In brief
A fuel card enables cashless refueling of company vehicles and billing through a consolidated invoice. It is also a source of data on consumption and odometer readings.
How does billing work?
The card is assigned to a vehicle or a person. Fuel quantities are collected and invoiced once per billing period, itemized by vehicle, date, quantity, and price. This avoids processing individual receipts and provides data that can be analyzed.
Many providers have now expanded their services to include public charging, so one card covers both powertrain types.
What data does it provide?
Besides quantity and price, it usually records the odometer reading entered by the driver. This makes it possible to calculate consumption per 100 kilometers and mileage. Both are a basis for fleet KPIs and maintenance planning.
Where do anomalies arise?
From misuse and incorrect entries, which can look similar. Warning signs include fuel quantities exceeding the vehicle's tank capacity, several transactions close together at different locations, or consumption that remains far above the benchmark.
Such patterns only become apparent when fuel data is combined with odometer readings and vehicle data. They cannot be identified from the consolidated invoice alone, which is why checks are often omitted or limited to samples.
Further reading
Fleet Management Without Excel Spreadsheets
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