What Businesses Use Fleet Fuel Cards — and How They Save Money is an important question for any company managing multiple vehicles. Managing a fleet of vehicles is expensive, with fuel costs, administrative tasks, and unauthorized spending quickly eating into profits.
This is why understanding What Businesses Use Fleet Fuel Cards — and How They Save Money can be a game-changer for reducing expenses. Fleet fuel cards give companies the power to control spending, track fuel usage, and stop misuse in real time.
They also automate reporting, cutting down hours of paperwork every week. As a result, businesses save thousands of dollars annually while improving efficiency across their entire fleet.
This blog explains which businesses use fleet fuel cards, how these cards save money, and how to choose and manage the right program. If you operate multiple vehicles—even just two—you’ll see why fleet cards are one of the smartest tools you can add to your business.
Businesses That Use Fleet Fuel Cards
Fleet cards are used by companies that run multiple vehicles. These can range from small two-vehicle teams to large fleets with over 1,000 trucks or vans.
Common industries using fleet cards include:
- Transportation and logistics companies – trucking firms, shipping companies, and freight haulers.
- Delivery services – couriers, e-commerce companies, food and parcel delivery businesses.
- Construction companies – moving heavy machinery, building materials, and crew vehicles.
- Field service organizations – electricians, plumbers, HVAC companies, pest control, and repair teams.
These businesses rely on vehicles every day, and controlling fuel costs is essential to their profits.
How Fleet Fuel Cards Save Businesses Money
For most fleets, fuel makes up 24–38% of total operating costs. Fleet cards directly cut this cost through:
- Fuel discounts – usually 3–8 cents per gallon at partner stations.
- Lower admin costs – no need to collect receipts or process paper expense reports.
- Real-time controls – stop unauthorized or personal purchases instantly.
On average, companies save around $3,600 per vehicle each year when they combine fuel discounts with reduced admin time.
Fleet cards also provide detailed transaction data. This helps managers make smarter decisions about:
- Route planning (to reduce miles driven)
- Vehicle replacement timing
- Coaching drivers to improve fuel efficiency
Businesses using these insights often cut total fuel consumption by 12–18% in the first year.
Types of Fleet Fuel Cards
Not all fleet cards are the same. Choosing the right one depends on where your vehicles drive and what kind of fuel they need.
Main types of fleet cards:
- Universal Fleet Cards
- Work at 90–95% of fuel stations nationwide.
- Best for fleets driving across regions.
- Example: WEX cards.
- Brand-Specific Fleet Cards
- Only work at one fuel brand (like Shell or ExxonMobil).
- Offer deeper discounts (5–10 cents per gallon).
- Best for fleets fueling in a limited area.
- Regional Fleet Cards
- Focus on local/state areas.
- Discounts of 8–12 cents per gallon at independent stations.
- Ideal for small businesses operating in one region.
- Trucking/Heavy Vehicle Cards
- Made for diesel fleets.
- Work at truck stops and include extras like DEF tracking and lumper fee management.
- Perfect for long-haul trucking companies.
Fuel Card Savings and Discount Structures
Fleet fuel card savings depend on how much fuel you buy each month:
- Small fleets (1,000–5,000 gallons/month): 2–4 cents per gallon.
- Large fleets (50,000+ gallons/month): 6–10 cents per gallon.
- Faster payments (net-7 or immediate ACH) can add another 1–2 cent discount.
Many cards also offer rebates: 1–3% of total fuel spend returned quarterly.
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Example:
A 20-vehicle fleet using 15,000 gallons monthly at $3.50 per gallon can save around:
- $900 per month in discounts and rebates
- $10,800 per year before counting admin savings
Tracking and Management Benefits
Fleet cards don’t just save money on fuel—they save time and effort on tracking expenses.
Key benefits:
- Real-time dashboards show fuel usage by vehicle.
- Identify vehicles using 15–20% more fuel due to poor maintenance or driving habits.
- Eliminate manual data entry with automatic digital receipts.
- Integrate directly with accounting software.
Companies save 4–6 hours of admin time per week per 10 vehicles.
Cards also capture odometer readings at each fuel-up, calculating miles per gallon automatically.
Security Features That Prevent Fuel Theft
Fuel theft and misuse cost businesses an average of $1,200 per vehicle per year.
Fleet cards stop this with built-in security:
- PIN codes and driver IDs for each transaction
- Purchase limits by dollar or gallon
- Geographic restrictions (cards only work in certain areas)
- Time-of-day rules to stop after-hours purchases
- Fraud alerts for suspicious activity (like tank overfills)
These tools let managers block or freeze cards instantly if something looks suspicious.
Optimizing Fleet Operations With Card Data
The data from fleet cards shows where your operations are wasting fuel or money.
For example:
- Find drivers refueling off-route, adding unnecessary miles.
- Make sure vehicles get the correct fuel grade.
- Track driver behavior: idling, speeding, or harsh acceleration.
Driver coaching programs based on this data improve fuel economy by 8–12%, saving around $2,400 per vehicle per year for vehicles driving 20,000 miles annually.
Budget Control and Expense Management
Fleet cards make it easy to control budgets and prevent overspending.
- Set daily, weekly, or monthly limits by driver, vehicle, or department.
- Restrict how many gallons or dollars can be purchased per fill-up.
- Reduce unauthorized spending by 85% compared to traditional expense methods.
- Get one detailed invoice covering all fleet fuel purchases.
This means no more chasing receipts or manually splitting costs between departments or clients.
Network Access and Driver Convenience
Fleet cards work at thousands of fuel stations, so drivers don’t waste time searching for the right place to fuel.
Typical network access includes:
- 45,000–95,000 locations nationwide
- Truck stops, convenience stores, and regular gas stations
- Mobile apps to find nearby in-network stations and see prices
Many fleet cards also include:
- Roadside assistance (reducing towing costs and downtime)
- Discounts of 10–15% on vehicle parts and labor at partner maintenance shops
This keeps vehicles on the road and reduces unexpected repair expenses.
How to Implement Fleet Fuel Cards Effectively
To get the most savings, rollout your fleet card program carefully:
- Set up account structure – organize by department, location, or vehicle.
- Set spending controls – choose limits and allowed purchase categories.
- Train drivers – explain how cards work and how their use saves the company money.
- Write clear policies – define acceptable use and penalties for misuse.
- Review performance – audit transactions regularly and adjust limits if needed.
- Work with your provider – schedule quarterly reviews to unlock better discounts as your fleet grows.
Fleets that follow these steps often cut fuel costs by 15–20% overall in the first year.
Final Thoughts
Fleet fuel cards are more than just a way to pay for fuel — they’re a complete fuel management system.
They help businesses:
- Cut per-gallon costs
- Prevent unauthorized spending
- Save time on paperwork
- Improve fuel efficiency
- Keep vehicles on the road longer
Whether you run 2 vans or 200 trucks, a fleet fuel card can make your operations more efficient and profitable.
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Discover how fleet fuel cards help businesses save money with fuel discounts, expense control, and real-time tracking to boost profitability.