What Is a Fleet Card?

Fleet operators, like business owners, aim to increase their profits by minimizing vehicle operating costs and enhancing management efficiency. Some trucking companies use fleet fuel cards to minimize fuel spending, efficiently monitor operations, track purchases, and streamline billing services.

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But what is a fleet card, and how does it work? 

In this guide, we break down everything you need to know about fleet cards, including fleet card basics, where you can use them, eligible purchases, and the potential savings they offer motor carriers.

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Fleet Card Basics

When a company fleet opts for a specific fleet fuel card program, the fleet manager will issue the gas cards to all fleet drivers, enabling comprehensive vehicle management. Fleet cards, also referred to as fuel cards, act as specialized credit cards and provide a range of features and services:

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• They provide a credit line specifically for fuel and vehicle-related purchases.
• They give drivers access to fuel discounts.
• They streamline the fuel purchase reporting process.
• They prevent fraud and help ensure DOT compliance.
• They help owners manage employee payments and client invoicing in one platform.

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There are many fleet card benefits, and the primary function of a fleet card—providing companies with a line of credit for vehicle expenses—can significantly impact a fleet’s cash flow. Instead of using cash to pay for fuel, companies can use fleet credit cards when they need the cash for something else, like:

• Business licensing expenses
• Insurance premiums
• Payroll and accounts payable
• Technological upgrades or other business investments

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Let’s break down a scenario where an owner operator would benefit from using a fleet card:

• An owner is awaiting a $5,000 payment from a client, and they have to run payroll within the next 24 hours. They currently have just enough cash in their account to cover employee payments for that pay period.
• The driver has other deliveries to make, but they don’t have enough cash to cover trucking payroll and the fuel they’ll need for the upcoming delivery.
• They decide to use their available cash to pay their employees and buy the gas they need with a fleet card. When the client pays the company a few days later, the owner operator pays off their fleet card bill and deposits the remaining funds into their checking account.

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Using a universal fuel card is an excellent way to save money on fuel, manage fleet expenses, create a cash flow safety net, and enjoy other built-in conveniences provided by fleet fuel card companies.

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Who Benefits Most from Fleet Cards?

Fleet cards are not just for trucking companies. Businesses across multiple industries benefit from fuel savings, fraud protection, and automated reporting.

 Who Should Use a Fleet Card?

• Trucking & Freight Companies – Save thousands per year on fuel discounts & fraud prevention.
• Local Delivery Fleets – Optimize fuel costs with route planning & real-time tracking.
•  Construction & Service Fleets – Purchase fuel, repairs, and maintenance supplies in one place.
•  Emergency & Government Fleets – Ensure uninterrupted fueling for police, fire, and medical vehicles.

AtoB supports all these industries, providing universal acceptance, fraud prevention, and automated reporting.

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Where to Use a Fleet Card

In general, there are two kinds of fleet cards:

1. Trucking fuel cards you can use at select truck stops to receive a fuel discount
2. Cards that are accepted everywhere by every fuel station brand—even mom and pop shops

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While you should evaluate all of your chosen fleet fuel card provider’s benefits before signing on the dotted line, you should choose the card with the largest fuel station network whenever possible. 

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Cards accepted everywhere are ideal, especially because card companies with limited networks often charge per-gallon fees whenever drivers use their fleet card at an out-of-network truck stop.

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In addition to truck stops and your local gas station, you can use your fleet cards for vehicle maintenance and other driving-related costs at auto parts stores and mechanic shops.

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Fleet Card Comparison: Which One is Right for You?

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Non-Fuel Purchases

As we briefly touched upon above, some fleet cardholders are eligible for non-fuel spending, such as:

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• Repairs and maintenance costs
• Auto parts
• Consumables, like:
• ~Wiper fluid
• ~Wiper blades
• ~Motor oil
• ~Antifreeze
• ~Fuel system cleaners
• Insurance
• Truck washes (in certain regions)

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While drivers can’t use their business gas card for lodging, food, or convenience store items, fuel cards free up cash that would have otherwise been spent on fuel, giving drivers more leeway to make incidental purchases when cash flow is sluggish. 

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Potential Savings

One of the best perks of fleet cards is the potential cost savings drivers can achieve by using the card. Let’s explore some key savings opportunities:

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• Fuel Discount – Fleet cards often give drivers access to cheaper fuel, offering upwards of five cents per gallon off of retail prices. As fuel prices increase, saving money on fuel is more important than ever to help truckers sustain their bottom line.

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• Reduced administrative costs – In many cases, fleet card companies provide additional conveniences for fleets, helping them save money. With built-in report generation, integration with bookkeeping software, and one-click billing and payroll functions, owner-operators can reduce their software costs and the time spent organizing and manually entering data, which can reduce overhead costs.

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• Increased creditworthiness – Many fleet card companies regularly report drivers’ credit use and payment history to credit bureaus—entities that create credit scores. By spending and paying responsibly, drivers can increase their creditworthiness, which can lead to reduced interest rates for future financed purchases.

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Take Control of Your Fuel Costs with AtoB

Fleet cards provide an excellent service for supporting a fleet’s financial health, ensuring timely employee payment, and reducing vehicle-related expenses.

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Although fleet cards and fuel cards have existed for some time, the AtoB fuel card offers a groundbreaking approach to traditional fleet management practices with exclusive features and services. How are we different?

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• We don’t charge fees for transactions, operations, overspending limits, or late payments. 
• You can use our prepaid gas cards for employees anywhere—even at local fuel stations.
• We use enhanced fraud protection measures to keep your capital safe.
• Our platform seamlessly integrates with Quickbooks.

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Other cards embrace the predatory practices of traditional credit card companies, but AtoB is regaining the power of cost control in the hands of professional drivers.

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Sources: 

1. US General Services Administration. GSA Fleet Cards. https://www.gsa.gov/buying-selling/products-services/transportation-logistics-services/fleet-management/vehicle-leasing/gsa-fleet-card

2. AtoB. Frequently Asked Questions – What discounts do I get with the AtoB card?. https://www.atob.com/faq 

3. US Energy Information Administration. Gasoline and Diesel Fuel Update. https://www.eia.gov/petroleum/gasdiesel/

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