Fuel Cards - What Are They?

Fuel cards, also known as fleet cards, are popular among owners of transport companies and businesses whose employees regularly use vehicles. They allow for comprehensive, cashless fueling of the entire fleet and assist in transparent expense management. A fuel card enables payment for purchases exclusively related to company vehicles. What else is worth knowing about them?

How Fuel Cards Work 

The operation of fuel cards is very straightforward. After refueling, all the driver needs to do is enter the PIN number along with the mileage, and then collect the confirmation. That’s essentially all the driver has to do! On the station employee’s side, it involves checking if the registration number matches the vehicle linked to the card. The fuel card can be issued in the driver’s name, for the vehicle registration number, or as a bearer card. Only authorized individuals can use it. The card owner, usually the company owner, has full control over expenses associated with the entire fleet.

Functions of Fuel Cards – What Can They Be Used For?

A fuel card allows for cheaper, cashless payment for petrol and some products at gas stations. With it, you can purchase oils, windshield washer fluids, or even use car wash services. Fleet cards can also be used to pay tolls for highway passages, bridges, or tunnels.

Benefits of Fuel Cards

Fuel cards offer several benefits to both companies and employees who drive vehicles. Companies with large fleets can expect significant savings – some cards offer the possibility to purchase fuel at a reduced price. Managers can tailor the offer to the individual needs of the company, setting expenditure limits or blocking the card if necessary. Data from invoices allows for a convenient overview of vehicle operating costs. The system facilitates the work of accountants and minimizes formalities. Most offers allow for issuing a single collective invoice once or a few times a month, making expenses transparent, and enabling easy payment settlement. The fuel card is often linked to a mobile application, significantly facilitating real-time monitoring of expenses.

What does the employee gain? First and foremost, they don’t have to spend their own money and remember to keep invoices. After refueling and making a payment, all the data is automatically transferred to the company. Each transaction is recorded in the electronic system, so there is no possibility of incorrect data. When using a prepaid card, such as the one offered by Avalon Logistics Group EasyCard, the driver transfers a specific amount first and then pays for services at the station. The discount is applied immediately after refueling. Useful for such cards is the ability to set expenditure limits independently, whether on a daily, weekly, or monthly basis.

Sole proprietorships can also benefit from fleet cards. To apply for such a card, you only need to have REGON and NIP numbers and provide the issuer with the appropriate certificates. A business owner with a single vehicle has access to all the benefits that save time and money.

Choosing a Fuel Card Issuer

There are many fuel card issuers on the market. The choice of the right offer depends on the size of the company and the range of services it provides. Some premium offers even include vehicle servicing and roadside assistance. Entrepreneurs can also apply for a tax refund. If the company’s activities are limited to travel within Poland, fuel cards issued by popular fuel companies such as Orlen, BP, or Lotos may be a good choice. It’s worth examining offers that do not impose a minimum amount of fuel to be purchased and provide attractive discounts. Fuel cards are also used by couriers and drivers of transportation applications. To learn how to start working as a driver, you can read the article How to become an Uber/Bolt/FREENOW driver?

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