How Do Fuel Cards Work? A UK Guide for Businesses
A fuel card is a business payment card used to buy fuel at participating forecourts within the card’s network. Instead of drivers paying for fuel individually and the business dealing with each purchase separately, fuel purchases are handled through the fuel-card account according to the provider’s terms.
But a fuel card is not simply a discount card. Different providers operate different networks and pricing models, and the card needs to work with the way your business actually refuels.
So, how does a fuel card work, and what should a business understand before choosing one?
What Is a Fuel Card?
A fuel card is a payment card designed for business fuel purchases.
The business receives a card or cards from the provider, which drivers can use at participating fuel stations. The purchases are then charged to the business’s fuel-card account and settled according to the provider’s terms.
The main difference between fuel cards is how their networks, pricing and fees work.
Some cards are associated with particular fuel networks, while others provide access to broader networks. Some pricing is based on a discount from the pump price, while other cards use a fixed weekly price.
That means there is no single fuel-card arrangement that works in exactly the same way for every business.
How Does a Fuel Card Work?
The basic process is straightforward:
- A business chooses a fuel card based on its fleet and fuel requirements.
- The provider supplies the card or cards for the business to use.
- Drivers use the card at participating stations when they need to refuel.
- The fuel purchase is recorded against the business’s fuel-card account.
- The business settles the account according to the provider’s payment terms.
The exact process can vary between providers, so businesses should always check the individual card’s terms and instructions.
The important thing is that the card only provides access to the stations and pricing arrangements offered by that particular provider.
How Do Fuel Card Networks Work?
A fuel card does not automatically work at every petrol station.
Each card has a network of participating forecourts. The size and composition of that network can therefore be an important consideration when choosing a card.
Think about where your drivers actually refuel rather than simply looking at how many stations a provider says are available.
A card may have an attractive price, but if drivers regularly have to leave their normal routes to find a participating station, that can reduce its practical value.
This is why Bramley Money considers network fit when comparing fuel cards. The calculator estimates the share of a fleet’s fuel that could land on the relevant network for its route type.
The result is intended to show a more useful comparison than simply ranking cards by their advertised saving.
How to Use a Fuel Card
Using a fuel card starts with knowing where it can be used.
Before giving a card to a driver, the business should understand the provider’s participating network and consider whether it matches the routes the vehicle normally travels.
When the driver needs fuel, they use the card at a participating station in accordance with the provider’s instructions. The transaction is then recorded against the business’s account.
The exact requirements can differ between providers, so there is no universal set of steps that applies to every fuel card.
For a business, the practical process is therefore:
Choose a suitable network → use the card at participating stations → fuel purchases are recorded on the account → settle the account under the provider’s terms.
Where Can You Use a Fuel Card?
You can use a fuel card at the fuel stations included in its network.
This is one of the most important things to check before choosing a card.
Your drivers may have preferred stations, regular routes or particular types of journey. A network that fits those patterns can be more useful than one that looks attractive purely because of its headline pricing.
Bramley’s fuel-card comparison therefore looks at the estimated share of fuel that falls within a card’s network for different route types.
The current comparison includes a range of fuel-card networks, including Allstar One, The Right Fuel Card Co., Keyfuels, bp Plus, Shell Fleet Card, WEX / Esso Card and fuelGenie.
The purpose of the comparison is not to say that one network is automatically best for every business. Your result depends on how your fleet actually uses fuel.
How Is Fuel Card Pricing Worked Out?
Fuel cards can use different pricing models.
One model is a pump-price discount, where a stated amount is taken off the price at the pump.
Another is fixed weekly pricing, where the card uses a set national price for the week rather than simply applying a discount to the price displayed at an individual forecourt.
These approaches can work differently depending on the type of fuel purchasing your fleet does.
You therefore shouldn’t compare two fuel cards by looking at the advertised pence-per-litre figure alone. You need to understand how the price is calculated and how it applies to the fuel your business actually buys.
Bramley’s fuel-card comparison explains these pricing differences and uses them as part of the wider comparison rather than treating every card as if it used the same pricing model.
What Does a Fuel Card Account Cost?
Fuel-card costs vary between providers and accounts.
The fees can include different structures, such as a monthly account fee, an annual fee per card or, on some accounts, a fee when usage falls below a specified minimum.
Because providers can price according to factors such as fleet size, volume and route profile, the final price may need to come from the provider’s quote.
This is why Bramley’s fuel-card figures are presented as indicative assumptions rather than as universally available prices.
Before choosing a card, check the provider’s current fee schedule and quote rather than relying only on a headline figure.
Do Fuel Cards Work for Electric Vehicles?
Some fuel cards also support public EV charging, while others are fuel only.
This matters as more businesses operate mixed fleets containing both combustion-engine vehicles and electric vehicles.
A fuel-only card may be a weaker fit for a fleet with a significant proportion of electric vehicles because it does not cover the same type of energy purchasing.
Bramley’s calculator flags fuel-only cards as a weak fit for fleets where 30% or more of the fleet is electric.
If your fleet includes electric vehicles, check whether the card supports the charging requirements relevant to your business rather than assuming that every fuel card covers them.
What Should a Business Check Before Choosing a Fuel Card?
There are several practical questions to answer before applying.
Does the network fit your routes?
Look at where your drivers actually refuel.
The most attractive pricing is of limited use if the participating stations are inconvenient for your normal routes.
How does the card price fuel?
Check whether the card uses a pump-price discount, fixed weekly pricing or another pricing arrangement.
Make sure you understand what the quoted price actually means.
What fees apply?
Check the account fee, card fees and any other applicable charges.
A card’s overall cost depends on more than its advertised fuel price.
Does it suit your fleet?
Consider your fuel usage, route patterns and, where relevant, the proportion of electric vehicles in the fleet.
A card should fit the way your business operates rather than the other way around.
Why the Network Matters as Much as the Discount
A common mistake is to look at a fuel card’s pence-per-litre saving and treat it as the amount the business will save.
It isn’t that simple.
The saving only applies to fuel that can actually be purchased through the relevant network. If your drivers cannot conveniently use that network, some of your fuel purchases will not benefit from the card’s pricing.
There can also be fees to take into account.
That is why Bramley doesn’t rank fuel cards solely by their headline discount. Its calculator weights the estimated discount by the share of fuel that lands on the network for the relevant route type, then accounts for fees.
The result is an estimate of what the card could save rather than a claim that every business will receive the same result.
Want to know whether a fuel card is actually worthwhile for your business? Read our guide to whether fuel cards are worth it.
How Bramley Compares Fuel Cards
Bramley Money takes a numbers-first approach to comparing fuel cards.
The underlying calculation is:
Annual saving = pence-per-litre discount × the share of litres that land on the card’s network − account and per-card fees
Network fit is estimated according to route type, and the calculator can flag fuel-only cards for EV-heavy fleets.
The figures for fuel cards are indicative assumptions because providers can price according to fleet size, volume and route profile and may negotiate individual pricing.
That means the comparison is a starting point for understanding which type of card and network may fit your fleet. The final price should always be confirmed with the provider.
Compare Fuel Cards for Your Fleet
Knowing how fuel cards work is the first step. The next is understanding which network and pricing structure fits your business.
Bramley’s fuel-card calculator lets you compare the cards we track using your fleet’s fuel usage and the assumptions behind the comparison.
Rather than choosing a card from a headline discount alone, see how the numbers change when network fit and fees are taken into account.