Getting a fuel card program started at your business may seem like a huge project but actually it’s not as complicated or stressful as one might think. In this guide we will walk you through all the steps to getting a fuel card.
Table of Contents
Step 1. Finding The Right Card
There are many different fuel cards out there all with varying perks and downsides. When researching these cards there are a few key things you may want to consider:
- Coverage/Network: What good is a fuel card that only works at a few stations? Especially if your fleet travels across the nation or all over your state. Be sure to check how many stations accept the fuel card and even better try to find their station locator to look up nearby stations.
- Fees: What everyone hates dealing with, fees. Some cards boast about big savings but behind the scenes they are hitting you with a bunch of different fees. Account maintenance fees, transaction fees, monthly per-card fees, etc. Be sure to ask about what fees they charge and to always read the fine print to find any additional hidden fees they may have.
- Controls & Security: Now a lot of fuel card companies have very similar controls to their cards, like transaction limits, time of day limits, and purchase alerts or receipts. You’ll find that most cards have those, but the big thing is do they have fraud coverage and are the controls they have enough to prevent and protect you against cases of fraud? Not all fuel cards offer fraud coverage and if they do, they can be very strict. So be sure to read the fine print and go through the complete list of controls.
If you’d like to see the fuel cards we recommend checkout our blog: “The 5 Best Business Fuel Cards for Fleet Management in 2025: Complete Comparison Guide”
Step 2. Preparing To Apply
If you’ve got your fuel card you want to apply for here is generally what they will ask for in the application. Be sure to have all this info on hand when applying:
Company Information:
- Business name and EIN/Tax ID
- Business address
- How long you’ve been in business
- Type of business entity (LLC, Corp, etc.)
Fleet Details:
- Number of vehicles
- Vehicle types (light duty, heavy duty, etc.)
- Estimated monthly fuel spend
- Operating regions/states
Banking Information:
- Bank account details for EFT payments
- Credit card info if paying via a credit card
- Preferred billing cycle (weekly/semi-monthly)
Decision Maker Info:
- Who needs to approve the account
- Primary contact for the account
For a more detail explanation on what you need to apply and how to checkout some of our other blogs that covers these:
Step 3. Applying – The Application Process
Okay so you have chosen a fuel card, gathered all the info you need to apply and now you’re ready to apply! Here is generally how it goes:
Step 1: Submit Your Application:
- Most providers have online applications
- Takes 15-30 minutes if you have info ready
- Some providers offer phone support to walk you through it
Step 2: Credit Review (happens automatically)
- Usually takes 1 to 7 business days
- Most legitimate businesses get approved
- Some providers offer “no credit check” options for certain accounts
Step 3: Account Setup & Customization
- Choose your card controls (we’ll cover this below)
- Set spending limits
- Decide on driver PIN requirements
- Configure alert preferences
- Choose who will manage account
Below are the links to some the applications of the fuel cards we recommend:
Step 4. Configuring Your Card Controls
As previously mentioned, most fuel cards have very similar controls so here we are going to break down the most important and common ones. A Little tip: start with stricter controls and loosen them if needed. It’s easier to give flexibility than to tighten up after fraud happens.
Transaction Limits:
- Daily spending caps per card
- Amount of transaction per day limits
- Gallons per transaction limits (not available on all fuel cards)
WHY: Prevents single large fraudulent purchases.
Time Restrictions:
- Limit card usage to specific times of the day and days of the week.
WHY: Prevents drivers from taking cards home and using it for personal vehicles. If your drivers don’t work nights or weekends, cards shouldn’t work then either.
Product Restrictions:
- Fuel only vs. fuel + maintenance
- Specific fuel grades allowed
WHY: Stops drivers from buying snacks or premium when they should use regular.
Geographic Restrictions
- Limit to certain states or regions
WHY: Card used in Florida when your fleet is in Texas? Red flag!
Odometer Requirements
- Require drivers to enter mileage at pump
WHY: Helps track MPG and catch discrepancies.
For more information about setting up your fuel cards check out this blog: “Fuel Card Best Practices: How To Setup An Effective Fleet Fuel Card Program From The Start”
Step 5. Getting Your Cards
You’re about to get your cards…Yay! But what should we do when they get here other than the obvious, and when should l expect them? Well let’s go through this:
Physical Card Delivery:
- Standard shipping: 5-7 business days (varies on provider, some may take up to 1 to 2 weeks)
- Expedited options available (24-48 hours)
- Cards arrive inactive for security
Digital/Virtual Cards (if applicable):
- Some providers offer instant virtual cards
- Can start using immediately while waiting for physical cards
- Good for emergency situations
Card Activation:
- Simple phone call or online activation
- Takes 2-3 minutes per card
- Can often activate multiple cards at once
Step 6. Training Your Drivers
Now it’s time to give the cards to your drivers and walk them through how to use them and what procedures to follow. Here’s what drivers need to know:
How To Use The Card At The Pump
- Swipe and enter PIN
- Follow prompts (odometer, driver ID, etc.)
- Get a receipt (emphasize this!)
What They CAN’T Buy
- Review your restrictions
- Explain consequences of policy violations
What To Do If Card Is Declined
- Call fleet manager first
- Call card provider
- Double check PIN and at the pump instructions
Lost/Stolen Card Protocol
- Who to call immediately
- How quickly cards can be deactivated
Training Materials To Provide
- Laminated card with quick reference guide
- Emergency contact numbers
- List of accepting locations (mobile app info)
Bonus Tip: Do a test run with each driver at a nearby station. A 10-minute practice run prevents panicked phone calls later.
Want to create a driver fuel card policy? Check out our blog on: “How To Create A Driver Fuel Card Policy”
Or if you would like a free driver fuel card policy template go here.
Step 7. Setting Up Reporting & Integrations
Now you may actually want to do this part before passing out your cards to drivers, but we put it after that step just because after giving your cards to your drivers the next thing you’ll be looking at are the reports when they’ve been using them.
Also, these steps will vary across fuel providers:
Online Portal Setup:
- Create user accounts for managers
- Set up dashboard preferences
- Configure automated reports (weekly expense summaries, IFTA reports, etc.)
Integrations (if applicable):
- GPS/telematics integration
- Accounting software connection (QuickBooks, etc.)
- Fleet management system syncing
- Most integrations are plug-and-play with API keys
Interested in learning more about GPS/telematic systems and integrations? Check out our blog: “Top Fleet Telematics & GPS Tracking Software for 2025”
Alert Configuration:
- Real-time purchase alerts (text/email)
- Fraud alerts
- Low balance warnings
- Unusual activity notifications
If you would like to know about fuel card reporting as well as a list of common reports and what they do go here.
Common Setup Mistakes To Avoid
If you’re following this guide, you shouldn’t make any mistakes BUT just in case here are some of the typical ones people make:
- Not setting controls strict enough initially
- Poor driver communication
- Forgetting to cancel old cards
- Not testing cards before full rollout
- Skipping the reporting setup
Check this blog to learn more about why a fuel card can get declined: “3 Reasons Your Fuel Card Is Getting Declined And How To Fix It”
Recommended Fuel Cards
Here are 5 fuel cards we recommend getting.
- Voyager Fuel Card
- Wex Fuel Card
- CFN Fuel Card
- Comdata Fuel Card
- Fuelman Fuel Card
To see a break down and review for all 5 of these cards checkout our “The 5 Best Business Fuel Cards for Fleet Management in 2025: Complete Comparison Guide”
Conclusion
Setting up a fuel card system really doesn’t have to be an operational nightmare or massive headache. With a little research, the right preparations, and a good fuel card implementing a program is a breeze!
