Choosing the best prepaid fuel card for you

A fuel card may seem like the obvious choice for many businesses, but how do you know which one to pick? And what are the alternatives?

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  • Works with any business bank account
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Soldo’s prepaid fuel cards are trusted by more than 30,000 leading companies.

Make travel simple with prepaid fuel cards for business

Take control of costs across your company

Don’t limit yourself to fuel. Soldo’s cards offer custom controls for managing every aspect of business spend.

Track your spending in real time

See transaction information including vendors, categories, and more, the minute a purchase is made. With live insights into business wide spending, finance can make informed calls on how, when, and where to spend company money.

Save time with prepaid fuel cards for business

Digital receipt capture means employees can take a photo of their receipt and store the expense data in Soldo instantly. This way you can track fuel spend in real-time.

Make light work of bookkeeping

Soldo integrates with leading accounting software including Xero, QuickBooks Online, and Netsuite, making month-end much easier for your finance team. Flow through admin, eliminate mistakes, and get a clear view of spending. And if you’re using another system or ERP platform, simply export CSVs in seconds.


Paying for fuel

You’ve probably heard of fuel cards. You may even use a prepaid fuel card for your business, or you might just be looking into them. Either way, if your business relies on drivers, then you know you need to manage fuel costs somehow. In this article we’ll run through the different methods businesses use when purchasing fuel, the popularity of fuel cards, and why Soldo’s prepaid fuel cards may be a better option for your business.

The rise of fuel cards

One of the more outdated ways of managing fuel payments was to have employees pay for fuel themselves, keep the receipt, and be reimbursed later. This method created a whole host of issues, from delayed or forgotten reimbursements, which led to employees being out of pocket, to administrative logjams when it came to sifting through piles of receipts.

The inefficiency of this system has influenced the increased popularity of fuel cards. If you’re not familiar with them, a prepaid fuel card is a type of prepaid payment card designed specifically for refuelling. Unlike other payment methods, fuel cards are usually restricted solely to fuel, which increases spend visibility. Some providers do allow some non-fuel purchases related to travel, but this will depend on the particular package and company. Fuel cards eliminate many of the problems of a cash-based system.

How general fuel cards work

  • A driver will pay for fuel using their prepaid fuel card; this may require a PIN and potentially a unit number as additional verification.
  • Your business then receives HMRC-compliant invoices showing purchases for a particular period, which can be useful for mileage claims.

This means there’s no need to carry receipts around, and you don’t waste any time manually calculating VAT. Of course, the fact that they’re prepaid means you already know how much is allocated to each card. On top of this increased efficiency, one of the biggest attractions of fuel cards is that a majority of them offer lower fuel prices than the advertised pump price. It’ll probably only be a few pence per litre, but this certainly builds over the course of a financial year.

Fuel card suppliers

There’s a vast array of fuel card suppliers out there, and as the payment method has gained popularity, this number has only increased. Some are large recognised brands, whereas others are more specialised companies.

The smaller fuel cards are eligible for around 3,500 fuel sites, whereas others can be used at as many as 7,800. On top of this, the stations supported by some providers are quite regional, whereas others are centred on big cities. If you decide to go for a fuel card, that decision should factor in the specifics of what your drivers will be doing.

There can be additional charges as well. Most packages have an annual card fee, although this shouldn’t be too costly, as it averages at around £20. Some cards come with transaction fees, too, so that’s another expense to look for. And keep an eye out for minimum monthly spends that come with some cards, because if your drivers aren’t reaching this threshold of fuel consumption, you’ll want to consider a different provider.

Clearly, there’s a lot to consider if you’re wanting to start using a prepaid fuel card.

Alternatives to fuel cards

One of the fuel card’s biggest benefits is that it is so fuel-specific. It’s a single category card, so there’ll be no mystery transactions. However, this is also one of its biggest drawbacks.

As you will know, employees who have to travel don’t just spend money on fuel. There will be other travel expenses, including food and drink, overnight accommodation, and maybe even the cost of entertaining a client. You can’t use a fuel card for these expenses, so either the employee has to carry a second company card, wads of cash, or fund these things themselves with the promise of an eventual reimbursement. Of course, none of these options are particularly effective or secure.

Read more: Business expense cards.

This is where prepaid cards come in. With a prepaid card, you don’t have to worry about these issues. You simply load a card with however much you deem necessary, and the employee can spend this money on whatever they like, not just at fuel stations. The only limits are the ones established by you.

How Soldo’s prepaid cards can help your business

Soldo’s smart prepaid system offers a complete spending solution. Not only do our prepaid cards offer greater flexibility to you and your employees, they can completely revolutionise how you manage your finances. At all stages of the expense process, Soldo makes life easier.

Once you’ve set up your cards, they can be linked with the Soldo mobile app or desktop console. This means that you can turn cards on and off in a click, transfer more funds if needed, and crucially, see every payment as it happens.

When an employee pays for something, all they need to do is snap a photo of the receipt, add any notes they deem necessary, and Soldo does the rest. All your spend data is collated in one place and, because the cards are prepaid, there won’t be any surprising charges or overpayments.

And when it comes to the end of the month, our seamless accounting integrations mean that all of this expense information can be sent to accounting software tools like Xero or QuickBooks in just a few clicks.

Get started with Soldo

Our application process takes no time at all, and you can be up and running the very next day. Order as many additional cards as you need. Assign them to individuals, teams, or even vehicles, to manage your business the way you want to.

Soldo’s prepaid cards are the perfect choice for employees who need to travel. Unlike cash and company credit cards, there’s no need to worry about keeping hold of receipts, and because you’re in control, there’s no possibility of overspending. Unlike fuel cards, Soldo prepaid cards come with no limitations, and can be used anywhere, for whatever you deem appropriate. Supercharge your business by joining Soldo today.

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The best ratings across the web

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“We’re a caring company and always look after each other. With Soldo I know I’ve always got my drivers’ backs and the best bit is that I don’t need to do loads of work (or miss out on VAT claims) at the end of the month.”

Karen Green, Titans Group
Operations Manager at Titans Group

“When we switched to Soldo, it became obvious that it was quicker and more efficient. There’s a greater feeling of security; we have more confidence in Soldo than the traditional corporate credit cards.”

Mark Taylor, Plymouth College of Art
Director of Finance at Plymouth College of Art

Apply online in minutes and start spending in as little as one working day.

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1. Complete registration

We need to confirm your identity and address. Upload a few documents and you’ll be done.

2. Add funds

Load money to your account to order your Soldo card. Receive it in 2 working days.

3. Start spending

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