What are fuel cards and how to choose the right one?

What is a fuel card?

To answer the question “What is a fuel card?” we can provide a simple yet comprehensive answer.

A plastic fuel card resembles a regular payment card issued by banks, but its functionality goes far beyond standard payments. It’s a specialized payment tool primarily designed for purchasing fuel and other products and services available at gas stations. It provides a comprehensive solution that allows businesses to control expenses related to vehicle refueling, regardless of company size.

The mechanism of fuel cards is based on principles known from traditional payment cards. They are assigned to specific individuals or vehicle registration numbers and secured with a PIN code. Key security elements include limited spending caps that cannot be exceeded, which significantly increases transaction security.

Fuel card organization system:

The fuel card system offers three basic forms of organization:

• Named cards - fuel cards assigned to a specific person, allowing refueling of various vehicles;
• Cards with registration numbers - fuel cards allowing refueling only of the assigned vehicle;
• Bearer cards - fuel cards that can be used by any company employee.

Fuel card providers include well-known gas station networks such as Orlen, BP, Shell, Circle K, or Lotos, as well as independent companies specializing in services for entrepreneurs. They function either as a card with deferred payment terms or as a prepaid card with a predetermined spending limit.

Fuel card organization system:

The fuel card system offers three basic forms of organization:

• Named cards - fuel cards assigned to a specific person, allowing refueling of various vehicles;
• Cards with registration numbers - fuel cards allowing refueling only of the assigned vehicle;
• Bearer cards - fuel cards that can be used by any company employee.

Fuel card providers include well-known gas station networks such as Orlen, BP, Shell, Circle K, or Lotos, as well as independent companies specializing in services for entrepreneurs. They function either as a card with deferred payment terms or as a prepaid card with a predetermined spending limit.

What can you pay for with a fuel card?

The name “fuel card” might suggest limitation to fuel payments only, however, the reality is much richer. The basic function remains cashless refueling and obtaining discounts on fuel purchases. More comprehensive packages enable discounts reaching even several dozen cents per liter.

Products and services at gas stations

All fuel cards provide the ability to pay for fuel, and most of them also offer the possibility to purchase other services and goods available at gas stations. These include:

• Oils and operating fluids for the vehicle;
• Car wash services;
• Car vacuuming;
• Food products.

Where can you pay with a fuel card?

The range of fuel cards is determined by the specific issuer’s offer and may cover both Poland and other countries. To best illustrate where you can pay with a fuel card, let’s look at concrete examples:

• The MIKROFLOTA program from Orlen enables use at all ORLEN and BLISKA stations in Poland, as well as STAR stations in Germany, ORLEN in Lithuania, and BENZINA and BENZINA PLUS in the Czech Republic. The OPEN DRIVE program extends the possibilities to over 2,800 Orlen Group gas stations in Poland and abroad.
• The Shell card is characterized by a wide range - it’s accepted at nearly 1,300 gas stations in Poland (including LOTOS/MOL and MOYA stations) and at over 22,000 Shell stations in Europe and nearly 16,000 partner stations.
• The ROUTEX partner network provides the bp + Aral fleet card access to over 24,000 stations in 32 countries. A mutual acceptance agreement with TOTAL additionally allows use of 4,150 European stations belonging to this company.
• The LOTOS Biznes card functions at Shell network stations in Poland (over 450 stations) and over 12,000 ESSO and partner stations in 15 European countries. The DKV/ORLEN program provides comprehensive service at over 3,000 Orlen Group gas stations in Poland, Germany, Czech Republic, Slovakia, Lithuania, and Hungary, as well as at over 60,000 other stations accepting the DKV card in more than 50 countries.
• The IQ Card, offered to business clients since 2007, is accepted at over 4,300 stations throughout the EU. The current number of stations in Germany alone is 1,350, and across Europe, it exceeds 4,500 locations.

Transport companies whose drivers regularly travel long distances particularly appreciate the wide acceptance network. Card operators also ensure transaction security by introducing special safeguards limiting the possibility of abuse.

Most fuel cards offer basic functionalities: cashless refueling, issuance of a collective invoice for all transactions, and the option of deferred payment terms. The ability to set a monthly spending limit allows for better cost control in the company.

How does a fuel card facilitate expense invoicing in a company?

Accounting for fuel costs in a transport company can turn out to be a real administrative nightmare. Each receipt from a different station, various invoices in foreign languages, the need to verify which expense related to which vehicle - all this generates an enormous burden for the accounting department and increases the risk of errors.

In contrast, fuel card payments radically change this process. The greatest benefit they bring to transport companies is replacing dozens of receipts with a single collective invoice for the entire billing period. This system not only saves time but also reduces the risk of accounting errors and provides better control over fleet expenses.

Problems with traditional fuel accounting

Traditional management of fuel costs in a transport company requires the accounting department to perform a series of time-consuming activities:

• Collecting and systematically storing all receipts from various gas stations;
• Verifying whether each expense was actually business-related;
• Assigning specific purchases to the appropriate vehicles or routes;
• Performing complex tax calculations, especially regarding VAT.

All these activities generate significant administrative burden and create a high risk of documentation errors. Particularly problematic are settlements from foreign routes, where documents are issued in different languages and currencies.

How electronic fuel card settlements work

The settlement system based on fuel cards operates on completely different principles. Each transaction made with the card is automatically registered in an electronic system, available to the entrepreneur 24/7. All purchases from a given period - usually a month or two months - are then collected and presented on a single, detailed collective invoice.

It’s worth emphasizing that the attractiveness of fuel cards is influenced by the fact that these invoices cover not only fuel purchases but also other services paid for with the card, such as highway tolls, parking, or car washes.

Thanks to this, entrepreneurs receive a complete picture of all expenses related to vehicle operation in one clear document.

Advanced features of modern settlement systems

Contemporary solutions offered by fuel card issuers go far beyond basic invoicing. Fuel card management is nowadays simplified thanks to integration of cards with fleet management software. This provides the entrepreneur with access to advanced analyses of fuel consumption patterns. Meanwhile, monitoring services offer analytics helping fleet managers optimize fuel consumption and maintain high operational efficiency.

The client panel provided by fuel card suppliers often allows intuitive control of all transactions in real-time. This function enables immediate reaction in case of detecting irregularities in payments.

Tax and financial aspects

According to the interpretation of the Ministry of Finance, standard fuel cards issued by fuel corporations and independent issuers entitle to VAT deduction. This fuel card function means that all entities participating in the transaction can issue invoices and make tax deductions.

Cards with deferred payment terms are most often settled at the end of the billing period. Prepaid cards are also available, where purchases can be made only within the limits of the available balance. Regardless of the type of card, the electronic system registers all transactions, ensuring full control over expenses.

Additionally, the attractiveness of fuel cards is influenced by the possibility of negotiating payment terms. Small and medium-sized enterprises particularly appreciate the possibility of extending the repayment deadline, which improves financial liquidity. Invoices can be settled even with a delay of several weeks, which provides flexibility in budget management.

For companies operating internationally, fuel cards eliminate problems with documents in different languages and currencies. Instead of processing invoices in many languages, the company receives one standardized document that is easy to integrate with the accounting system.

Which fuel card to choose?

Choosing the right fuel card is a strategic decision that can significantly affect the profitability of a transport company. The key to success is therefore a thorough analysis of the company’s needs and comparison of fuel cards.

First of all, it’s necessary to determine the scope of the company’s operations. Companies operating exclusively in Poland can use cards offered by domestic networks, such as Orlen or Shell Card, accepted at nearly 1,300 gas stations in Poland and at over 22,000 Shell stations in Europe and nearly 16,000 partner stations.

On the other hand, companies operating internationally should consider universal cards, such as DKV, which enable cashless purchase of fuels and services in the largest network of gas stations in Europe.

Analysis of additional services

Modern fuel cards offer much more than just refueling.

For example, with the Shell Card fuel card, it’s possible to pay tolls for road travel, tunnels, bridges, and ferries in many European countries, and the TRAVIS program includes over 130 secure parking lots, 200 tank cleaning points, 500 truck washes, and 300 repair workshops.

Meanwhile, all DKV fuel cards provide comprehensive service for international fleets both domestically and abroad.

Types of fuelcards - Branded or universal?

There are two basic types of fuel cards available on the market.

Branded cards issued by specific fuel corporations (Orlen, Shell, BP) can only be used at their stations but often offer better discounts for regular customers.

On the other hand, universal cards from independent suppliers provide access to a wider network of stations from different corporations, which increases operational flexibility.

Therefore, discount programs are an important aspect to consider when choosing a fuel card.

Security and control

Nowadays, distributors definitely care about the security of fuel cards, but when choosing fuel cards, it’s worth familiarizing yourself with the mechanisms used. Among these, you can often find technologies such as CHIP & PIN and driver ID verification.

It’s possible to set payment limits, restrict purchase categories, area of use, and even transaction hours. For entrepreneurs, the function of remote card deactivation in case of loss or theft may also prove important, providing additional security.

Company size and card selection

Smaller businesses spending less than 10-14 thousand PLN monthly on fuel should consider prepaid cards.

Such a solution offers simplified customer verification, low service cost, and exemption from the obligation to pay a guarantee deposit. However, it should be remembered that prepaid cards usually offer smaller discounts and a more modest package of additional benefits.

Management and reporting systems

Advanced management platforms are a key element that affects the attractiveness of fuel cards. Not only does it facilitate and speed up the work of accounting teams, but it also streamlines the analysis of results related to transactions made with the fuel card.

Key selection criteria

When evaluating fuel cards, it’s worth considering the following aspects:

• Territorial range – the number of available stations, especially on international routes;
• Additional services – insurance, service, roadside assistance;
• Rebates and loyalty programs – discounts on fuel and other products;
• Security features – safeguards against unauthorized use;
• Costs – fees for issuance, use, and additional services.

Fuel cards - Summary

Fuel cards are much more than a payment tool - they’re a strategic solution that can determine the competitiveness of a transport company. Businesses using appropriately selected fuel cards note savings of up to tens of thousands of euros annually.

The choice of the right card depends on the specifics of the business. Companies operating only in Poland can use branded cards, while international companies should consider universal cards providing access to thousands of stations in Europe.

The benefits of having and paying with a fuel card go beyond fuel rebates. Among them, one can point to the elimination of collecting receipts, consolidated invoicing, VAT recovery for foreign purchases, and advanced reporting systems, which translates into significant savings in time and administrative costs.

If you need accounting or HR and drivers' payroll calculation support in your transport company, we will gladly provide it! We will also help in accounting for drivers’ working time or optimizing drivers’ salaries. Contact us and indicate what poses a challenge, and our specialists will take care of the rest!

How to choose a fuel card? - Frequently asked questions

Below we have collected questions about fuel cards that we most frequently receive and provided answers to them. If you’re missing information you’re looking for, we encourage you to contact us! Our specialists will be happy to provide support!

What are the main differences between branded and universal cards?

Fuel cards significantly simplify the process of recovering VAT, especially for foreign purchases. Instead of collecting invoices in different languages and currencies, the entrepreneur receives one collective invoice containing all transactions. According to the interpretation of the Ministry of Finance, standard fuel cards entitle to VAT deduction. For foreign transactions, the card automatically registers all the necessary data for tax recovery, which eliminates complicated procedures associated with traditional methods. It’s worth noting that from 2025, new VAT regulations regarding the classification of card operators as commission agents come into effect, which may affect some aspects of settlements.

How do fuel cards affect VAT recovery, especially for foreign transactions?

Fuel cards significantly simplify the process of recovering VAT, especially for foreign purchases. Instead of collecting invoices in different languages and currencies, the entrepreneur receives one collective invoice containing all transactions. According to the interpretation of the Ministry of Finance, standard fuel cards entitle to VAT deduction. For foreign transactions, the card automatically registers all the necessary data for tax recovery, which eliminates complicated procedures associated with traditional methods. It’s worth noting that from 2025, new VAT regulations regarding the classification of card operators as commission agents come into effect, which may affect some aspects of settlements.

What security measures do fuel cards offer and how to protect against unauthorized transactions?

Modern fuel cards offer advanced security mechanisms, such as CHIP & PIN technology and driver ID verification. It’s also possible to set payment limits, restrict purchase categories, area of use, and even the hours during which the card can be used. In case of loss or theft of the card, most suppliers offer an instant online blocking function. For additional protection, some suppliers offer a Card Lock system protecting against skimming.

What additional services, besides fuel purchases, do fuel cards offer?

Contemporary fuel cards are much more than just a tool for refueling. They enable cashless payment of highway, tunnel, and bridge tolls in many European countries. Additionally, depending on the supplier, cards may offer access to:

• Secure parking lots;
• Truck washes;
• Repair workshops and services;
• Tank cleaning points;
• Ferry crossings;
• Roadside assistance services;
• Purchase of oils and operating fluids.

How to choose the best fuel card for a small transport company?

For a small transport company spending less than 10-14 thousand PLN monthly on fuel, it’s worth considering prepaid cards. They offer simplified customer verification, low service cost, and exemption from the obligation to pay a guarantee deposit. When choosing a card, consider:

• The actual scope of the company’s operations and routes covered by drivers;
• Availability of partner stations on regularly serviced routes;
• Costs of issuing and using the card in relation to potential savings;
• Possibility of setting spending limits for better cost control;
• Availability of an online platform for managing cards and monitoring transactions.

Remember that prepaid cards usually offer smaller discounts and a more modest package of additional benefits, but they can be an ideal solution for companies starting operations.