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Everything You Need to Know About Fuel Cards in 2025
Fuel cards can save you money, improve your security, and reduce your outgoings. Here’s how they can work for your business.
Gas prices have been unpredictable in recent years due to global oil markets, taxation changes, and shifting economic conditions. If your business depends on transportation, gas will be one of your largest expenses. Even a small reduction in cost per gallon can significantly impact your bottom line.
That’s where fuel cards come in. They help reduce fuel expenses and offer a host of additional business benefits. In this guide, we’ll cover everything you need to know about fuel cards and how they can support your business operations.
What is a Fuel Card?
Fuel cards, also called gas cards or fleet cards, are used by businesses to manage fuel expenses more efficiently. They resemble credit or store cards but are used exclusively for purchasing gas and associated vehicle costs. Most require a PIN code and can only be used at authorized gas stations.
Think of them like gift cards—but instead of buying clothes or dinner, they’re used to fill up your tank, as well as provide benefits like fuel discounts, real-time monitoring, and advanced security.
How Do Fuel Cards Save Money?
Fuel cards work similarly to credit or debit cards, but can only be used at certain gas stations. The range of stations that allow you to use your gas card often depends on the brand or type of card you have. Either way, once a fuel card is activated, your drivers can start using it at applicable stations when they stop for gas.
Each transaction is recorded by your fuel card provider, recording details like the amount spent, gas type, location, and time. Sometimes drivers can be required to enter additional information, like odometer readings.
It’s these insights that allow you to save money, improve efficiency, and maintain tighter control over your fuel expenses. Your business is invoiced for the transactions on a scheduled basis (typically weekly or monthly), and payments are made through direct debit or bank transfer.
Paying for Your Fuel Card
When it comes to paying for your fuel card, you can do it in one of two ways: in advance or deferred. Your preferred way to pay will depend on your circumstances, so it’s up to you which one is better.
While deferred payments mean you and your drivers don’t have to worry about having enough funds on your fuel card, it can be more difficult to control and can lead to unexpectedly large bills. Prepayment gas cards, meanwhile, can suit businesses on a budget a little better.
Benefits of Fuel Cards for Businesses
1. Cost Savings
Fuel cards can offer discounted rates compared to pump prices, with potential savings of up to 10% per month. If you manage a large fleet of large vehicles, that could mean you save hundreds of dollars every year! If you choose Circle K, for example, you’d be saving 5c on every gallon.
2. Simplified Administration
By automating the fuel purchasing and reporting process, fuel cards eliminate the need for manual receipts and reimbursement forms. This streamlines your entire finance department, reducing their workload and minimizing the risk of any human errors that can send your accounts into meltdown.
Your drivers will also no longer have to keep track of all receipts for reimbursement, as everything is now digital.
3. Enhanced Security
Like credit and debit cards, fuel cards are kept safe with a unique PIN code. But unlike traditional payment methods, they have advanced features, including real-time alerts for suspicious activity.
The ability to cap spending limits means that if your card ends up in the wrong hands, then thieves won’t do anywhere near as much damage to your budget as they could with a debit card.
4. Rewards and Incentive
Some fuel card programs offer perks like:
- Cashback on gas purchases
- Discounts on food, drinks, or vehicle services
- Loyalty points are redeemable for fuel or retail vouchers
Choose a provider that aligns with your business’s preferences if you value rewards and incentives. Circle K, for example, has a starting offer that allows you to save 25c per gallon.
5. Improved Cash Flow
Fuel cards often offer short-term credit with flexible billing (weekly or monthly). This helps manage cash flow more effectively, especially for businesses with irregular income patterns or tight budgets.
6. Mobile App and 24/7 Account Access for Route Planning
Many gas card providers offer their own dedicated mobile apps and online portals. These allow you to manage your accounts, plan routes, and even find stations that offer the best prices in real-time.
How to Find The Best Fuel Card
When it comes to finding the best fuel card for your business, it can be hard to know exactly what to look for, and there are indeed a few things you should consider before you commit to anything.
There are a lot of providers out there, each with its own benefits. Like most things when it comes to your business, do a little digging to find the best fuel card for you.
To help you out, we’ve listed some of the main things to think about below. However, if you want to get a gas card sooner rather than later, fill in our quick form to get matched with a suitable fuel card provider.
Your Fleet Size
Some cards are better suited for small businesses, with no minimum spend or lower fees. Others offer bulk discounts ideal for large fleets.
Your Typical Routes
Some fuel cards can only be used at certain stations. If you have found a provider that looks great on paper, but the stations you can use them at don’t appear on your typical routes, then they’re pointless because you won’t use them.
The Cost of the Fuel Card
Make sure you clearly understand:
- Monthly charges
- Transaction or network fees
- Account management costs
All fees should be listed upfront before you sign up.
The Quality of Customer Service
Look for providers with responsive support. Check independent reviews for real customer experiences.
Additional Features
Some providers will offer advanced reporting tools, reward programs, and enhanced security features. If these are important to you, make sure your provider offers them.
Eligibility
You may need to pass an eligibility test to get a fuel card for your business. Fuel card providers can offer different programs for different businesses, and while eligibility requirements differ by provider or financial institution, most US businesses that operate with several vehicles are typically eligible to get a gas card.
How to Get a Fuel Card for Your Business
Ready to start saving on gas and managing expenses more efficiently?
The best way to get started is to compare fuel card options tailored to your business needs, and our form is the best way to get started with just that. Answer a few simple questions about your fleet size, routes, and fuel usage, and receive the most accurate recommendations straight from us.
FAQs
What is a fuel card?
A fuel card allows businesses to pay for fuel, oil, car washes, and other vehicle-related services at a specific network of stations while providing detailed transaction data for expense management and cost control.
Who can get a fuel card?
You may need to pass an eligibility test to get a fuel card for your business. Fuel card providers can offer different programs for different businesses and, while eligibility requirements differ by provider or financial institution, most US businesses that operate with several vehicles are typically eligible to get a fleet card.
The best thing to do is simply phone the gas card provider and ask them any questions you’ve got about eligibility – they will then be able to advise you what’s required from you in order to qualify for a fuel card.
How do fuel cards work?
Fuel cards work similarly to credit or debit cards, but can only be used at certain fleet stations. The range of stations that allow you to use your fuel card often depends on the brand or type of fuel card you have. Either way, once a gas card is activated, your drivers can start using it at applicable stations when they stop for gas.
