator is responsible for ensuring that the vehicle they operate or use complies with regulations, including:
a) adherence to the maximum permitted speed,
b) compliance at railway crossings,
c) signals of traffic control devices,
d) use of emergency lanes or shoulders on motorways,
e) obeying driving bans, restricted zones, and mandatory directions,
f) protection of nature,
g) payment of tolls proportional to the traveled distance on toll roads.
Further details on traffic violation fines can be found HERE.
Additional information about the scope of administrative fines for traffic violations, the amounts, usage rules, and conditions for control can be obtained from the Jogtar.hu - Collection of Valid Laws.
Witness statement
Decision or inquiry
Notifications related to the incident received from the Police, Court, Municipality, or Notary. This may not necessarily be a fine but any communication necessary for asserting a claim, which is handled internally by our Claims colleagues. (Details)
Types of fines received by mail
If the vehicle user disputes the fine (e.g., they had parking authorization, purchased a toll sticker, or were not present at the scene), MOL Mercarius will handle the matter with the issuing organization. Alternatively, we can transfer the authority to act to our clients through a company authorization.
Administrative fine
A penalty issued by the National Toll Payment Service Provider Ltd. (NÚSZ Ltd.) által, autópálya-matrica hiánya miatt kiszabott büntetés.
Payout maximum: In cases of two or more fines, we will immediately apply for the maximum payout limit with NÚSZ or recommend purchasing an annual toll sticker.
For every case, we will consult with the Customer or the Contact Person. Before preparing the invoice, we will inform you if the vehicle lacked authorization, for example, if the license plate was misspelled or the incorrect category was selected during purchase. In such cases, a separate process will be initiated to request the cancellation of the fine, supported by necessary documents.
Typically, these administrative fines may come from the Municipality.
Administrative fine and report
Parking fine
A parking fine may be issued by the Municipality, Enforcement Company, or Parking Organization.
A parking fine is imposed when the vehicle driver parks in a paid parking zone without a valid parking ticket.
Violation
Parking fine and violation
These can be received from foreign authorities or the police.
Transfer and invoicing of fines
In accordance with the contract, any fines imposed on vehicles rented out and used by the Customer, received by MOL Mercarius Fleet Solution in its name, will be billed to the Customer. The details of the specific incident will also be sent as an attachment to the invoice.
What should you know about the invoicing of fines?
The invoice will always be issued in the name of the Tenant company, as we have a lease agreement with them. (We cannot invoice in the driver’s name!)
Based on the contract, an administrative fee may also be added to the fine for invoicing.
The Customer is obliged to pay the invoice directly to MOL Mercarius, to the bank account stated on the invoice.
In some cases, based on an individual agreement, the Customer may settle the fine directly with the issuing organization.
What should be done, if the vehicle driver received an on-site fine/parking ticket?
1. Inquire about the fine and the settlement options using the contact information provided on the notification.
2. Always pay the base fine if the fine is justified. Remember that after the payment deadline or in case of non-payment, the penalty increases drastically!
3. It is recommended to call or send an email on the day of the fine using the MOL Mercarius Contact form. On the form, under the “Other” tile, select the Fines option.
For this, it is especially important to know the document identification number, the date, and the location of the fine.
4. The vehicle user should always take photographs and document the location. If possible, have a witness to support their claim.
What should be done, if the vehicle driver entered the highway without purchasing a toll sticker?
What should be done if the license plate was entered incorrectly during the e-vignette purchase?
What should be done, if we received a fine invoice from Mercarius Ltd. and we disagree with its content?
1. Check the invoice attachment for the location and time, and gather proof, documents, and photographs that demonstrate that the vehicle driver did not commit the offense indicated in the fine.
2. Send these documents to our company contact at the following email: simonics.katalin@molmercarius.hu. They will review the fine.
What should be done, if the vehicle driver was stopped by the police or public authority and committed an offense?
1. Follow the protocol: identify yourself and show your travel documents.
2.1. Acknowledging the fine: If the offense is acknowledged, accept the fine notification and report, and proceed according to its instructions.
2.2. Not acknowledging the fine: If the offense is not acknowledged, have the incident documented with the authority and request further police action.
3. In all cases, notify our company about the incident.