For a small business with a handful of trucks, vans or pieces of equipment, fuel is one of the largest operating costs. It is also one of the hardest to control when drivers pay with personal cards, company credit cards or cash and turn in a stack of receipts at the end of the month. That is where fuel cards for small business come in. This guide explains how fleet fuel cards work, what features matter most, and the questions to ask before you apply.
What is a fleet fuel card?
A fleet fuel card is a payment card a business issues to its drivers or vehicles for buying fuel. Unlike a general business credit card, it is built around fuel purchases. The business sets rules for how each card can be used, and every transaction is captured with details like the vehicle, driver, odometer reading, location, gallons and price. Those details flow into reports that make it easier to track spending and spot problems.
Fuel card vs. business credit card
| Fleet fuel card | General business credit card | |
|---|---|---|
| Purchase controls | Can be limited to fuel only, with card-level limits | Usually any purchase, anywhere |
| Transaction detail | Driver or vehicle ID, odometer, gallons, location | Merchant name and total only |
| Driver prompts | PIN, vehicle number and odometer entry at the pump | None |
| Reporting | Fleet reports by card, vehicle and driver | Monthly statement |
| Fraud and misuse risk | Lower, thanks to controls and prompts | Higher, with fewer controls |
What to look for in a fuel card for a small business
1. Acceptance where your drivers actually fuel
A card is only useful if it works at the stations on your routes. Brand-specific cards may lock you into one chain. Cards on a broad network give drivers more options, which matters for crews that travel between job sites or across state lines.
2. Purchase controls
Look for the ability to restrict cards to fuel only and to customize each card for the driver or vehicle using it. Fuel-only cards remove the temptation to add snacks, drinks or other items to the company tab.
3. Driver prompts at the pump
Requiring a PIN and an odometer reading or vehicle number with every purchase protects against card misuse and gives you the data to calculate miles per gallon for each vehicle.
4. Clear, usable reporting
Good reports show who fueled, where, when and how much, by card and by vehicle. That makes it easy to spot unusual purchases, track fuel economy, support tax and accounting records, and see the true cost of each job or route.
5. Real customer service
Cards get lost, drivers get stuck at a pump at night, and limits need adjusting. A provider with responsive, around-the-clock support saves time and frustration.
6. Transparent fees and terms
Ask about card fees, late fees, reporting fees and how discounts or pricing are applied, so you can compare offers on an equal footing.
How small fleets put fuel cards to work
- Contractors and construction companies assign cards to each work truck and track fuel costs by project.
- Service businesses such as plumbers, HVAC and landscaping crews replace receipt-based reimbursements with one consolidated bill.
- Farms and agricultural operations fuel pickups and road vehicles on the card while bulk delivery covers equipment at home.
- Local governments, schools and nonprofits use detailed transaction reporting to meet accountability requirements.
The Woodford Fuel Card
Woodford Oil has partnered with U.S. Bank Voyager Fleet Systems to offer the Woodford Fuel Card, which checks the boxes above for fleets of any size:
- Wide acceptance. The card is accepted at more than 320,000 fueling stations nationwide, including major truck stop chains, through the Voyager network.
- Local 24-hour fueling. It also works across our network of 11 automated Woodford Express fueling stations in West Virginia, Kentucky and Ohio, open 24 hours a day.
- Fuel only. Drivers cannot use it to buy food, beverages, tobacco or other non-fuel items.
- Control at the card and account level. Fleet administrators can customize each card, assign cards to drivers or vehicles, set a unique PIN, and require drivers to enter a vehicle or driver number and odometer reading.
- Comprehensive reporting. Easy-to-read transaction and summary reports help manage expenses, monitor negotiated discounts and support vendor negotiations, with 24/7 access to fleet fueling data.
- Service around the clock. Woodford customer service is available 24 hours a day, 365 days a year.
The Woodford Fuel Card is part of the Woodford Fueling Network. You can also pair it with bulk fuel and DEF delivery to your yard, so road vehicles fuel on the card and equipment fuels on site. If that fits your operation, see our guide to storing diesel fuel on site and our comparison of bulk DEF vs. jugs. Running farm or construction equipment as well? Our off-road diesel guide explains which fuel goes where.
Frequently asked questions
Can a small business with only a few vehicles get a fuel card?
Yes. Fuel cards are not just for large fleets. The Woodford Fuel Card is designed to help fleets of any size, and you can get started with our quick online account application.
Do fuel cards save money?
The biggest savings usually come from control rather than price: fewer unauthorized purchases, less time spent on receipts and reimbursements, and better data to manage fuel use. Ask any provider how pricing and discounts work on their card.
Can drivers use a fuel card for anything other than fuel?
It depends on the card. Some allow other purchases. The Woodford Fuel Card is a fuel-only card.
How do I apply for the Woodford Fuel Card?
Fill out our quick online account application. If you have questions about card controls or reporting, call us at 1-800-927-3688.
Take control of your fleet’s fuel spending
If receipts, reimbursements and surprise charges are eating into your margins, the Woodford Fuel Card can help. Apply online, request a quote for bulk fuel to go with it, or call us at 1-800-927-3688.
