Managing fuel is one of the biggest operational challenges for fleet managers and business owners. The fleet fuel management system you choose plays a critical role in minimizing costs, improving efficiency, and maintaining control of your fleet’s fuel usage. Options range from fuel cards that offer drivers broad fueling flexibility, to mobile fuel delivery that minimizes fueling on the road, to on-site bulk fuel tanks that leverage volume pricing for potential savings. Each solution has its advantages, limitations, and ideal use cases.
In this guide, we’ll outline the main types of fleet fuel management systems, compare their respective costs and benefits, and provide guidance to help you determine the best fit for your business.
Table of Contents
- Fleet fuel management system comparison
- What is a fleet fuel management system?
- The 3 types of fleet fuel management systems
- Which fuel management system is best for your business?
Fleet Fuel Management System Comparison
| Fleet Fuel Cards | Mobile Fuel Delivery | On-Site Bulk Fuel Tanks | |
| Equipment Costs | None | None | $1,500 - $1,000,000 |
| Fueling Flexibility | Fuel at gas stations and truck stops anytime | Fuel only when a delivery truck services your yard | Fuel at your yard anytime |
| Fuel Prices | Retail-based or cost-plus fuel card pricing | Cost of fuel + delivery charges | Cost of fuel + delivery charges |
| Environmental Compliance Required | No | Yes | Yes |
| Control of Transactions | Yes | Yes | If fuel management software is implemented |
| Transaction Reporting | Yes | Yes | If additional software is implemented |
| Best For | Small to large fleets | Medium to large fleets and specialized use cases | Large fleets and specialized use cases |
What is a Fleet Fuel Management System?
A fleet fuel management system enables businesses to monitor and control fuel spending across their vehicles, delivering critical visibility for operations where fuel is a significant operating expense. For businesses running trucks, vans, or service vehicles, an effective solution can drive cost savings and operational efficiency. The most common ways to manage fuel for fleets include fleet fuel cards, mobile fuel delivery, or bulk fuel tanks.
The 3 Types of Fleet Fuel Management Systems
1. Fleet Fuel Cards
A fleet fuel card is a payment card built for businesses to track and manage driver fuel purchases at gas stations, truck stops, and cardlock fuel stations. Unlike conventional credit or debit cards, fleet fuel cards deliver advanced fleet-focused features, including robust purchase controls, comprehensive fuel reporting, and consolidated invoicing. Fuel cards can also be restricted to fuel only, protecting businesses from employee misuse and ensuring compliance with internal policies.
Fleet Fuel Card Pros
- Nationwide access to gas stations, truck stops, and cardlock sites whenever you need
- Cost-plus pricing at cardlock fuel stations and discounts at participating retail stations
- Built-in purchase controls to safeguard against unauthorized spending and fuel theft
- Detailed reporting for business fuel expenses, IFTA filing, tax purposes, and more
- Quick setup with no hardware or equipment needed
- No ongoing equipment or maintenance costs
- No regulatory or environmental compliance issues like on-site fueling
Fleet Fuel Card Cons
- Drivers spend time fueling vehicles while on the road
- Fuel stops can impact route efficiency, depending on location
- Retail fuel prices can be higher than prices through bulk purchasing
Fleet Fuel Cards Are Best For
Fuel cards are a reliable solution for operations of any size, whether you manage a small, mid-sized, or large business fleet, because most fuel card management platforms are scalable. This option can also work well alongside other fleet fuel management systems, providing essential coverage for drivers needing to fuel on the road when mobile delivery or on-site tanks aren’t accessible. This flexibility ensures your fleet remains operational and efficient wherever the job takes you.
2. Mobile Fuel Delivery
Mobile fuel delivery, also referred to as on-site fuel delivery or wet hosing, is when a fuel truck brings fuel directly to your yard to fill each vehicle. To track fueling, the vendor places a unique barcode on each vehicle so that gallons can be logged for that specific vehicle after the driver scans the barcode. Customers can then access a customer portal to view fuel purchases by vehicle for reporting purposes.
Mobile Fuel Delivery Pros
- Lower fuel costs than retail stations for high-volume deliveries
- Less driver downtime if off-site fueling is eliminated
- Fuel delivery company manages and tracks fueling
- Detailed reporting available for customers
- No ongoing equipment or maintenance costs
- Fewer regulatory and environmental compliance issues compared to bulk fuel tanks
Mobile Fuel Delivery Cons
- Higher fuel costs than retail stations for low-volume deliveries
- Vehicles must be present in the yard during scheduled delivery times or they won't be fueled
- Operational delays can occur when fuel delivery is missed or postponed by the vendor
- Some states restrict mobile fuel delivery to just diesel
- Certain states and local jurisdictions require strict safety protocols and environmental safeguards, such as spill containment plans
Mobile Fuel Delivery Is Best For
Mobile fuel delivery is ideally suited for medium and large fleets that return to the yard daily but also have predictable downtime, enabling every vehicle to be fueled efficiently during a delivery, so as to not incur additional delivery fees for multiple deliveries. For example, fleets operating restaurant or food delivery trucks often have vehicles parked mid-day between shifts, making this the optimal window for on-site fueling.
3. On-Site Bulk Fuel Tanks
For larger fleets, installing on-site bulk fuel tanks transforms your yard into a private fueling station with 24/7 access for drivers. Integrated pumps and tank systems minimize time spent fueling off-site at a station, and bulk purchasing usually lowers the price per gallon for your business. To stay on top of fueling activity, many fleet managers opt for additional fuel management software and hardware to ensure every gallon is tracked by driver and vehicle for full compliance and cost accountability.
On-Site Bulk Fuel Tank Pros
- Fuel available 24/7 for drivers, depending on bulk tank capacity
- Centralized fueling at your facility could increase route efficiency
- Bulk fuel purchasing often delivers cost savings compared to retail prices
On-Site Bulk Fuel Tank Cons
- Significant upfront investment required
- Ongoing equipment and maintenance costs
- Additional costs for fuel management software and hardware to track usage
- Risk of theft without proper equipment or security measures
- Ongoing compliance with state and federal environmental regulations
- Higher fuel costs than retail stations for low-volume deliveries
On-Site Bulk Fuel Tanks Are Best For
On-site bulk fuel tanks are an optimal solution for large fleets that can take advantage of volume-based savings, making the investment in equipment worthwhile over time. They’re also a reliable choice for companies with operations in remote locations—including construction sites, farms, and oil fields—where continuous, secure access to fuel is essential and can't be achieved off-site.
Which Fleet Fuel Management System is Best for Your Business?
Selecting the right fuel management system depends on your fleet size, routes, and fueling needs. For small to mid-sized fleets, fuel cards typically offer the greatest flexibility and cost-effectiveness since volumes may not justify the investment in mobile fuel delivery or on-site bulk tanks. Larger fleets that return to a yard daily can realize savings through mobile fuel delivery or on-site tanks because of volume pricing and reduced driver labor costs.
Some fleets use a combination of solutions for different needs. For example, a trucking company might maintain an on-site bulk tank for local vehicles while equipping over-the-road drivers with fuel cards to purchase fuel at truck stops. A construction company might opt for mobile fuel delivery so that equipment on a jobsite can be filled with off road diesel, then issue fuel cards for employee vehicles. This ensures you’re always covered, wherever your business operates.
Manage Your Fuel Expenses with P-Fleet Fuel Cards
P-Fleet fuel cards put you in control of your fuel expenses with nationwide coverage, cost-plus pricing options, and robust spend controls for employee accountability. Our online fuel card portal provides transaction visibility, access to invoices, and free IFTA fuel reports so your accounting team can work smarter, not harder. Whether you’re managing a few vehicles or a large fleet, P-Fleet’s Voyager and CFN cards help you reduce costs, prevent unauthorized purchases, and streamline every aspect of fleet fuel management.
