The fleet fuel card that simplifies your expenses

A fleet card is a specialized payment tool designed to help businesses manage and control fuel costs efficiently. It allows people to purchase fuel without using cash, checks, or personal credit cards, while providing fleet managers with enhanced oversight. These cards streamline operations by consolidating transactions, reducing administrative burdens, and offering detailed tracking on fuel usage.

Understanding how fleet cards work involves examining two key aspects: authorized users and where the card is accepted. These factors determine how efficiently a business can leverage a fleet card to optimize its fuel management strategy.

Where the Card Is Accepted: Closed Loop vs. Open Loop Systems

Another crucial consideration when choosing a fleet card is where it can be used. There are two main types of fleet card networks: closed loop and open loop.

1. Closed Loop Fleet CardsClosed loop fuel cards are limited to a specific network of gas stations. This means card users must ensure they refuel only at participating locations, which may not always be the most convenient or cost-effective choice. Many legacy fleet payment solutions fall into this category, requiring businesses to carefully plan routes around designated fuel stations.While closed loop systems sometimes offer discounts on fuel transactions within their network, they can create inefficiencies by forcing drivers to go out of their way to find an approved station. This can lead to unnecessary detours, delays, and higher fuel consumption—ultimately increasing operational costs.
2. Open Loop Fleet CardsOpen loop fleet cards, such as those backed by Visa, offer much greater flexibility. They’re are accepted at nearly all fuel stations, allowing card users to refuel at the most cost-effective and convenient locations without being restricted to a specific network.The ability to stop anywhere along a route for fuel helps businesses save money by allowing the team to choose the lowest-priced station nearby. It also improves efficiency by eliminating unnecessary detours, reducing downtime, and keeping employees focused on completing their deliveries or service calls.Additionally, they often provide enhanced security features, such as live tracking and consumption controls, giving businesses better oversight of fuel costs.

Authorized Users: How Fleet Cards Are Assigned

Fleet cards can be assigned in different ways depending on how a business wants to manage access and track transactions. There are two primary methods of authorization:

1. Vehicle-Specific Cards with Driver PINsOne common approach is to assign a fleet card to a specific car or truck rather than an individual. The vehicle’s name or ID is typically embossed on the card, and any person using that car or truck must enter a unique PIN at the fuel pump to complete a transaction. This method ensures that all fuel purchases are tied to the car or truck, rather than a particular employee, making it easier to track fuel consumption and identify any unusual patterns.Many businesses favor this approach because it allows different team members to use the same car or truck while maintaining accountability. Since the fleet manager can see which driver used a particular card at any specific moment, it becomes easier to monitor fuel usage, enforce limits, and detect potential fraud.
2. Flexible Driver-Based Fleet CardsIn contrast, some businesses prefer a more flexible system where any employee can use any fleet card. Employees would check into a card and vehicle through a quick mobile verification system, such as sending a text message before refueling.This eliminates the need for PINs at the pump, reducing the risk of forgotten credentials or unauthorized usage. It also allows fleet managers to track who is driving which car or truck at any given time, providing instant visibility into fleet operations.

Each authorization method has its advantages, and the best choice depends on the size of the fleet, the number of employees, and the company’s preferred level of security and oversight.

Why Fleet Cards Are Essential for Businesses

Fleet cards play a vital role in simplifying fuel management for businesses of all sizes. They offer:

• Better Financial Control – Businesses can monitor and manage fuel costs more effectively by setting purchasing limits, tracking transactions in real time, and receiving itemized reports.
• Reduced Administrative Work – Instead of handling piles of fuel receipts and reimbursement claims, businesses receive a single consolidated bill that simplifies accounting and tax reporting.
• Fraud Prevention – Modern fleet cards come with security features like PIN verification, instant alerts for suspicious transactions, and even instant card-locking capabilities to prevent unauthorized use.
• Increased Driver Efficiency – With an open loop fleet card, drivers no longer need to waste valuable minutes searching for an approved fuel station, reducing stress and allowing them to focus on their work.

By selecting the right fleet card, businesses can significantly improve operational efficiency, reduce costs, and gain better oversight. Whether operating a small fleet or a large enterprise, the benefits of a well-chosen fleet card can have a direct impact on a company’s bottom line.

Fleet cards provide small businesses with a powerful tool to control fuel expenditures, track spending, and streamline operations. Here are the key benefits:

1) Reduced Administrative Time

Traditional reimbursement systems require receipts, expense reports, and manual approvals, creating unnecessary paperwork. Fleet cards consolidate all fuel transactions into a single, itemized bill, eliminating the need for receipts and simplifying tax reporting.

With instant tracking and automated tracking, businesses can monitor fuel costs effortlessly while improving cash flow by eliminating out-of-pocket reimbursements.

2) Detailed Expense Tracking for Better Budgeting

Fleet cards provide granular insights into fuel consumption, allowing managers to track:

• Fuel type and price per gallon/liter
• Total fuel quantity and purchase location
• Consumption patterns per car or driver

These insights help businesses optimize routes, identify inefficiencies, and reduce fuel waste, leading to cost savings.

3) Spending Control and Cost Optimization

Fleet cards come with customizable limits, allowing businesses to:

• Restrict purchases by fuel type, location, or time of day
• Prevent unnecessary purchases on premium fuel or non-fuel items
• Monitor and flag irregular patterns

By enforcing these controls, businesses can eliminate wasteful costs and improve overall fleet efficiency.

4) Enhanced Security and Fraud Prevention

Fleet cards reduce fraud risks by offering:

• PIN or driver ID verification before each transaction
• Live alerts for suspicious activity
• Instant card locking to prevent unauthorized use

These security features ensure that only authorized drivers make approved purchases, minimizing fuel theft and misuse.

5) Reduced Stress for Drivers

Drivers no longer need to pay for fuel out-of-pocket or search for approved gas stations. Open-loop fleet cards, accepted at most fuel stations, allow them to refuel at the most convenient locations, reducing detours and downtime.

Less stress for your team translates into better focus, efficiency, and safer driving.

6) Additional Savings and Maintenance Benefits

Some fleet cards cover repairs and parts, tolls, and parking, further simplifying expense management. Many also offer fuel discounts and cashback rewards, helping businesses cut costs—though companies should check terms carefully to maximize benefits.

Selecting the right fleet card is essential for maximizing cost savings, controlling costs, and streamlining fuel management. Here are the key factors to consider when choosing a fleet card for your business:

1) Universal Acceptance

Opt for an open-loop fleet card (such as a Visa-powered card) that is accepted at most fuel stations, rather than a closed-loop card limited to specific networks. This ensures that drivers can refuel at the cheapest and most convenient locations, reducing unnecessary detours and delays.

2) Transparent Pricing and No Hidden Fees

Some fleet cards charge extra fees, such as:

• Transaction charges per fuel purchase
• Per-gallon charges adding hidden costs
• Credit risk charges for certain users

Choosing a no-fee or low-fee fleet card helps keep fuel costs predictable and avoids unexpected expenses.

3) Spending Controls and Customization

A good fleet card allows businesses to set limits, including:

• Fuel type and amount per transaction
• Time-of-day or day-of-week restrictions
• Location-based purchasing controls

These features help prevent overspending and fraud, ensuring better budget management.

4) Digital Expense Tracking and Receipt Automation

Managing fuel receipts is time-consuming. The best fleet cards offer real-time expense tracking with digital records, eliminating paperwork and simplifying tax reporting.

With an online management dashboard, businesses can monitor fuel costs by person, vehicle, and trip, making cost analysis and tracking seamless.

5) Rewards and Discounts

Some fleet cards provide fuel discounts, cashback incentives, or partnerships with fuel stations. However, businesses should check:

• Any restrictions on brands or fuel amounts
• Time limits on rewards (some expire after a few months)

Choosing a card with transparent, ongoing rewards can lead to long-term fuel savings.

6) Customer Service Quality

A responsive customer service team is crucial in case of disputes, lost cards, or transaction issues. Look for a provider with:

• 24/7 support via phone, email, or chat
• Quick response times
• Personalized assistance for business needs

Reliable customer support can save time and prevent operational disruptions.

7) Security Features to Prevent Fraud

Fuel fraud is a major concern for fleet managers. Choose a card with advanced security protections, such as:

• PIN or driver ID verification for each transaction
• Instant fraud alerts for unusual purchases
• Instant card locking in case of theft or misuse
• EMV chip technology for added security

These features help prevent unauthorized transactions and protect company funds.

8) Flexible Payment Terms to Maintain Cash Flow

Some fleet cards require weekly or bi-weekly payments, which can strain a business’s cash flow. Choose a card with flexible billing cycles that align with your financial needs, ensuring smooth operations without frequent disruptions.

9) Scalability for Future Growth

As your business expands, your fuel management needs will evolve. Choose a fleet card that can grow with your company by supporting:

• Additional vehicles and team members
• Expense categories beyond fuel (e.g., maintenance, tolls)
• Integration with fleet management software

This ensures long-term value and adaptability as your business scales.

For businesses with fuel expenses, solutions like Wex, Shell Fuel Card, Fuelman, or Atob are well-known options. Coast offers an innovative approach by integrating fuel payments with real-time expense tracking and advanced control features, helping companies optimize their fleet costs more efficiently.

Unsure what solution to get for your business? Check out fleet card comparison and our list of best fuel and fleet cards.

Most fleet fuel cards are restricted to a specific network of gas stations, limiting where your employees can fill up. This can lead to unnecessary detours, wasted time, and higher fuel costs if the closest station doesn’t accept the card.

With the Coast fleet card, you’re not tied to a limited network. Our cards work at any station that accepts Visa, giving your team the flexibility to choose the most convenient and cost-effective option. No more driving out of the way to find an approved station.

You get rebates on every gallon on your statement, plus up to 10¢ off per gallon at 30,000+ locations nationwide, including at Exxon, 7 Eleven or Circle K. Learn more on our Rewards page.

Many fleet fuel cards come with a long list of hidden fees that add up quickly, including fees for electronic payment, reporting, portal access, inactive card, or phone payment. These extra costs don’t serve the long-term needs of growing businesses and their workforces.

That’s why Coast keeps pricing simple and transparent. You pay just $4 per active card per month, giving you full access to our entire platform, with no surprise at the end of the month.

We do charge a few other fees. Returned payments incur a $35 flat fee, and a 2.5% fee applies to international transactions after currency conversion. You will be charged a late fee if a payment isn’t received by the due date:

• The greater of $35 or 2.5% of the past-due amount if not paid by the due date.
• An additional $35 or 5% of the full overdue balance if any past-due amount remains unpaid 31 days after your initial payment due date.

By default, the Coast fleet gas card is limited to buying fuel at gas stations. However, you have the flexibility to customize merchant categories to fit your business needs.

You can choose to:

• Keep cards fuel-only for strict control.
• Allow in-store purchases at station convenience stores.
• Enable fleet-related transactions like car washes, parking, fleet insurance, and maintenance.
• Expand to on-the-job transactions such as supplies, restaurants, and hotels.

You stay in command with customizable limits by merchant category, team, department, location, or individual employee. You can also require receipts and transaction details, giving you full visibility and confidence in every purchase.