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Best fuel management system for fighting fuel card fraud

Fuel card fraud is a growing concern for fleet managers, costing companies millions and complicating financial oversight. With the right fuel management system, however, you can significantly reduce your vulnerability to such threats.

This article will delve into the best fuel management systems with features designed specifically for combating fuel card fraud. Read on to learn about their key features, how they integrate security measures, and what makes them stand out in a crowded market.

And when you’re finished reading, check out the other articles in our ‘Fleet fuel management’ series:

Quicklook: 5 best fuel management system options for fighting fuel card fraud

Top fuel management systems for fighting fraud

Fuelman Fleet Cards

Fuelman offers a range of features to combat fuel card fraud. They provide real-time transaction alerts to notify managers of suspicious activities. Fuelman cards often require a unique driver ID or PIN for each transaction, adding a layer of security. They also offer detailed reporting options, which can help in monitoring usage patterns and identifying irregularities. Geofencing and purchase restrictions can also be set up to limit where and what can be bought with the fuel card. And with generous rewards for each card type, it’s hard to lose when you sign up with one of Fuelman’s fuel fleet cards. 

Best for: Rewards 

Special features

  • Flexible packages with the deepest rebates available 
  • 50,000 fuel stations 
  • 20,000 maintenance locations
  • Option for Mastercard that works anywhere that accepts Mastercard

Benefits

  • Up to $0.10 per gallon in rebates
  • Two points per eligible gallon
  • $100 annual loyalty bonus
  • Option to use it at any gas station
  • Environmentally-friendly and carbon neutral options 

Disadvantages: Coverage gaps in parts of Minnesota, Massachusetts, New Mexico and Montana

Pricing: Starting at $59 a month for all the fuel cards your business needs

AtoB

AtoB fleet fuel cards are accepted anywhere and come with software that saves fleets on average 43¢ per gallon. The company has a simple fee structure of $3 per month per active card — and that’s it, no other hidden fees. Their user-friendly platform comes with features that allow you to track your usage live, set spending limits, prevent card misuse, and more, all within your dashboard. The AtoB fleet fuel card can even be utilized for vehicle maintenance, insurance, and tolls. AtoB also has a diverse network of partners to give AtoB customers discounts on tires, vehicle washes, maintenance, and more. 

Best for: Fuel savings

Fees: $3 per month

Rewards: Competitive discounts on fuel and non-fuel purchases

Special features

  • Discounts at Discount Tires, Pep Boys and more
  • Optimal Station Selection within the AtoB Driver App to ensure drivers get the best prices for fuel every time

Benefits

  • No hidden fees
  • Accepted everywhere
  • No out-of-network stations
  • Easy-to-use dashboard
  • Transactions via Quickbooks for easy accounting
  • Full control over each card 
  • Spending limits per day, per week and per transaction
  • Helps small businesses build credit

Disadvantages:  Net-seven terms

Pricing:

WEX Fleet Fuel Cards

Known for its expansive national coverage, WEX Fleet fuel cards are accepted at 95% of fuel stations in the U.S. Security features include purchase controls, real-time alerts, and detailed reporting options. With a robust driver app and multiple forms of account access, streamlining your operations is always a breeze with WEX. The company offers several different fleet card solutions, making it easy to get one that suits your business needs. 

Best for: National networks

Special features

  • ClearView reports of fuel spending
  • DriverDash mobile payments

Benefits

  • Over 160,000 stations 
  • More than 45,000 service centers 
  • Ease of payment
  • Control of spending
  • Great app for drivers
  • Specialized cards for different fleet sizes

Disadvantages

  • Not the best rebate option available for savings
  • Unknown fees for certain cards 

Pricing: No initial fees; fees for other services not shared publicly 

Verizon Connect

Verizon Connect is a great option to help those with smaller fleets find hidden fuel costs to improve efficiency. Provides real-time alerts, transaction limits, and integrates with many fuel card providers. The reports allow you to study trends and measure your fleet’s performance. You’ll quickly be able to reduce fuel consumption to cut back on operational costs with this system. 

Best for: Small fleets

Special features

  • Fuel transaction report 
  • Flexible fuel card program 
  • Engine idling report 

Benefits

  • Monitor fuel expenses 
  • Integrates with most trucking fuel cards  
  • Minimize engine wear 

Disadvantages: No free trial 

Pricing: Contact for a custom quote

FuelForce

FuelForce specializes in fuel management and offers various features to combat fuel card fraud. They typically use a PIN-based access system, requiring a unique PIN for each transaction, adding an extra security layer. Vehicle identification features are often integrated, linking fuel cards to specific vehicles to prevent unauthorized use. FuelForce systems can also generate detailed transaction reports, aiding in oversight and early detection of irregularities. These combined features help fleet managers monitor and control fuel usage effectively, reducing the risk of fraud.

Best for: Detailed reporting

Special features

  • Requires a unique PIN for each fueling transaction
  • Links cards to specific vehicles
  • Detailed tracking and auditing
  • Manages multiple types of fuel, including alternative fuels
  • Integrates with various fleet management systems and fuel card providers

Benefits

  • PINs and vehicle IDs reduce the risk of unauthorized use
  • Detailed reports aid in monitoring and early fraud detection
  • Can adapt to different fuel types and integrate with existing systems
  • Helps control fuel costs by monitoring usage and preventing fraud

Disadvantages

  • May require training to fully utilize all features
  • Initial setup and ongoing subscription fees can be high for smaller fleets
  • May not have as wide a customer service network as some larger providers

Pricing: Contact FuelForce for a quote

What is fuel card fraud? 

Fuel card fraud is the unauthorized use of a company’s fuel cards to purchase fuel or other items. Typically, employees or outsiders exploit these cards for personal gain. Methods include skimming, PIN theft, and fake transactions. Fraudulent activity is often hard to detect immediately, leading to financial loss for the company.

Truck fuel card fraud hits the freight industry hard by inflating operational costs and reducing profitability. Unauthorized fuel purchases drain financial resources, affecting cash flow. It also complicates accounting by making it harder to accurately track fuel expenses. The time and effort spent on investigating fraud take attention away from core business activities.

In extreme cases, consistent fraud can jeopardize a trucking company’s survival. Moreover, fraud may also damage relationships with partners or customers if rates are raised to cover losses. Implementing strict fuel controls and monitoring can help mitigate these risks but come at an added cost.

Preventive fraud solutions include regular auditing, setting limits, and employing advanced fuel technology security features like two-factor authentication. Fraud detection and quick responses are key to minimizing the impact of fuel card fraud.

Security features to look for in fleet fuel management systems

Implementing a secure fuel management system for fleets is essential for expense control and avoiding fraudulent activities with trucking company fuel cards. Here are some key card management fraud tools to look for:

  • Two-factor authentication: Adds an extra layer of security by requiring two steps to access accounts.
  • Real-time alerts: Fraud detection technology sends immediate notifications for suspicious activities or transactions.
  • Geo-fencing: Telematics based tracking solutions limit card use to specific geographic areas, reducing the chance of unauthorized transactions.
  • Transaction limits: You can set daily, weekly, or monthly spending limits to control expenses.
  • Time-based restrictions: Allow fuel purchases only during certain hours to reduce off-hours fraud.
  • PIN security: Each driver or vehicle has a unique PIN, ensuring only authorized use.
  • Detailed reporting: Provides data on all transactions, aiding in audit and oversight.
  • Vehicle identification: Cards are linked to specific vehicles, discouraging use in unauthorized vehicles.
  • User roles: Different levels of system access can be assigned based on job responsibilities.
  • SSL encryption: Ensures secure data transmission between the fuel card and fuel management software.
  • Regular software updates: Keeps the fleet fuel management software up-to-date with the latest security patches and features.
  • Biometrics: Advanced options like fingerprint or facial recognition can add an extra layer of security.

Ensure fuel security with comprehensive fleet fuel management solutions 

Armed with fuel insights offered by the fleet fuel tracking systems outlined above, you can substantially reduce the risk of fraud. Take some time to prioritize your requirements and evaluate which fraud tactics and detection capabilities are most important to you. The time and money you save in the long run will likely be well worth the associated costs.

FAQ

What does a fuel management system do?

A fuel management system tracks, monitors, and controls fuel usage within a vehicle fleet to optimize efficiency and reduce costs.

Do I need a fuel management system?

If you manage multiple vehicles and aim to control fuel expenses, enhance efficiency, and reduce fraud, a fuel management system can be beneficial.

How do you manage fleet fuel consumption?

Managing fleet fuel consumption involves real-time monitoring, setting fuel policies, implementing fuel-efficient driving techniques, and using analytics for ongoing improvement.

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