What is the purpose of the compilation?
The documents are intended to make the toll expenses paid over the review period comprehensible. They facilitate a structured initial intake. What matters is not the largest possible number of unconnected files, but a comprehensible order.
Therefore, from the outset, determine which company, which toll account and which vehicles belong to a particular billing. For multiple companies or a corporate group, a short assignment list is particularly helpful.
Secure original toll invoices and portal data
The core consists of the original monthly invoices from the respective toll service provider. Suitable are PDF invoices or data exports from the portal. Pure fuel or credit card overviews may be insufficient for the review.
Download existing documents and exports directly from the portal where possible and keep them organized. Older documents are not available there indefinitely. A consistent file naming convention, for example by month and toll account, is a practical organizational aid.
Assign company, group and vehicles clearly
Assign each document to the correct company. If central units bill for several companies, it should remain clear which toll accounts and vehicles belong to which entity. The same applies to changes in the company or group structure.
A companion overview showing company, toll account and vehicle reference is helpful. It does not have to contain a legal assessment; it should merely document the operational assignment clearly.
Represent the review period completely
Assemble documents for the entire period under review as completely as possible. Compare the available monthly invoices with your own monthly list. This makes missing months, changing accounts or unusual gaps visible early.
Payment proof and annual summaries can supplement the documents. However, they do not replace the original toll invoices. Note for each missing document whether a portal download, an internal archive search or a request to the provider is still possible.
If documents are missing
Do not conceal missing documents. Mark gaps openly and indicate which invoice, which period or which assignment is still unclear. This allows a realistic assessment of which documents can be subsequently procured or supplemented.
Existing information on already engaged providers or pre-registered claims should also be included in the initial intake. State the contract and current status. A pre-notification neither confirms the existence nor the enforceability of a claim.
Data preparation and clear roles
The toll schedule in the data room provides a uniform working basis for company and fleet data. The editable Excel template is available in the original German. Point Zero Legal supports initial intake, compilation and completeness checks of the documents.
The legal review, calculation and enforcement of possible claims are carried out by the mandated law firm Kanzlei Martin Pfnür. Octagon Capital reviews potential financing; only after approval does it assume the contractually covered procedural costs and the litigation cost risk. Point Zero Legal is not a law firm and does not provide legal advice.
Checklist for the initial document folder
- Original monthly invoices from the toll service provider as PDF or data export
- Portal exports and an overview of available and missing months
- Assignment of company, corporate group, toll account and vehicles
- Completed toll schedule with company and fleet data from the data room
- Available payment proofs, annual summaries and information on already engaged providers or pre-registrations
Frequently asked questions about the document basis
Which documents are particularly important to start with?
Important are original monthly invoices, preferably as PDF or data export from the portal of the respective toll service provider. A completed Excel template and assignment by company, toll account and vehicle are helpful. Payment proofs and annual summaries can be supplementary.
What should I do if individual invoices are missing?
Document the gap and secure existing documents. As an organizational next step, check whether the missing proof can be retrieved from the portal or internal archives. For the initial intake, the gap should be named openly; the mandated law firm will assess its significance in the individual case.
Who reviews documents, legal issues and financing?
Point Zero Legal handles initial intake, compilation and completeness checks. Octagon Capital assesses financing and, after approval, assumes the contractually covered procedural costs and the litigation cost risk. The mandated law firm Kanzlei Martin Pfnür conducts the legal review, calculation and enforcement of possible claims.
German truck tolls since 2023
Toll statements, invoices and portal data: how to prepare documents for an initial toll review and mark open issues.
German truck tolls since 2023Prepare documents for an initial reviewDocument area · PDF