Fuel cards help small businesses and owner-operators cut fuel costs, track spending, and keep cashflow steady. These fuel cards provide discounts at truck stops, while the OTR Mobile App offers transaction reporting and spending controls designed for trucking operations.
Key Takeaways
- Fuel cards cut costs immediately - average savings of $0.50 per gallon reduce expenses without changing routes or purchasing patterns.
- Spending controls prevent misuse - set per-gallon limits and fuel-only restrictions to protect your business from unauthorized purchases.
- Digital reporting simplifies taxes - carrier teams can work with OTR to set up weekly transaction reports that reduce manual receipt tracking and support IFTA reporting requirements.
- Prepaid and credit options available - choose the funding method that matches your cashflow needs without mandatory credit checks.
What Is a Fuel Card for Small Businesses?
A fuel card is a specialized payment card designed for businesses that need to purchase fuel for their trucks. Unlike credit cards that work anywhere, fuel cards offer discounts at truck stops, transaction reporting, and spending controls built for commercial operations.
Small business owners and owner-operators use fuel cards to consolidate fuel spending, access discounts, and manage budgets better than personal credit cards or cash. These cards track every gallon purchased, control driver spending, and reduce fuel costs through discounts at participating locations.
Fuel cards come in two main types:
- Prepaid cards require you to load money before making purchases, and prepaid cards must be funded with your own money
- Credit-based cards extend a line of credit with weekly payments
The OTR Fuel Card offers both prepaid and credit options, with fuel credit available when paired with OTR factoring services and does not require a credit check. Both options are accepted at over 8,000 fueling locations nationwide, with the best discounts at more than 2,500 in-network truck stops.
How Fuel Cards Work for Small Business Owners
Fuel cards serve as centralized payment systems, providing you with control over your fuel expenses. When you use a fuel card, purchases are tracked automatically in the OTR Mobile App with driver, vehicle, location, and amount details. This creates complete records without manual paperwork.
Fuel cards work through coordinated systems between card providers and fuel networks to deliver savings and control spending across your operation.
Accepted Locations and Pricing Models
Fuel cards work at different locations depending on their network. Some cards connect to specific truck stop chains, while others offer broader acceptance. The OTR Fuel Card works at over 8,000 locations nationwide, with exclusive discounts available at 2,500+ in-network locations.
Pricing models vary between providers, including retail networks, wholesale networks, and truck stop partners. Cash-price, retail-minus, and cost-plus discounts each work differently. The OTR Fuel Card provides real-time discounts at the pump rather than post-transaction rebates, letting you see immediate savings.
Spending Controls & Security
Fuel cards include security features that protect your business from unauthorized use. Most fuel card providers offer various control options to help manage fleet expenses:
- Daily or per-transaction gallon limits
- Fuel-only purchase restrictions
- Fuel type restrictions (diesel only, unleaded only, etc.)
- Geographic usage limitations
- Out-of-network location controls
Reporting & Tax Benefits
Digital reporting eliminates paper receipts and manual expense tracking. Some fuel cards automatically generate clear transaction logs for accounting, tax preparation, and compliance. Transaction logs include everything needed for IFTA reporting and business expense documentation during tax season.
The OTR Mobile App provides real-time transaction data, letting you view purchases as they happen. This visibility helps identify spending patterns, track fuel efficiency by driver, and manage budgets better than traditional payment methods.
Why Small Businesses Should Use a Fuel Card
Fuel cards deliver measurable benefits that directly impact your bottom line. Lower fuel expenses through negotiated discounts, better visibility into spending with clear transaction logs, improved budgeting through predictable costs, increased efficiency with automated tracking, and safer purchases with PIN protection.
These benefits matter especially for owner-operators and small fleets where every dollar counts. Time saved through automated reporting and cost savings from fuel discounts can significantly improve profitability in tight market conditions for small operations.
Key Features to Look for in a Fuel Card for Small Businesses
Choosing the right fuel card requires evaluating specific features that affect your daily operations and costs. Compare options carefully to find cards that deliver real value without restrictions that limit usefulness.
Transparent Pricing & Real Discounts
Watch for inflated base prices that offset advertised discounts. Some providers mark up the starting price before applying discounts, making savings smaller than they appear. Compare the final price per gallon rather than the discount percentage.
The OTR Fuel Card provides average savings of $0.50 per gallon with discounts up to $2.25 per gallon at select in-network locations. These discounts apply at the pump in real-time, so you know exactly what you're paying before completing transactions.
Wide Acceptance Network
Nationwide coverage matters when you run regional or long-haul loads. A card that works only at specific chains limits your flexibility and forces you to plan routes around fuel stops. Look for cards accepted at major networks along your typical routes.
The OTR Fuel Card works at 8,000+ locations nationwide, giving you flexibility to fuel where it makes sense for your route. With 2,500+ in-network locations offering discounts, you can usually find savings opportunities without going out of your way.
Flexible Controls & App Management
Modern fuel cards should offer mobile management through apps that let you lock cards, set spending limits, and monitor transactions in real-time. This flexibility helps you respond quickly to issues and adjust controls as your business needs change throughout daily operations.
The OTR Mobile App includes Fuel Finder which helps drivers locate the best fuel discounts along their routes. This tool displays both cash and discounted prices at participating stations, making it easier to maximize savings on every trip.
Low Fees
Recurring fees, swipe fees, and out-of-network fees add up quickly for small businesses. Some providers charge subscription fees regardless of usage, while others add fees for each transaction. The OTR Fuel Card features $0 transaction fees at 2,500+ in-network locations.
Optional Tools Like Fuel Credit
Fuel credit helps when cashflow is tight between payments. Instead of paying upfront at the pump, credit options let you fuel now and pay later according to a weekly billing schedule that aligns with revenue timing.
This preserves cash for other critical expenses like maintenance, permits, or unexpected repairs while keeping trucks moving. Fuel credit is available when paired with OTR factoring services and does not require a credit check for approval.
How Fuel Cards Improve Cashflow for Owner-Operators
Small trucking businesses face consistent cashflow challenges. Fuel costs require payment upfront at the pump, while shipper and broker payments often arrive days or weeks later. Seasonal freight swings and unexpected expenses create additional pressure.
Fuel cards address these challenges through several mechanisms:
- Reduce upfront out-of-pocket spending through credit options
- Smooth out weekly cashflow by aligning payments with revenue
- Separate fuel from personal credit cards to simplify accounting
- Avoid high-interest credit card debt on business expenses
- Support budgeting with predictable expenses through spending limits
OTR's Fuel Card for Small Business Owners
The OTR Fuel Card delivers savings and flexibility designed specifically for small trucking operations. The card provides discounts at major truck stop networks while giving you control over spending through real-time management tools.
How It Works
The card provides discounts at major truck stop networks, including TA, Petro, and other participating locations. Real-time spending controls let you manage purchases through the OTR Mobile App, while a structure built to help small carriers manage fuel expenses keeps more money in your pocket.
Fuel Credit: A Safety Net for Cashflow
OTR's fuel credit option helps cover fuel even when cash is tight between loads. This preserves business cash for repairs, tires, permits, and insurance. Fuel credit is available when paired with OTR factoring services and does not require a credit check.
Weekly billing aligns payments with your revenue cycle rather than forcing you into monthly schedules that don't match how trucking businesses earn income. This flexibility helps prevent the cashflow gaps that create difficult decisions about which business expenses to delay.
Why Owner-Operators Like OTR's Program
The combination of savings and flexibility matters for small businesses. Average savings of $0.50 per gallon reduce operating costs without changing your routes or operations. Dedicated support from the OTR team helps resolve issues quickly, keeping your trucks moving.
Cashflow stability through fuel credit options prevents the cash crunches that force difficult decisions about which expenses to delay. For information on choosing quality factoring partners, see our guide on best freight factoring companies.
How to Choose the Best Fuel Card for Small Businesses or Owner-Operators
Evaluate potential fuel cards using these key factors to find the option that delivers real value for your specific operation and routes:
- Do the discounts apply where you drive most?
- Are there recurring fees or swipe fees?
- Does the card offer a credit line?
- Are the reporting tools strong?
- Is customer support responsive?
- Is the app easy to use?
Price transparency matters throughout your evaluation. Make sure you understand the actual per-gallon cost after discounts and fees, not just the advertised discount percentage. Consider total ownership costs over time rather than focusing only on initial signup offers.
Common Questions About Fuel Cards for Small Businesses
Are fuel cards worth it for a small business?
Yes, fuel cards typically provide savings that justify their use, especially for regular fuel purchases. Even small operations can save hundreds of dollars monthly through fuel discounts and reduced time spent tracking expenses and preparing tax documentation.
Do I need a business credit score to qualify?
Requirements vary by provider. Many traditional fuel card programs require credit checks or security deposits. The OTR Fuel Card doesn't require credit checks for either prepaid or credit options, making it accessible to new authorities regardless of credit history.
Can I use a fuel card for maintenance or repairs?
Most fuel cards cover fuel purchases and may extend to truck stop services like DEF, lubricants, and basic maintenance items. Some cards also work for food, showers, and other driver amenities, though spending controls can limit these purchases if desired.
Are fuel card discounts real or inflated?
Discounts are real when providers offer transparent pricing with clearly disclosed base rates. Watch for providers who inflate the starting price before applying discounts. The OTR Fuel Card provides real-time discounts at the pump, so you see actual prices.
What's better for owner-operators: prepaid, credit, or factoring-linked fuel cards?
The best option depends on your cashflow needs. Prepaid fuel cards work well when you have steady cash available and want simple budgeting. Credit options help smooth cashflow between payments. Factoring-linked fuel cards integrate with invoice funding for seamless cashflow management.
Ready to Save on Fuel and Strengthen Your Cashflow?
Fuel cards provide small businesses and owner-operators with practical tools for controlling costs and managing cashflow. The combination of fuel savings, spending controls, and clear transaction logs helps you run a more profitable operation in competitive freight markets.
The OTR Fuel Card combines significant fuel savings with nationwide acceptance and dedicated support. With average savings of $0.50 per gallon and flexible funding options, including both prepaid and credit solutions, it's designed to maximize your fuel budgets. Apply today to start saving.
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