Fuel costs are a major operating expense for businesses with staff and contractors on the road. Whether you run a small team of tradies or manage a national sales force, controlling how fuel cards are used is crucial to keeping budgets in check, reducing fraud, and simplifying admin. The good news? Today’s fuel cards offer a range of smart controls and reporting tools that make it easy to set limits tailored to each employee’s needs, without slowing anyone down.
Why Set Fuel Card Limits?
Giving your team access to fuel cards is convenient, but without proper controls, costs can quickly spiral. Setting clear limits helps you:
- Prevent overspending: Daily, weekly, or monthly caps stop cards from being used beyond what’s necessary for work travel.
- Reduce fraud and misuse: Restricting what, when, and where cards can be used makes it harder for anyone to buy fuel for personal use or make unauthorised purchases.
- Streamline admin: Automated reports and alerts mean less time chasing receipts and more time focusing on your business.
What Limits Can You Set?
When you’re handing out fuel cards to your team, you want to make sure they’re used the right way. Here are some of the main limits you can set:
- Transaction Limits: Set a cap on how many times a card can be used each day or week.
- Fuel Type Restrictions: Make sure cards are only used for the right kind of fuel, like diesel or unleaded.
- Product Type Restrictions: Choose whether cards can be used for just fuel, or if they can also cover things like car washes or snacks.
- Location/Site Restrictions: Limit card use to certain fuel stations or networks (you can do this with BP Plus).
- Time/Day Restrictions: Decide if cards can only be used during business hours or on specific days (also available with BP Plus).
- Volume (Litre) Limits: Set a maximum number of litres per fill or per week, so no one’s topping up more than they should.
- Assign to Driver or Vehicle: Cards can be linked to a specific person or a particular vehicle, making it easier to track who’s spending what.
It’s worth noting that not every fuel card offers all these options. Each provider has their own set of controls, so it’s a good idea to check the details before you sign up.
With the Shell Card, you can manage restrictions via the online portal.
Step-by-Step: Setting Fuel Card Limits
1. Assess Each Employee’s Needs
Start by looking at the typical travel patterns for each mobile employee or contractor:
- How far do they drive each week?
- What type of vehicle do they use?
- Do they need to buy anything besides fuel (like oil or car washes)?
This will help you set realistic limits that support their work without leaving room for unnecessary spending.
2. Choose the Right Card and Controls
Not all fuel cards are created equal. Fleet Card and Shell Card, for example, offer broad acceptance at thousands of locations nationwide, detailed reporting, and highly customisable controls. This flexibility is especially useful if your team is spread across different states or needs access to multiple brands.
3. Set Up Spend and Usage Limits
Configure the following for each cardholder:
- Spend caps: Set daily, weekly, or monthly dollar limits based on expected usage.
- Transaction limits: Restrict the number of fills per day or week to match typical work patterns.
- Product and fuel type restrictions: Only allow purchases that are business-related.
- Location and time controls: Prevent use outside business hours or at non-partner stations.
For example, Shell Card’s Smart Alerts let you set real-time notifications for unusual activity, such as exceeding a fuel tank’s capacity or making multiple transactions in a short period. Fleet Card also allows you to restrict purchases to fuel only or include related vehicle expenses, with controls managed via an online portal.
4. Monitor and Adjust Regularly
Use the card provider’s reporting tools to review transactions and spot any red flags, like sudden spikes in usage or purchases outside approved locations. If you notice patterns that don’t match the employee’s usual travel, adjust their limits or investigate further.
Both Fleet Card and Shell Card offer detailed, ATO-compliant reporting and real-time transaction monitoring (including fleet tracking), making it easy to stay on top of spending and spot potential issues early.
5. Educate Your Team
Make sure all cardholders understand:
- What their card can and can’t be used for
- The importance of entering accurate odometer readings (where required)
- The consequences of misuse
Clear communication reduces accidental breaches and helps staff feel confident using their cards within the rules.
Example: Setting Limits for Different Roles
Let’s say you have three types of mobile workers:
- Sales rep: Drives 300km/week in a sedan. Needs fuel only, usually fills up once a week.
- Contractor: Drives a ute, covers large regional areas. Needs higher weekly fuel limit and occasional oil or car wash purchases.
- Admin staff: Uses a pool car for errands. Minimal usage, so set a low monthly cap and restrict to business hours.
Using the right fuel card, you can tailor each card’s controls to these needs, ensuring everyone has what they need, but nothing more.
Tips for Fuel Card Limit Success
- Review limits quarterly: As routes, fuel prices, or staff roles change, update limits to stay in control.
- Take advantage of discounts: Many cards offer fuel discounts, volume-based savings, or rewards points – check your provider’s latest offers.
- Bulk card management: If your team grows, choose a provider that supports easy bulk card ordering and management for efficiency.
- Stay flexible: Adjust controls as your business needs evolve, especially if you add electric vehicles or new locations to your fleet.
Why Fleet Card and Shell Card Stand Out
While there are many fuel card options in Australia, FleetCard and Shell Card are especially popular for businesses with mobile staff and contractors. Here’s why:
- Wide acceptance: Both cards are accepted at thousands of stations nationwide, across multiple brands.
- Customisable controls: Set spend, product, and location limits for each cardholder.
- Advanced technology: Real-time alerts, mobile apps (Shell), and seamless expense reporting.
- Competitive discounts: Both offer ongoing savings at the pump and periodic promotions.
Stay on Track with the Right Fuel Card
Setting fuel card limits for mobile employees and contractors doesn’t have to be complicated. By choosing a card with flexible controls and taking the time to tailor limits to each worker’s needs, you can keep costs down, reduce risk, and make life easier for everyone on your team. Regular reviews and clear communication ensure your fuel management stays efficient, secure, and ready to adapt as your business grows.
Ready to compare fuel cards or set up smarter controls? Check your eligibility and find a fuel card that gives you flexibility, security, and nationwide coverage – your budget and your team will thank you.
Check Your Fuel Card Eligibility
FAQs
Can I use a fuel card for non-fuel purchases?
Yes, many fuel cards can be configured to allow or restrict purchases of non-fuel items such as car washes, oils, and in-store snacks. For example, Fleet Card and Shell Card both offer the option to enable or block non-fuel transactions, giving you flexibility and control based on your business needs.
How do I decide how many fuel cards my business needs?
Start by assessing your fleet size and the roles of your employees. Consider how many vehicles are in use, how often they need refuelling, and whether staff share vehicles or drive their own. Regularly review your fleet and employee turnover to avoid paying for inactive cards, and adjust as your business evolves.
Should I assign fuel cards to vehicles or to individual employees?
Both approaches have benefits. Assigning cards to vehicles is useful when multiple employees use the same vehicle, while assigning cards to individuals is ideal for staff who drive different vehicles or hire cars. Whichever method you choose, make sure you have clear usage policies and monitor expense reports for unusual activity.
Can I get discounts or rewards with my fuel card?
Many fuel cards offer ongoing fuel discounts, promotional savings, or rewards points (such as Flybuys with Shell Card). The amount and type of benefit depend on the provider and your fuel usage volume.
How do fuel cards improve cash flow?
Fuel cards often come with interest-free periods, allowing you to delay payments and better manage your cash flow. This can help smooth out expenses and improve budgeting for your business.
