How to set up accounts with fuel card providers

To set up fuel card accounts, you should first identify which petrol stations your drivers use most frequently and then apply for a card that offers the best coverage or discounts for those specific locations. The core requirement is to move away from personal bank cards or petty cash and onto a system that provides a single, HMRC-approved monthly invoice for all your fuel expenditure.

Why fuel cards are essential for your business

Fuel is often the largest variable cost for a transport or logistics business. Fuel cards do more than just pay for petrol or diesel; they are a vital management tool. By using them, you can:

• Reduce Administrative Burdens: Instead of chasing drivers for crumpled receipts, you receive one digital invoice that lists every transaction, making VAT reclamation straightforward.
• Access Discounts: Many providers offer a fixed weekly price (often lower than the pump price) or a set discount per litre.
• Enhance Security: Cards can be locked to specific vehicles or drivers, and you can set spend limits to prevent unauthorised use.

Step 1: Choose the right type of card

Not all fuel cards are the same. In the UK, they generally fall into three categories:

• Branded Cards: These are issued by companies like Shell, BP, or Esso. They are excellent if your routes consistently pass these specific stations and you want to benefit from high-quality fuels and loyalty points.
• Network or Multi-brand Cards: Providers like Allstar or Keyfuels allow you to use thousands of different stations across various brands. These are ideal for long-haul drivers who need maximum flexibility.
• Supermarket Cards: Cards like FuelGenie allow you to fill up at Tesco, Morrisons, and Sainsbury’s. These often have no monthly fees and provide access to the lowest standard pump prices.

Step 2: Compare fees and pricing models

When reviewing providers, look closely at the small print. Some charge an annual fee per card (usually #12 to #20), while others may charge a small transaction fee every time a driver fills up. Decide whether you want "Pump Related Pricing" (paying what is on the sign at the station) or "Commercial Rate Pricing" (a nationwide price set weekly by the provider, which is often better for motorway users).

Step 3: Complete the application

Once you have chosen a provider, you will need to apply online. Because fuel cards usually work on a credit basis (you fuel up now and pay via Direct Debit later), the provider will perform a credit check on your business. You will typically need to provide:

• Your registered business address and Company House number (if applicable).
• Bank details for Direct Debit setup.
• The estimated monthly fuel spend for your fleet.
• The registration numbers for the vehicles you wish to assign cards to.

Step 4: Implement card security and monitoring

Once your cards arrive, assign them to specific drivers or vehicles and ensure every driver has a unique PIN. Set up your online portal immediately so you can monitor real-time spending. Most providers allow you to set alerts for unusual activity, such as a driver filling up twice in one day or attempting to buy non-fuel items like snacks or oil.

Tip: If you are just starting out and have a lower credit score, look for "pre-paid" fuel card options. They offer the same reporting benefits without the need for an intensive credit check.