Fleet cards 101: What they are, how they work, and how they're different from credit cards

A fleet card is a specialized payment card that businesses use to manage fuel and other vehicle-related expenses. Unlike a regular credit card, a fleet card is built to capture detailed transaction data, stop unauthorized purchases, and create reports that help you control costs. Whether your business manages five vehicles or five hundred, these cards can make expense tracking easier, prevent fraud, and give you clear visibility into your operational spending.

Fleet card definition: What is a fleet card?

A fleet card is a payment tool designed specifically for businesses to manage fuel and vehicle maintenance expenses. These cards make it simple to purchase necessary services while tracking every dollar spent on your company's vehicles.

However, unlike standard business credit cards, fleet cards provide specialized controls that focus on vehicle operations. For example, they let you:

• Monitor spending patterns
• Stop unauthorized purchases
• Capture important vehicle data

As a result, fleet cards give finance teams and fleet managers clear visibility into vehicle expenses, which are often one of the biggest operational costs for any business with a fleet.

How do fleet cards work?

Fleet cards are available from specialized providers and major fuel retailers. Most companies give a card to each driver or assign one to a specific vehicle. Each card has unique identifiers that link transactions to the correct driver, vehicle, or department within your accounting system.

When a driver makes a purchase, the fleet card captures way more data than a standard credit card. This includes information like odometer readings, which help track fuel efficiency and maintenance schedules, and the purchase location within the card's network.

You can also customize spending controls to fit your company's policies. For instance, you can set up:

• Time restrictions (only allow purchases during business hours)
• Product limitations (only diesel fuel for trucks)
• Spending caps (maximum amounts per transaction or day)

These controls are really effective at stopping unauthorized spending and reducing the risk of fraud.

Different types of businesses use these features in different ways. Startups often use them for basic expense tracking and simplified accounting. Small businesses tend to rely on spending controls and reporting to manage cash flow. Meanwhile, enterprises with large fleets integrate them into broader management systems to optimize routes and fuel consumption.

Fleet card vs credit card: Key differences

These differences translate into three main business impacts. First, fleet cards give you detailed control over vehicle spending, which helps cut unauthorized purchases. Second, they improve operational efficiency by automatically collecting data that you would otherwise have to track manually. Finally, they deliver useful data about your operations that standard credit cards simply can't provide.

For the best fleet cards for small businesses, the main benefits are expense controls and simplified reconciliation, which help prevent budget overruns without creating administrative headaches. Medium-sized businesses often get the most value from detailed reporting that helps them allocate costs accurately across different departments. Large enterprises, on the other hand, benefit most from integration capabilities that connect fleet card data with other management systems for advanced analytics and optimization.

Where can you use fleet cards? Common scenarios and locations

Fleet cards are accepted at a variety of vehicle-related service locations. These include:

• Fuel stations: Most major fuel retailers and many independent stations accept fleet cards, with coverage often reaching 90% of fuel locations in developed markets. While some programs are limited to specific fuel brands, others offer broader, universal acceptance.
• Truck stops: Commercial vehicle facilities typically accept fleet cards and often provide additional services like showers, restaurants, and maintenance bays. These locations are equipped with high-volume fueling lanes designed for larger vehicles.
• Maintenance facilities: Many auto repair shops, dealership service departments, and quick-service locations also accept fleet cards, though coverage varies by provider. Some programs have partnerships with national maintenance chains.
• EV charging stations: As electric vehicles become more common, many fleet card providers now include EV charging networks in their programs. However, coverage for EV charging is still more limited than for traditional fueling.

Because acceptance varies, network coverage should be a key factor when you choose a provider. It's important to make sure their network fits with your typical routes and operational areas. If your company operates internationally, you'll also need to check for cross-border acceptance and understand any additional fees or restrictions that may apply.

Different industries also have unique requirements. For example, logistics companies need extensive truck stop networks, while construction businesses may require access to both urban and rural fueling locations. Delivery services, in contrast, benefit most from dense urban coverage.

What are the main benefits and features of fleet cards?

Fleet cards help you manage vehicle expenses more effectively. They provide real-time visibility into transactions, which lets you spot unusual spending immediately. They also prevent fraud through controls that limit where, when, and what can be purchased. Furthermore, they make reconciliation easier by getting rid of manual receipt collection and promote driver accountability through individual card tracking.

Here's a quick breakdown of features to look for and how important that are per business size:

For more complex operations, advanced features are also available. For instance, IoT integration can connect fleet card data with telematics systems to track vehicle location and driver behavior. EV compatibility helps manage charging costs and station access for electric fleets.

How to decide if a fleet card is right for your business

Your industry also matters. Service businesses, for example, need detailed tracking for accurate client invoicing. Construction companies can use fleet cards to document fuel tax exemptions. Delivery businesses, on the other hand, need dense network coverage above all else.

A good first step is to identify your biggest vehicle expense headaches. Then, you can look for a fleet card program with features that directly address those issues.

Steps to choose the best fleet card provider

To find the best fleet card card for your business, it's helpful to follow a structured approach:

1. Figure out your business needs

• First, list the fuel types you need, such as regular gas, diesel, off-road diesel, or EV charging
• Next, map your typical vehicle routes to understand your geographic coverage needs
• Finally, note any special requirements, like high-clearance truck lanes or specialized maintenance services

2. Look at costs and fees

• Look beyond the advertised program fees to understand the total cost structure
• If you're a startup, look for programs with no monthly minimums and simple fees
• For small businesses, it's smart to calculate your break-even point by comparing potential rebates against annual fees
• Enterprises should negotiate custom pricing based on volume, weighing upfront discounts against long-term rebates

3. Check acceptance network

• Request network maps from providers and compare them directly against your operational routes
• If you operate internationally, confirm whether the cards work across borders or if you'll need separate programs
• Be sure to understand any network limitations, such as restrictions to certain brands or gaps in rural coverage

4. Consider add-on services

• Some providers offer maintenance management programs that can track service schedules and provide discounts
• GPS tracking integration connects payment data with real-time vehicle location for better oversight
• You may also find safety programs that include driver training or risk assessment tools

5. Create a comparison system

• Use the decision factors from the previous section as a starting point for your evaluation
• To compare options objectively, weight each factor based on how important it is to your specific business needs

FAQs about fleet cards

Are fleet cards beneficial for small businesses with only a few vehicles? Yes, even with just five vehicles, a fleet card can save you time and money. The biggest benefits for small businesses are simplified expense tracking, getting rid of reimbursement paperwork, and preventing unauthorized purchases. Many find the time saved on administrative tasks alone makes the card worthwhile.

Can fleet cards cover maintenance and repair expenses? Yes, most fleet cards can be used for maintenance and repairs, though acceptance varies by provider and service shop. Many programs also help you track service schedules, document repair history, and get discounts at participating centers.

How detailed is transaction tracking with fleet cards? Fleet cards capture way more data than regular credit cards. A typical transaction record includes the driver ID, vehicle ID, odometer reading, fuel type, quantity, price per gallon, and location. Many systems also let you add custom data like department codes or job numbers for better cost allocation.

Can fleet cards be used for electric vehicle charging? Yes, many modern fleet card programs now include EV charging networks, although coverage can vary. These cards track charging costs just like fuel purchases and often provide additional data, such as charging duration and power consumption. As more companies adopt EVs, providers are continuing to expand their support.

How do fleet cards simplify tax reporting? Fleet cards automatically categorize purchases and capture the data needed for tax compliance. This includes separating taxable from non-taxable fuel, like off-road diesel. Many programs offer built-in reports designed for tax filing or documentation for fuel tax exemption claims.

What's coming next: The future of fleet cards and smarter spend management

Fleet card technology is evolving quickly, with several key innovations changing how businesses manage vehicle expenses.

• Mobile wallet integration: This, for example, lets drivers pay with a smartphone instead of a physical card, which adds both convenience and security
• Biometric security: Features like fingerprint or facial recognition help prevent fraud by making sure only authorized drivers can complete transactions
• IoT integration: This connects fleet cards with vehicle telematics. This creates powerful platforms that combine payment data with real-time diagnostics, location tracking, and driver behavior monitoring, which is particularly useful for large fleets and tech-forward businesses
• Sustainability tracking: This is another growing trend. Modern fleet cards can now monitor carbon emissions, track alternative fuel usage, and report on key environmental metrics
• EV charging features: These have also expanded to include tools for managing electric fleets, such as real-time charging station availability and battery performance monitoring

While large fleets benefit most from advanced integration and analytics, tech-forward businesses of any size can get an advantage from mobile payments and biometric security. Ultimately, all users will appreciate the improved interfaces and simplified reporting that make data more accessible.

Fleet cards are becoming central components of comprehensive spend management systems. By connecting vehicle expenses with broader financial platforms, you get visibility into the total cost of ownership. This level of integration provides data-driven insights into how your fleet operations impact overall business performance.

The future of fleet management lies in connected systems that share data across platforms, helping you optimize entire operational workflows, not just individual transactions. As fleet cards continue to evolve, they'll increasingly serve as critical data collection points within these broader ecosystems.

The right fleet card for modern businesses

Choosing a fleet card isn’t just about earning rewards—it’s about gaining control and clarity over one of your largest ongoing expenses. Many businesses overspend on fuel not because they’re driving more, but because they lack visibility into who’s buying what, where, and when. Traditional consumer credit cards aren’t built to solve these challenges.

That’s why Ramp designed its corporate credit card with flexibility in mind. Accepted anywhere Visa is accepted, the Ramp business credit card requires no foreign transaction fees and is available to businesses with $25,000 in a U.S. business bank account. It offers the centralized controls and automation finance teams need:

• On average, businesses save 5¢ per gallon while eliminating the headaches of manual reconciliation
• Capture custom fields such as odometer readings and VIN numbers, and search to analyze all your expenses
• Fuel-only purchase restrictions
• Real-time policy alerts
• Automated receipt matching
• Detailed reporting by truck, driver, or date
• *Save an average of 5% by spending less time and money across your entire business

For companies with multiple vehicles and a monthly fuel spend of $1,000+, Ramp delivers what most gas cards can’t: precise oversight, cleaner books, and fewer wasted dollars. Instead of rewarding overspending, Ramp helps you spend less—and know exactly where every dollar goes.

Explore how the Ramp Business Credit Card doubles as a smarter fleet card for controlling fuel and vehicle expenses.

*We calculate average savings as a percentage of an illustrative customer's total card spending when using Ramp features designed to reduce business expenses. Keep in mind that this percentage is an estimate, not a guarantee. Ramp delivers savings from more than just card spending; savings can also come from non-card expenses so we may factor decreases to non-card spending into our calculation. For example, savings may result from reduced time spent on manual expense tracking, the financial benefit of cash back or other rewards, smarter expense monitoring, and eliminating costs associated with alternative solutions. Our calculations are based on platform data, industry research, customer surveys, and info on alternative options. Your actual savings may vary.

**Information about third-party card providers is based on publicly available sources and may change over time. Details have not been independently verified or endorsed by the providers themselves.