Let’s talk through how to integrate fleet fuel cards into your existing processes in a way that’s efficient, practical, and ultimately beneficial to your bottom line.
Start by Reviewing Your Current System
Before introducing any new tool, take a step back and examine how your business currently handles fueling. Are drivers paying with personal cards and getting reimbursed? Are you using company credit cards with limited tracking? Do you have a fleet manager who manually logs transactions? Understanding your current setup—along with its pain points—helps you identify exactly where a fleet fuel card can streamline things.
Many businesses find that the biggest issues revolve around manual tracking, inconsistent spending, or lack of real-time visibility. Once you know what’s not working, it’s easier to see how a tool like the Phillips 66 Fleet card can step in and solve those specific problems.
Set Clear Internal Policies Around Fuel Card Use
Introducing fleet cards into your business isn’t just about handing them out and hoping for the best. You’ll want to put clear guidelines in place so employees know when and how to use the cards. That includes specifying what purchases are allowed (fuel only, or can they use it for car washes and maintenance too?), who’s responsible for each card, and what to do if a card is lost or stolen.
The nice thing is, Phillips 66 offers mobile account management tools that make it easy to cancel a card on the spot if it goes missing, so there’s no stress about unauthorized use. You can even schedule payments and keep an eye on everything from your phone, which makes enforcing policies a lot simpler.
Use the Mobile App to Stay Organized
One of the most underrated features of modern fleet fuel cards is the mobile access. Phillips 66’s mobile app allows you to manage accounts, check Driver IDs, review transaction history, and more—all in real-time. This can be a game-changer if you have drivers operating in different locations or at odd hours.
Instead of waiting until the end of the month to see what was spent, you get instant visibility. This kind of access helps you identify any unusual behavior right away, whether it’s unexpected fuel consumption or suspicious locations. And when you spot issues early, it’s a lot easier to fix them before they become bigger problems.
Simplify Your Accounting and Reporting
One of the biggest benefits of integrating fleet fuel cards is how much time they save when it comes to expense reporting. Instead of dealing with paper receipts or credit card statements with vague merchant names, you get clear, categorized fuel reports tied to specific vehicles or drivers.
These cards can be linked directly to your accounting software or exported for reporting, making your finance team’s job a whole lot easier. Plus, because Phillips 66 Fleet cards track fuel usage by driver or vehicle, you get valuable insights into efficiency and spending patterns over time.
This opens the door for smarter decision-making. For instance, if you notice that one vehicle is consistently using more fuel than others, it might be time for maintenance—or maybe a conversation with the driver. Either way, you’re not flying blind.
Take Advantage of Additional Discounts and Perks
Integrating a fuel card isn’t just about keeping tabs on gas—it’s also a chance to unlock some extra savings. Phillips 66 offers exclusive discounts on things like auto parts, tires, and even hotel stays. If your drivers are on the road a lot, those perks can really add up.
It’s a good idea to work with your accounting or operations team to track how often these discounts are used. You may find opportunities to cut costs in areas you hadn’t even considered before. And since there are no annual fees or card fees, any discount you use is pure savings.
Train Your Team and Make the Switch Gradually
As with any new system, there’s a learning curve. But you don’t need to overhaul everything overnight. Start with a small group of drivers or vehicles and test the waters. Get feedback, troubleshoot any issues, and adjust your internal processes as needed.
Once the pilot run feels solid, you can roll the cards out to the rest of your team with confidence. With a little training and support, your drivers will likely appreciate the simplicity too—no more paying out of pocket or managing messy receipts.