Managing fuel expenses is one of the most crucial aspects of running a successful fleet-based business. Fleet fuel cards have emerged as an indispensable tool for fleet managers, helping to streamline the process of tracking and reporting fuel expenses.
In this article, we will explore how fleet fuel cards can help make fuel expense reporting faster, improving overall operational efficiency and cost management. And when you’re finished reading, check out some of the other articles in our ‘Fuel card fleet management’ series:
- Take control of fleet management with customized reporting
- How fleet fuel cards speed up business reporting
- What are the best fleet fuel card companies?
- How to apply for a fuel card
What is a fleet fuel card?
A fleet fuel card, also known as a fuel management card or a fleet card, is a specialized payment card issued to fleet drivers for the sole purpose of purchasing fuel and related vehicle expenses.
These cards offer a range of benefits over traditional payment methods, such as enhanced security, customizable spending limits, and the ability to gather valuable data on fuel consumption patterns.
Benefits of using fleet cards for business reports
With a clear understanding of what fleet cards are, let’s delve deeper into their benefits, particularly in the context of business reporting.
Streamlined expense tracking and reporting
The traditional method of tracking and reporting fuel expenses involves collecting receipts, manually entering data, and reconciling the information with accounting records. This time-consuming and error-prone process can be streamlined with the use of fleet cards.
Automated data collection and report generation
Fleet fuel cards automatically record transaction data, such as the date, time, location, and cost of each diesel purchase. This information is readily accessible to fleet managers through an online portal or a dedicated mobile app, allowing them to generate reports in real-time and with just a few clicks.
This automation of data collection and report generation significantly reduces the time and effort required for business reporting.
Improved accuracy and reduced errors
The manual entry of fuel purchase data is susceptible to human error, leading to inaccuracies in expense tracking and reporting. Diesel fuel cards eliminate the need for manual data entry, ensuring that the information is accurate and up-to-date.
Real-time access to transaction data enables fleet managers to quickly identify discrepancies or unauthorized purchases. This level of oversight promotes information accuracy while helping to prevent fraud and reduce fuel-related costs.
Enhanced budgeting and cost management
Fleet fuel cards help managers gain valuable insights into their vehicles’ diesel consumption patterns. This data can be used to identify trends, spot inefficiencies, and implement fuel efficiency measures, ultimately leading to cost savings.
Fuel cards can be customized with spending limits and restrictions, such as limiting purchases to specific fuel types or setting a maximum dollar amount per transaction. These features provide fleet managers with greater control over fuel expenses and aid in budget management.
Integration with fleet management software
Many fuel card providers offer seamless integration with popular fleet management software solutions. This integration enables businesses to centralize their data and generate comprehensive reports on various aspects of fleet operations. Examples include vehicle maintenance, driver performance and route optimization.
The ability to consolidate fuel expense data with other fleet-related information provides fleet managers with a holistic view of their operations. This comprehensive insight allows them to make informed decisions and implement strategies that improve overall efficiency and cost management.
How to get a fuel card for fleets
Obtaining a fleet card for your business entails the following steps:
- Research providers: Start by researching various card providers to find the one that best suits your business needs.
- Contact the provider: Once you’ve identified a suitable provider, contact them to discuss your specific requirements, ask questions, and request a quote. You can usually reach out via their website, phone or email.
- Submit an application: Most providers require you to complete an application form to open a fleet fuel card account. This form typically requests information about your business, such as its name, address, tax number and estimated monthly fuel expenses. You may also need to provide information about your fleet, like number and type of vehicles, and driver information.
- Review and sign the agreement: If approved, the provider will give you a service agreement outlining terms and conditions of the fleet fuel card program. Carefully review this document, and if you agree with the terms, sign, and return it to the provider.
- Activate and customize cards: Upon approval, you will receive the fleet cards for your business. You’ll need to activate each card and customize spending limits, authorized purchase categories and fuel types according to your needs.
- Distribute cards to drivers: Once the cards are activated and customized, distribute them to your drivers and provide them with clear instructions on their usage, including any restrictions or guidelines.
- Monitor and manage: You can now monitor and manage fuel expenses through the provider’s online portal or mobile app. Regularly review the transaction data, generate reports, and analyze fuel consumption patterns to ensure efficient and cost-effective fleet operations.
By following these steps, you can successfully obtain fleet fuel cards for your business and start leveraging their benefits to streamline expense tracking and reporting.
Speed up business reporting with a fleet fuel card
Fleet fuel cards are an invaluable tool for businesses operating with a fleet of vehicles. By streamlining the process of tracking and reporting fuel expenses, they save time, reduce errors, and provide valuable insights that contribute to improved budget
FAQ
Fleet fuel cards can typically be customized to allow or restrict non-fuel-related purchases, such as vehicle maintenance and repairs. This depends on the fleet fuel card provider and the specific card program.
While both serve the purpose of purchasing fuel, fleet cards are specifically designed for businesses with fleets. They offer more comprehensive features to help manage and optimize fuel and vehicle-related expenses, including streamlined tracking and business reporting.
Yes, fleet fuel cards can simplify tax reporting by providing detailed transaction data, which can be used to claim fuel tax credits or track fuel expenses for tax deductions. Always consult with a tax professional to ensure accurate reporting and compliance.
