10 essential factors to consider when choosing a fuel card
When running a business with vehicles, big or small, picking the right fuel card can save you a surprising amount of money over time. Even if you don’t use much fuel, there are deals and discounts out there you might qualify for that can make a big difference.
Here are 10 key factors to help you select the right fuel card for your needs.
Keep tabs on drivers and fuel spending
Some fuel cards do more than just pay for gas. They let you track what each driver spends and where. That’s important because it gives you the tools to see where your money is going. With a good card, you can spot patterns—like which gas stations cost more or which drivers are using more fuel than expected.
If you’ve got solid info on how much fuel you’re using and where it’s being bought, cutting costs becomes easier. You can even figure out if drivers are taking routes that burn more gas than necessary.
Set limits to avoid overspending
A good fuel card doesn’t just help you track spending; it also helps control it. The best ones let you set daily, weekly, or monthly fuel limits for each driver. Most require a PIN to make purchases, and some even ask for the odometer reading at the pump.
These features aren’t just for budgeting. They also stop misuse. Imagine someone trying to buy snacks or fill up their personal car with your card—good luck to them if the card blocks non-fuel purchases or flags suspicious activity.
Keep your money safe
Fraud happens. That’s why you need a card with security features. Some cards send alerts if something unusual pops up, like a big purchase outside regular hours. Others let you shut things down quickly if needed. Make sure the card you choose has things like SMS alerts or spending restrictions to keep thieves away.
Think about fees and discounts
When comparing fuel cards for businesses, it’s important to watch out for extra costs like sign-up fees or surcharges for using stations outside the network. While some cards may seem pricier upfront, they might offer discounts on fuel or cashback rewards that save money in the long run. Always read the fine print to understand the balance between fees and benefits.
Know where your fleet travels
Does your business stick close to home, or are your vehicles all over the map? Your answer will help decide the type of fuel card you need.
- Local drivers: If your business mostly stays in one town, pick a card accepted at stations you pass by often. There’s no point in saving a few cents per gallon if your driver has to detour miles just to find the right station.
- Regional work: For businesses like plumbers or electricians who cover larger areas, a card with a strong presence in your region is better.
- National travel: If your fleet crisscrosses the country, find a card that works at a wide range of stations. Some cards even let drivers buy food or supplies on the go, which can be a nice bonus.
Make sure it’s easy to use
Paper receipts? Forget it. Modern fuel cards come with online tools so you can see every transaction in real-time. Some even have apps to keep things simple. If something seems off, you can check your account and take action without leaving your desk—or your phone.
Consider your vehicles
Different businesses need different kinds of fuel cards. A trucking company won’t have the same needs as a sales team driving sedans. If your vehicles are heavy-duty, make sure your card works at stations that can handle them. For regular cars, look for flexibility so drivers don’t waste time searching for a pump.
Brand vs. non-brand cards
A branded card ties you to specific fuel companies, while a non-branded card works almost everywhere. Branded cards might give better discounts, but they’re useless if the stations aren’t where you need them.
Pump-price or fixed-price?
Some cards charge the pump price, while others lock in a fixed rate for the week. Fixed prices are usually a little lower than the national average, but they’re only worth it if fuel prices in your area tend to fluctuate a lot.
Fuel type matters
Most cards handle diesel or a mix of fuels, but if your fleet only uses unleaded, that’s something to think about. The simpler your fuel needs, the easier it is to find the perfect card.
