Benefits of fuel cards

Fleet management involves juggling numerous responsibilities, and fuel costs remain one of the largest and potentially most controllable expenses. Fuel accounts for about 30% of overall fleet expenses, making its efficient management essential for operational success. For New Zealand businesses, fuel cards, like CardSmart, provide a practical solution to control fuel costs, boost savings, and simplify operations. 

Here is how fuel cards can support smarter, more cost-effective fleet management: 

1. Save on fuel costs with access to cheaper rates

Fuel cards help businesses reduce expenses by providing access to discounted fuel at participating service stations. Even modest savings per litre can add up significantly over time, especially for fleets with regular, high volume fuel use. Many providers also offer tools like price comparison apps and station locators, such as the CardSmart Site Locator, which helps drivers find nearby participating sites for convenient and consistent refuelling. 

2. Gain better visibility into fuel costs

Tracking fuel spend manually is often a challenge for fleet managers, leading to delayed reports and administrative burden. Fuel cards can help to consolidate all transactions into a single account and simplify expense reporting. Interactive dashboards such as CardSmart Online offer insights, allowing businesses to monitor spending by department, vehicle, or driver. These patterns reveal cost-saving opportunities and enhance financial control. 

3. Control spending with customisable limits

Fuel cards empower businesses to set spending rules and enforce purchasing policies. For instance, drivers can be restricted to refuel only at designated low-cost stations, within specific time windows, and up to pre-set volume limits. These controls promote responsible usage, help prevent misuse or fraud, and ensure spending aligns with business needs. 

4. Leverage fleet data for optimised efficiency

Beyond tracking expenses, fuel cards can offer valuable operational insights. Managers gain visibility into fuel efficiency, driving habits, and service needs – enabling data-driven decisions. Underperforming vehicles and high-usage drivers can be easily identified for intervention, whether through maintenance, training, or route optimisation. Mileage tracking also helps keep up with servicing schedules and this can assist towards better kilometre and speed compliance limits on leased vehicles. This level of insight ultimately leads to leaner and more cost-efficient fleet operations. 

5. Minimise administrative workloads

Managing fuel-related paperwork is time-consuming, especially when dealing with individual receipts and expense claims. Fuel cards consolidate transactions into single tax-compliant invoices, which can simplify GST claims with the Inland Revenue Department. This streamlined process cuts down on errors, saves administrative time, and frees up team members to focus on other priorities. 

6. Reduce fraud and promote transparency

Fuel-related fraud can significantly impact profitability. Fuel cards help mitigate these risks by tying purchases to specific vehicle registrations, creating a clear and traceable audit trail. Suspicious activity, such as excessive refuelling or unauthorised vehicle use can be quickly flagged – enabling prompt corrective action and reinforcing a culture of accountability. By enforcing clear spending guidelines, fuel cards improve transparency and honesty, strengthening trust between businesses and their employees. 

7. Streamline workflows and boost productivity

Fuel cards remove the need for lengthy reimbursement processes. Drivers can refuel at numerous service stations across New Zealand without worrying about upfront payments or delays in reimbursements. This flexibility ensures smooth, uninterrupted workflows and allows drivers to stay focused on completing their tasks. Additional tools like station locators and fuel price finders help optimise routes and refuelling stops, saving time and money. Automation of fuel reporting further reduces management overhead, making operations more efficient. 

8. Gain a competitive edge

Fuel cards can be a smart investment for businesses looking to stay competitive. They give businesses the tools to manage fuel spend more effectively, respond to price fluctuations, and protect margins. Companies that embrace these efficiencies are better positioned to outperform competitors. By reducing expenses and leveraging fleet data for smarter decision-making, fuel cards give businesses a long-term advantage. 

Drive success with CardSmart 

Fuel cards such as CardSmart are more than just a payment tool; they’re a comprehensive solution for managing fleet fuel expenses, improving efficiency, and promote long-term advantages. From consolidating costs to providing actionable insights, they can empower businesses to operate leaner, save money, and boost productivity.  

For fleet managers looking to maximise performance and ascertain better control over fuel costs, adopting a fuel card like our CardSmart can be a practical way forward towards better fleet management when it comes to fuel. Every kilometre New Zealand businesses stay competitive while maintaining responsible spending.