Cards for fleet fueling are sometimes referred to as fuel credit cards, gas cards, fuelcards or fleet cards. Although descriptions vary, the purpose is the same: help businesses manage diesel and gas purchases. By providing access to convenient locations, reducing unauthorized spend by drivers and allowing expenses to be easily tracked, fleet management fuel cards are an essential tool for many fleets and businesses. Below we summarize a few of the best fuel cards and the pros and cons of different card types.
Universal cards, such as Voyager or WEX, are some of the best fuel cards for companies that value convenience for drivers. With access to over 90% of all fuel locations in the U.S., drivers can easily find gas or diesel when they need to fill up. These cards provide purchase controls to limit fueling by time of day, day of the week, number of transactions and spend per day, week or month. Level III data is captured at 99.5% of sites so that you know the card number, dollar amount, gallons, fuel type, date, time and location for each purchase. Discounts are often limited to the largest fleets and may include fees, so check your customer terms and conditions carefully.
Business fuel credit cards are affiliated with vendors like Visa or MasterCard and are often issued by companies like ComData, Fleetcor or US Bank. Unlike traditional credit cards, purchases can be restricted to gas stations and other merchant codes. While purchase controls are present, they normally can't be adjusted with the same specificity as the controls on universal or cardlock cards. In addition, 5-10% of fuel sites lack the technology to capture Level III data and provide consistent purchase controls that are often essential for effective fleet management.
Many major oil companies offer co-branded cards with a rebate or discount at their own gas stations. However, because these cards are intended to drive traffic to their own brands, the number of sites available to customers can be less than other options. Discounts or rebates are often capped up to a certain dollar amount, limited to a set number of gallons or only available during the first few months after a customer signs up. Carefully review the fine print on rebates and discounts before applying. Purchase controls should be similar to universal cards but can vary significantly among card providers.
The Commercial Fueling Network (CFN) and Pacific Pride are the two largest cardlock networks in the U.S. with sites designed to accommodate commercial vehicles. Sites are often conveniently located near major freeways and within metro areas and include features like high-speed fueling and satellite pumps so that drivers can refuel quickly. Many fleet managers prefer these card options because of the potential discounts as well as the industry-leading controls that can limit purchases by vehicle tank capacity, fuel product (e.g., diesel only) and time/day. These cards also include an optional add-on for drivers to access 57,000 retail gas stations and truck stops, a key feature that the best fuel cards should offer. However, discounts and hard restrictions on fuel type generally do not apply to these optional retail sites.
OTR cards are typically accepted at truck stops across the U.S. These cards are ideal for companies in long-haul trucking because the larger tank capacity of trucks extends their range, so being limited to fewer sites is less of a problem than it might be for other fleets. Truck stops are generally located near major highways and provide easy truck access for convenient fueling. Various driver services and site amenities are common, including truck parking, showers, lounges and restaurants. OTR cards can offer fuel discounts but might include transaction fees, so companies should carefully review both items. In addition, these fleet fueling cards normally have lower credit limits and shorter billing terms than other options might offer.
Our team can help you determine which card is the right fit for your needs.
Minimizing the amount of time your drivers need to refuel is one of the most important factors when choosing the best fleet fuel card. Driver wages and truck utilization are important to all transportation businesses, and here are some ways cards can help maximize efficiency:
Use of cardlock sites and truck stops to accommodate larger vehicles
A common priority for fleet managers is to reduce the price per gallon that their company pays. Fuel is often the largest expenditure for commercial driving businesses. There are various ways fleet management fuel cards can help cut costs:
Authorized and unauthorized driver spend should be clearly defined in a driver fuel card policy. Some common behaviors to discourage include filling personal vehicles, purchasing non-fuel convenience store or maintenance items and purchasing higher grades of gas than are necessary. To minimize these risks, have the following in place:
Fleet fuel reports simplify the tracking and reporting of expenses for management and accounting teams. Essential reporting capabilities of card programs include:
Fuel card companies normally provide customer portals that enable fleet managers, administrators and owners to gain visibility into fueling and simplify card management. Features can vary but should include the following:
Any company that operates vehicles can benefit from a card program. However certain industries, like trucking and construction, have specific needs that might be best met by cards different than what other businesses might use. Below are some recommendations of the best fuel cards for different fleets.
In addition to potential discounts, IFTA filing and ELD reporting support, card vendors might also offer apps that allow truck drivers to search for essential amenities, including gas stations designed for larger vehicles, car washes and 24-hour services.
For trucking companies that operate across the U.S., we recommend an OTR card which provides access to truck stops and driver services. Some fleets can travel to remote areas without any truck stops nearby. In these cases, a universal card might be a better fit. When comparing all the fuel cards, a business owner should evaluate whether the substantial savings of an OTR card outweigh the need for business vehicles to purchase fuel in areas that might not have eligible gas stations.
If your company has equipment that uses off-road diesel, it is essential to have a card that can identify your off-road (or dyed diesel) purchases from other purchases. With the CFN card, you can purchase off-road diesel at many cardlock locations. Off-road fuel reports then make it easy to submit your tax refund for those gallons that were not exempt at the time of purchase but still qualify.
The best option for construction companies depends on where your company operates and your type of equipment. Because job locations can vary, many companies prefer a universal card like Voyager or WEX. However, if you’re located on the west coast, a CFN card with retail acceptance might provide valuable discounts and access to off-road diesel while providing acceptable coverage.
Companies across industries with fleets of vehicles and drivers can benefit from a card program. It enables fleet managers to implement controls to prevent employee misuse and set alerts to catch any suspect activity. Commercial businesses that should consider a card program include manufacturing, retailers, landscape maintenance, distribution, moving, home repair and agriculture, among others.
Because needs can vary greatly by industry, it's difficult to pinpoint a single card option without knowing location, routes, fleet size, control needs and whether the main priority is convenience or discounts. For that reason, we recommend contacting a specialist to help identify the best fit.
The best diesel fuel card depends on your business needs. Popular choices include the WEX or Voyager fuel cards for extensive acceptance at over 95% of U.S. fueling locations, ideal for fleets. The CFN fuel card offers discounts at cardlock locations and detailed reporting for IFTA compliance, making it great for commercial trucks. For truck drivers, the Voyager fleet card provides access to most diesel locations and major truck stops with competitive savings. Evaluate acceptance, discounts, and reporting features to find the right card that maximizes savings and convenience for your fleet.
Fuel companies are often the best resource to assist you with choosing the right product. Find a vendor that has a few different options for your type of fleet and allow their account specialists to assist you with making the right decision. It’s best to seek advice from a professional who can evaluate the needs of your fleet drivers, helping you find a solution that gives you access to cheap fuel and vehicle maintenance.
This really depends on the vendor because some do charge multiple fees that can be significant, while others charge few, if any, fees. Make sure to ask about fees, the conditions under which they would get applied and if there is an Annual Percentage Rate (APR). It's not uncommon for some vendors to charge fees for account setup, program administration, per transaction, per card per month and late payments. The fee amounts vary so be sure to do your research before you open an account. You should evaluate your fuel consumption and consider whether the cost savings warrant the additional expenses.
Some vendors require a minimum volume to open an account while others might not. Check with each vendor early in the decision-making process to confirm. Most providers only set up business accounts, so individuals who are not owner operators might not qualify.
Companies earn a percentage of the pump price from merchants when you use the cards at their locations and/or charge a transaction fee. Some (but not all) also charge fees, so check their Terms and Conditions before deciding.
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Find locations that provide off road/red dyed diesel.
Find the lowest fuel prices in your area and monitor fuel pricing trends.
Keep up to date with the latest industry news and best practices.
Determine the best card for your company based on the size of your fleet, locations, discounts, and fees.
Once you have your cards up and running, you can adjust your restrictions and alerts to prevent fraud or misuse.
Quickly spot irregular fueling with driver monitoring and alerts.
Learn the difference between driver and vehicle cards.
