Fuel Cards vs. Receipts: What’s Best for Landscaping Businesses?

If you run a landscaping business, you know fuel is one of your biggest weekly expenses. Whether you’re mowing lawns, planting trees, or hauling mulch, your utes and trucks are always on the move, and every trip to the servo means another receipt to stash away for tax time. But is there a better way? Fuel cards promise to save you money, cut admin, and make life on the road easier. But do they really stack up against the old-school way of just paying and collecting receipts? Let’s dig into the pros and cons, with real examples and comparisons, so you can decide what’s right for your business.

The Old Way: Paying and Collecting Receipts

For many small business owners, the process is familiar: fill up the tank, pay with your card or cash, grab the receipt, and toss it in the glovebox. At the end of the week (or more likely, the end of the quarter), you or your bookkeeper sort through a mountain of faded, crumpled receipts to tally up fuel costs. It’s simple, but it’s also messy.

Common pain points with receipts:

• Receipts get lost or fade, making it hard to claim GST or prove expenses.
• Admin time adds up, especially if you have a few vehicles or staff filling up.
• It’s easy to miss fraudulent or personal purchases.
• No automatic discounts – what you see at the pump is what you pay.

If you’re only running one ute and you’re super organised, this might work. But as your business grows, so does the paperwork and admin stress.

Why Fuel Cards Are the Superior Choice

Fuel cards are like a business credit card, but designed just for fuel and vehicle-related expenses. You hand out a card to each driver or vehicle, and every time they fill up, the transaction is logged automatically. At the end of the month, you get one clear, itemised statement showing every dollar spent, where, and by whom.

Key benefits of fuel cards include:

• Automatic fuel discounts at the pump (depending on the provider)
• No more lost receipts – every transaction is logged and easy to find.
• Set limits on what can be bought (fuel only, or add oil, car washes, etc.).
• Track spending by vehicle or staff member.
• Statements are ATO-compliant, making tax time a breeze.
• Some cards offer rewards or loyalty points.

How Much Could Your Landscaping Business Save?

Let’s say your landscaping business uses 1,000 litres of fuel each month. At $2 per litre, that’s $2,000 a month just on fuel. With the right fuel card, you get automatic savings. Here’s what that looks like for some of the main providers:

*Assumes 1,000L/month at $2/L. Actual savings depend on where you fill up and what deals are running.

Why Landscapers Love Fuel Cards

1. Less Admin, More Time on the Tools

No one starts a landscaping business because they love paperwork. With fuel cards, you get one statement at the end of the month. No more chasing receipts, no more faded bits of paper. This means less time in the office and more time getting jobs done (or, let’s be honest, getting home on time).

2. Automatic Savings Add Up

Even a small discount makes a difference when you’re buying thousands of litres a year. For example, with FleetCard’s 4c per litre discount, you’d save $40 a month, or $480 a year, on 1,000L. With Shell Card, even the standard 2c per litre discount is $20 a month, or $240 a year. That’s money you can put towards new tools, uniforms, or even a well-earned team lunch.

3. Track Every Dollar

Fuel cards let you see exactly who’s spending what, and where. If you have a few vehicles
or staff, this is a game-changer. You can spot if someone’s filling up more than usual, or if a card is used somewhere odd. It’s a simple way to keep everyone honest and keep your costs under control.

4. Set Limits and Stay in Control

Worried about staff buying snacks or filling up their mate’s car? Most fuel cards let you set strict limits—fuel only, or allow certain extras like oil or car washes. You can also set spending caps, so there are no surprises at the end of the month.

5. Easy GST and BAS Claims

Because every transaction is logged and statements are ATO-compliant, claiming GST credits and preparing your BAS is much simpler. No more hunting for receipts or worrying about missing paperwork.

6. Rewards and Extras

Some cards, like Shell Card, let you earn Flybuys points on every litre, which can be redeemed for groceries or business supplies. FleetCard offers discounts on servicing, tyres, and more at partner stores. These extras can really add up over a year.

The Downsides: Are There Any?

Fuel cards are designed to make life easier for business owners, but like any tool, it’s good to know how they work best. Most cards come with a small monthly fee, and occasionally you might see a surcharge at certain stations or for specific payment types. However, these costs are often outweighed by the value you get, like automatic fuel discounts, streamlined admin, and powerful controls over how your money is spent.

The savings per litre might seem modest at first glance, but when you’re filling up regularly, those cents quickly turn into real dollars, plus, you get so much more than just a discount. Fuel cards deliver serious time savings by eliminating the hassle of chasing and sorting receipts, and they offer extra perks like rewards programs, detailed reporting, and fraud protection. Many cards, like FleetCard and Shell Card, also give you access to a huge network of stations, so you’re rarely caught out looking for a place to fill up.

On the other hand, sticking with paper receipts might seem simple, but it comes with its own set of headaches: lost paperwork, missed GST claims, and no access to automatic savings or rewards. When you add up the admin time and lost opportunities, it’s easy to see why more landscaping businesses are making the switch to fuel cards and enjoying the full range of benefits they bring.

Which Option Is Best for Your Landscaping Business?

If you’re running a solo operation and love your spreadsheets, sticking with receipts might be fine. But as soon as you have a team, multiple vehicles, or just want to make life easier, fuel cards are hard to beat. The time saved on admin, the automatic discounts, and the ability to control and track spending all add up to real value.

Shell Card and FleetCard are both strong options, offering good networks, solid discounts, and handy extras like rewards and detailed reporting. Other providers like BP Plus, WEX Motorpass, and AmpolCard also have their place, especially if you have a favourite fuel brand or need a specific network.

Quick Comparison: Receipts vs. Fuel Cards for Landscapers

For most landscaping businesses, especially those with a team or multiple vehicles, fuel cards are a smarter, simpler way to manage fuel costs. The savings are real, the admin is easier, and you get more control over how your money is spent. Shell Card and FleetCard are both excellent choices, but it’s worth comparing all the main providers to find the card that fits your routes, your network, and your business style.

Check Your Eligibility in Minutes

It only takes a few minutes to see which cards your landscaping business qualifies for. With options like Shell Card and FleetCard, you can start saving on fuel, cut down on paperwork, and spend more time growing your business, not chasing receipts.

Check Your Fuel Card Eligibility

Wondering if you qualify for a fuel card? Use our Fuel Card Comparison Checker to find out! Click below to determine your business's eligibility and take the first step towards streamlining your fuel expenses.

CHECK ELIGIBILITY

*Fuel discounts and any fees listed are indicative only and subject to change. Actual savings often depend on factors such as business usage, monthly spend, card type, and provider terms. Always check with your chosen fuel card provider for the most up-to-date rates and eligibility criteria.