Managing fuel costs is one of the biggest challenges for trucking companies, and prepaid fuel cards are a popular solution. These cards let carriers load funds in advance, control driver spending, and track expenses in real time while avoiding debt.
In this guide, you’ll learn how prepaid fuel cards work, the key benefits and drawbacks, where to get them, and when they make sense for your business. We’ll also compare prepaid options to OTR Solutions’ fuel credit program, so you can decide which payment method best supports your cashflow.
Key Takeaways:
- Prepaid fuel cards require upfront funding, which ties up cashflow but prevents debt and enforces strict budget control.
- Single-brand cards limit fueling options, while multi-brand networks offer greater flexibility at thousands of locations.
- Fuel credit cards eliminate funding delays, letting carriers fuel immediately and pay later on weekly billing cycles.
- Carriers can choose between prepaid or credit options, based on their business needs, whether prioritizing strict budget control or preserving cashflow flexibility.
What Are Prepaid Fuel Cards?
Prepaid fuel cards are payment cards that are preloaded with funds which can only be used for fuel purchases and, in some cases, related vehicle services at specific stations or networks. Each transaction reduces the card’s balance until the funds are depleted.
How prepaid fuel cards work:
- Load Funds: Add money to the card in advance.
- Spend: Drivers use the card at the pump or in-store at participating stations.
- Deduct Balance: Each purchase is subtracted from the remaining funds.
- Track: Many providers offer apps or online portals to monitor spending and manage multiple cards across a fleet.
In short, prepaid fuel cards function like a gift card but are built specifically to help trucking businesses manage fuel expenses.
Types of Prepaid Fuel Cards
There are two main types of prepaid fuel cards, and understanding the difference helps you choose the right fit for your business.
Single-Brand Cards
- Issued by one fuel company (e.g., Pilot, Love’s, TA).
- Usable only at that brand’s stations.
- May include brand-specific discounts or loyalty perks.
- Best for carriers that fuel at the same chain regularly.
- Drawback: Limited flexibility if routes change or stations aren’t nearby.
Multi-Brand or Network Cards
- Accepted at thousands of locations across multiple fuel brands.
- Ideal for over-the-road drivers who can’t always plan where they’ll fuel.
- Often work at major truck stops nationwide.
- Provide more flexibility and convenience across routes.
- Example: The OTR Fuel Card functions as a multi-brand network card, giving drivers access to fueling at major stations nationwide while still keeping costs under control.
Benefits of Prepaid Fuel Cards
Prepaid fuel cards deliver several advantages for carriers focused on expense control and financial discipline.
Budgeting & Control
Prepaid cards require you to load funds before making purchases, creating a hard spending cap that prevents overspending. You can only spend what’s already on the card, giving you complete control over your fuel budget without the risk of unexpected charges.
Debt-Free Operations
Prepaid cards require payment up front, eliminating revolving credit and surprise billing later. You never spend more than the card balance, preventing debt accumulation that can strain cashflow during slow periods.
Security Features
Since prepaid cards only hold the balance you’ve loaded, your financial risk is limited to the funds on the card at any given time. If a card is lost or stolen, your maximum exposure is capped at the preloaded amount rather than a credit limit.
Rewards & Discounts
Many prepaid fuel card programs offer fuel savings and loyalty perks that help offset operating costs. These discounts reduce your cost per gallon while maintaining the budget control benefits of prepaid funding, giving you both financial discipline and meaningful savings at the pump.
Simplicity
Prepaid cards are straightforward to use and manage. Load funds, spend until the balance runs out, then reload as needed. There’s no billing cycle to track, no statements to review, and no payment due dates to remember.
Drawbacks of Prepaid Fuel Cards
While prepaid cards offer clear advantages, they aren’t perfect for every trucking operation.
Cashflow Strain
Money must be paid up front, tying up working capital that could be used for other business needs. During tight financial periods, finding cash to preload fuel cards can create operational challenges.
Requires Advance Planning
You need to estimate fuel needs and load funds before drivers hit the road. If you underestimate, drivers may run out of funds mid-route. If you overestimate, cash sits unused on the card instead of being available for other expenses.
Where to Buy Prepaid Fuel Cards
If you’re wondering where to buy prepaid fuel cards, there are several easy options:
- Truck Stop Chains – Inquire through major truck stop websites like Pilot, Love’s, or TA and complete an application.
- Fuel Card Providers – Some providers (like OTR Solutions) offer prepaid fuel cards designed for trucking businesses, with added reporting and management features.
How to Get a Prepaid Fuel Card
Getting started with a prepaid fuel card is straightforward. Here’s how the process works with OTR Solutions:
- Inquire and Apply – Submit an online inquiry form and complete the application to get approved.
- Receive Your Card – Once approved, cards are issued and arrive within 3-5 business days.
- Download the OTR Mobile App – Set up your account and connect your funding method.
- Load Funds – Add your desired balance through the app using your preferred funding method.
- Start Fueling – Distribute cards to drivers and start saving at the pump.
Most prepaid fuel cards require an application process before approval. Once approved and cards arrive, they activate once you load funds. Many providers also offer online portals or apps to reload balances and track spending across your fleet.
Tip: OTR Solutions offers prepaid fuel cards with multi-brand acceptance, making it easy to manage cards and monitor expenses in one platform.
Prepaid Fuel Cards vs. Fuel Credit: Which Is Right for You?
At OTR Solutions, we understand that no two carriers operate the same way. Different operations need different payment solutions.
Prepaid fuel cards work best if you want strict budgeting, debt avoidance, and upfront spending control. These cards help newer carriers establish financial discipline and prevent overspending during the early stages of building financial stability.
Fuel credit options work best if you want flexibility to pay later, keep cashflow free, and still earn access to discounts and clear transaction tracking. A fuel card line of credit allows you to fuel now and pay later through weekly billing cycles that match your revenue patterns.
With OTR Solutions, we offer both prepaid cards for strict budgeting and a fuel credit line for flexible cashflow with weekly billing cycles that prevent large debt accumulation, so carriers can select the payment model that fits their operation best.
Take Control of Fuel Costs with the Right Card
Prepaid fuel cards can help trucking businesses maintain strict budget control with upfront funding, while fuel credit options give carriers more flexibility to preserve cashflow by paying later. The right choice comes down to how you want to manage fuel expenses and working capital.
With the OTR Fuel Card, you can choose the payment option that works best for your operation. Carriers can select either prepaid or credit options, plus get average savings of $0.50 per gallon and discounts up to $2.25 per gallon at more than 2,500 in-network locations.
Neither option requires a credit check, and both are accepted at 8,000+ stations nationwide. Explore the OTR Fuel Card to see how much your fleet could save.
FAQs About Prepaid Fuel Cards
Can I switch from prepaid to credit as my business grows?
Yes, many fuel card providers offer both prepaid and credit options. You can start with prepaid cards for budget control and transition to credit options as your business grows and cashflow stabilizes.
Do prepaid fuel cards expire?
Most prepaid fuel cards don’t expire, but some may charge inactivity fees if unused for extended periods. Check the terms for your specific card to understand any time limitations or fees.
Are prepaid fuel cards safer than cash?
Yes, prepaid cards offer better security than cash because they can be disabled if lost or stolen. Transaction records also provide detailed documentation of all purchases for expense tracking and tax reporting.
What happens if a prepaid card is lost or stolen?
Most prepaid fuel card providers can disable lost or stolen cards immediately and issue replacements. Any remaining balance typically transfers to your new card, though you should report losses quickly to prevent unauthorized use.