Operating a business with a fleet of vehicles requires oversight of driver fuel purchases and clear, streamlined reporting of fuel expenses. A fuel card is great way to accomplish these priorities, but your company will first need to apply for a business fuel card. The process isn't always straightforward, depending on the card provider, and the information you'll need to provide can also vary based on factors like company size, credit history, and the fuel card program you're choosing.
In this guide, we’ll walk through the process of applying for a business fuel card, outline the information you’ll need to gather in advance, clarify standard approval timelines, and address the most common questions, so you have a clear understanding before you apply for a fuel card for your business.
Table of Contents
- How to apply for a business fuel card: step-by-step
- Business fuel card application frequently asked questions
How to Apply for a Business Fuel Card: Step-by-Step
Here's the step-by-step fuel card application process from choosing the best fuel card for your company to submitting your fuel card application:
Step 1: Choose a Fleet Fuel Card
If you haven't already selected a fuel card, you need to research fuel card companies to choose the best fuel card for your business. All fuel cards may look similar, but when doing research you'll notice substantial differences in discounts, fees, accepting locations, software platforms, and customer reviews. It’s important to carefully evaluate fleet fuel cards before applying, as choosing the right one could save your business hundreds or even thousands of dollars each year.
To get your evaluation process started, explore the 10 Best Fleet Fuel Cards for Business [2025] to compare discounts, fees, customer feedback, and features from top-rated providers.
Step 2: Find the Fleet Fuel Card Company's Online Application
Most fuel card companies have an online fuel card application on their website. Usually there will be a button that will say "Apply Now" or "Get Started" to apply for a fuel card online on the top navigation, home page, and product pages of their website. Some smaller fuel card companies may not have an online application, so you'll need to request a paper application from a sales rep.
Step 3: Gather Your Business Information
Now that you have the fuel card application in front of you, take a moment to gather your essential business details if they aren’t already on hand.
Information Needed for Most Business Fuel Card Applications
- Company name
- Business address
- EIN (Employee Identification Number) also known as federal tax ID
- Number of vehicles in your fleet
- Estimated monthly fuel spend
- Business owner's contact information
Step 4: Read the Fuel Card Application Terms and Conditions Section
Every fuel card application should have a section or a link for the fuel card's terms and conditions. Here are some things to look for in the terms and conditions section:
- Fee schedule: Are there any card fees, transaction fees, out-of-network fees, late fees, and other miscellaneous fees?
- Fraud coverage terms: Are you covered for fraudulent transactions for skimmed and cloned fuel cards?
- Contracts: Are there any contracts that would lock you in for a set period of time?
Step 5: Complete the Fuel Card Application Online
Once you've reviewed the fine print, fill out and submit your fuel card application online. You should receive a confirmation message or email to confirm that your application was successfully submitted. Now you’re finished applying for a fuel card and just need to wait for your approval status.
Business Fuel Card Application Frequently Asked Questions
How Long Does it Take to Apply for a Fuel Card?
If you have all your general business information in front of you, most online fuel card applications take 5- 15 minutes to complete. Paper applications take longer as you need to print out the application, fill it out, scan it to your computer, and email or mail it to the fuel card company.
How Long Does the Fuel Card Approval Process Take?
It typically takes 2-3 business days to complete the fuel card approval process. However, the time frame for your fuel card application approval depends on which fuel card company you’re working with and your business credit history. Older businesses are usually approved faster thanks to their established credit history, while newer companies with limited credit history may be asked to provide additional information, which can extend the approval process.
What Personal Information is Needed to Apply for a Business Fuel Card?
The personal information required to apply for a fuel card depends on the provider. Every provider will require business owner details, but fuel card issuers that are regulated as banks must also collect additional information to meet OFAC (Office of Foreign Assets Control) requirements designed to prevent money laundering. For these applications, you’ll be asked to provide details for all owners holding more than 25% of the business, including their Social Security number, date of birth, and residential address.
In comparison, independent or non-bank fuel card providers usually request only the primary owner’s name. However, if the account must be personally guaranteed due to limited business credit history, they may also require additional information such as a Social Security number and home address.
Can Independent Contractors and Owner-Operators Apply for a Fuel Card?
Yes, independent contractors and owner-operators can apply for a fuel card. The fuel card application process may require additional steps if you do not have established business credit history, but approval is often possible by submitting your personal credit history.
Some programs are designed specifically for independent contractors and owner-operators, offering credit through carriers or settlement deduction programs. The best option will depend on your credit situation, so it’s worth consulting a fuel card provider for guidance on choosing the right program for your business.
Are There Business Fuel Cards That Require EIN Only?
Yes some fuel cards, like P-Fleet fleet fuel cards, only require the basic business information and the EIN (employee identification number) to get approved. These business fuel cards won't require a personal guarantee as they base their credit approval on the business's credit history rather than the owner's personal credit score. However, if your business is newer and has limited credit history, the fuel card company may request to check the business owner's personal credit score as that may be the only credit history available related to the company.
Do I Need to Have a Minimum Fleet Size to Qualify?
The minimum fleet size needed to qualify for a business fuel card depends on the provider. At P-Fleet, the requirement is simply that your company spends at least $1,000 per month on fuel. We understand usage can fluctuate month to month, so as long as your average annual fuel spend meets that threshold, you can apply.
Ready to Apply for a Business Fuel Card with No Hidden Fees or Contracts?
If you’re ready to take the next step, applying for a business fuel card is quick and straightforward. With P-Fleet’s Voyager and CFN fuel cards, you’ll get transparent pricing with no hidden fees or contracts, plus the tools to help you manage fuel expenses more effectively. Whether your fleet is large or small, our cards give you nationwide acceptance, spending controls, and fuel expense reports to make your job easier. Apply online for a fuel card or take a self-guided tour of our fuel card portal to see how P-Fleet can help your business.
