Fleet cards are a unique way to manage payments for vehicles in a fleet. They allow fleet operators to streamline how fuel and other vehicle-related expenses are handled. I’ve used them, and here’s what I’ve learned about how they work and their benefits.
What is a Fleet Card?
At its core, a fleet card is a tool for payment. It enables drivers to fill up their tanks without having to carry cash or use personal credit cards. These cards can also control how money is spent. You can set limits on how often, how much, or even on which days purchases can happen. They offer detailed receipts with line-item breakdowns, which means you’ll know if the driver bought premium fuel or regular, along with the gallons purchased. Managing costs becomes way easier when everything is consolidated into one system.
Authorized Users and Card Access
When signing up for a fleet card, you decide how it will be used. There are two common ways: one card per vehicle or a pool of cards for the entire team. Some businesses assign each vehicle its own card with the vehicle’s info on it, and drivers enter a PIN at the pump. Others opt for cards that any driver can use with any vehicle. In the second method, drivers often check into a card via text before using it—no PIN entry at the pump required.
Where Can You Use It?
Not all fuel cards for small business work the same way. Some only function at specific fuel stations, called closed-loop cards. These can be inconvenient if there isn’t an authorized station nearby. Open-loop cards, like those linked to major payment networks such as Visa, let drivers fill up almost anywhere. I strongly recommend an open-loop option—fewer headaches for everyone involved.
Fleet Cards Aren’t Just for Big Fleets
Some people think these cards only make sense for huge operations with dozens of trucks. That used to be true decades ago, but times have changed. Now, even businesses with small fleets can benefit. Whether you’re running scooters for deliveries or a few repair vans, there’s value in using fleet cards. Lawn services, construction equipment, motorcycles—just about any vehicle setup you can imagine—can make great use of these cards.
Benefits of Fleet Cards
1) Less Paperwork
Dealing with receipts is a pain. Drivers lose them, or you spend time chasing them down. A fleet card replaces all that hassle. Expenses show up on one statement, clear and easy to read. No more piles of receipts or checking odometers manually.
2) Itemized Vehicle Costs
Assign a card to each vehicle, and you’ll see exactly what it costs to keep it running. This helps with scheduling maintenance, calculating fuel efficiency, and knowing when it’s time to upgrade.
3) Spot Cost Trends
Fleet cards provide detailed reports, letting you see trends. You might find one driver is buying fuel more often than others or notice maintenance costs spiking for a particular truck. Once patterns emerge, you can act on them.
4) Expense Controls
The beauty of modern fleet cards is how much control they give. Set spending caps. Restrict purchases to certain times or locations. This kind of customization ensures you’re only paying for what’s necessary.
5) Better Security
The latest fleet cards can alert you to suspicious activity. Maybe someone tried to buy more fuel than their tank could hold. Maybe a card was used far outside its designated area. If anything fishy happens, you can lock the card instantly.
6) Less Stress for Drivers
When drivers don’t need to worry about finding specific fuel stations or paying out-of-pocket, they can focus more on driving safely and less on logistical headaches.
Tips for Picking the Right Fleet Card
Universal Acceptance: Go for open-loop cards, which work almost everywhere. It’s worth the flexibility.
No Hidden Fees: Watch out for sneaky charges like transaction fees or minimum spend requirements.
Set Clear Rules: Modern cards let you fine-tune policies for each driver. Use that power!
Ditch Receipts: Choose cards with digital tracking so you can monitor expenses online.
Get Rewards: Look for cards that offer cashback, discounts, or other benefits—but check the fine print to ensure the rewards are worthwhile.
Prioritize Customer Service: A great fleet card company offers fast, helpful support. Bad customer service will cost you time and frustration.
Advanced Tools: Pick a card that comes with robust online tools. Features like tracking, reporting, and automated alerts make managing your fleet smoother.
Secure Your Fleet: Make sure the card includes modern security features like EMV chips to prevent fraud.
Flexible Payment Terms: Avoid cards that demand weekly payments, as they can strain cash flow.
Scalability: The card you choose should grow with your business. Whether it’s adding telematics or covering more types of expenses, the card needs to keep up as your fleet expands.
Why do I recommend Fleet Cards?
For any size fleet, these cards simplify fuel payments, cut costs, and reduce administrative headaches. With the right choice, you’ll save money, have better control, and give your drivers the tools they need to focus on the road. It’s worth taking the time to research and pick a card that fits your business.
