The Complete Guide to Fuel Cards

What are Fuel Cards?

Fuel cards are specialized payment cards designed for commercial fleets, offering fuel discounts at participating truck stops and fuel stations, detailed transaction controls, and reporting features that simplify IFTA tax compliance. Unlike consumer credit cards, fleet fuel cards are purpose-built for the operational and financial needs of trucking operations.

The fuel card market includes universal fleet cards accepted widely, trucking-specific programs with deep truck stop discounts, and cardlock networks providing members-only fueling locations.

Why Fuel Cards Matter

Cost Savings

• Fuel Discounts: Negotiated per-gallon savings at participating locations
• Rebates: Volume-based rebates on fuel purchases
• Wholesale Pricing: Access to cost-plus pricing at cardlock locations

Control & Security

• Purchase Controls: Limit purchases by product type, amount, and time
• Driver PINs: Assign cards to drivers with unique identification
• Fraud Prevention: Alerts for unusual transactions and purchase patterns
• Location Controls: Restrict purchases to approved locations or networks

Reporting & Compliance

• IFTA Automation: Automatic jurisdiction tracking for fuel tax reporting
• Transaction Detail: Capture odometer, gallons, price, and location
• Integration: Feed data to accounting, TMS, and fleet management systems

Types of Fuel Cards

Fuel card programs are designed to serve different fleet types and operating patterns:

Universal Fleet Cards

Broadly accepted cards that work across multiple fuel networks and retail locations. Key features include acceptance at thousands of locations including retail stations and truck stops, flexibility for fleets with varied routes and vehicle types, integrated expense management for fuel and maintenance purchases, and programs from providers like WEX, Comdata, and EFS. Best for private fleets, delivery operations, and mixed-vehicle fleets that need broad acceptance over maximum discounts.

Trucking Fuel Cards

Purpose-built for over-the-road trucking with deep discounts at major truck stop chains. Key features include significant per-gallon discounts at network truck stops, driver amenities like showers, parking, and meal discounts, network-specific acceptance at chains like Pilot Flying J, Love's, and TA Petro, and IFTA-ready reporting for fuel tax compliance. Best for for-hire carriers and owner-operators running OTR routes where truck stop access is critical.

Cardlock Networks

Members-only fueling stations offering wholesale diesel pricing without retail markup. Key features include cost-plus pricing with transparent wholesale rates, 24/7 unmanned locations with secure card access, regional and national networks like Pacific Pride, CFN, and cooperative cardlocks, and high-speed commercial fueling equipment. Best for high-volume fleets with predictable routes where cardlock locations are convenient and maximum savings are the priority.

Key Features to Evaluate

1. Discount Structure

• Per-Gallon Discount: Fixed cents-per-gallon savings
• Cost-Plus Pricing: Wholesale cost plus small markup (cardlock)
• Volume Rebates: Additional savings based on total gallons
• Network Coverage: Where discounts apply in your operating areas

2. Purchase Controls

• Product Restrictions: Fuel only, or allow maintenance purchases
• Dollar Limits: Per-transaction and daily maximums
• Time Restrictions: Limit purchasing hours if needed
• Odometer Capture: Require driver entry for MPG tracking

3. Reporting & Integration

• IFTA Reports: Jurisdiction-level fuel tax summaries
• Accounting Integration: Export to QuickBooks, accounting systems
• TMS/Fleet Management: API connections for automated data flow
• Mobile App: Driver access to fuel stops, pricing, and transactions

Fuel Card Economics

Fee Structures

• Transaction Fees: Per-purchase charges (often waived for volume)
• Card Fees: Monthly or annual per-card charges
• Credit Terms: Weekly billing cycles, credit lines
• Net vs. Gross: Some programs deduct discounts at pump, others rebate later

True Cost Analysis

Compare total cost of fuel including discounts, rebates, and fees. A larger discount with high fees may net less than smaller discount with no fees.

IFTA Compliance

Fuel cards simplify International Fuel Tax Agreement compliance by automatically tracking fuel purchases by jurisdiction. Reports can be generated for quarterly IFTA filing, reducing manual record-keeping and audit risk.

Getting Started

Explore fuel card options in our Fuel Cards comparison tool to find programs that match your fleet's operating patterns and fuel volume.