Can Your Landscaping Business Benefit From a Fuel Card?

Running a landscaping business means your vehicles are always on the move: mowing lawns, planting trees, hauling mulch, and more. With every trip to the servo, fuel costs add up fast, and so does the pile of receipts you need to sort for tax time. But what if there was a smarter way to manage fuel expenses, cut down on paperwork, and even save money at the pump? Enter the fuel card: a simple tool that could transform the way you run your business.

The Traditional Way: Receipts and Headaches

Most small landscaping businesses start out paying for fuel with cash or a regular card, collecting receipts in the glovebox. At the end of the week – or more likely, the quarter – you’re left sifting through faded slips to tally up costs. This old-school method works, but it comes with plenty of pain points:

• Receipts get lost or fade, making it hard to claim GST or prove expenses.
• Admin time adds up quickly, especially with multiple vehicles or staff.
• Fraudulent or personal purchases can slip through unnoticed.
• No automatic discounts – what you see at the pump is what you pay

If you’re a solo operator and super organised, this might be manageable. But as your business grows, so does the paperwork and the risk of missed savings.

Why Fuel Cards Make Sense for Landscapers

A fuel card is like a business credit card, but designed specifically for fuel and vehicle-related expenses. Each driver or vehicle gets a card, and every transaction is logged automatically. At the end of the month, you receive a single, itemised statement showing every dollar spent, where, and by whom.

Fuel Card Key Benefits

• Fuel discounts: Save instantly at the pump, with discounts depending on the provider.
• No more lost receipts: Every transaction is digitally logged and easy to access.
• Set spending limits: Control what can be bought – fuel only, or include extras like oil and car washes.
• Track spending by vehicle or staff: Spot unusual activity and keep costs in check.
• ATO-compliant statements: Makes GST and BAS claims much simpler.
• Rewards and loyalty: Some cards offer points or extra perks for business purchases.

How Much Could You Save with a Fuel Card?

Let’s crunch the numbers. Say your landscaping business uses 1,000 litres of fuel per month at $2 per litre – that’s $2,000 a month on fuel. With the right fuel card, you can get automatic savings. Here’s how it stacks up for some leading options:

*Assumes 1,000L/month at $2/L. Actual savings depend on where you fill up and what deals are running.

Real-World Advantages for Landscapers

1. Less Admin, More Time on the Tools

Nobody starts a landscaping business because they love paperwork. With a fuel card, you get a single, clear statement each month—no more chasing receipts or sorting through paperwork. That means less time in the office and more time on the job (or getting home on time).

2. Savings Add Up

Even a small discount makes a difference when you’re buying thousands of litres a year. For example, with FleetCard’s 4c per litre discount, you’d save $480 a year on 1,000L a month. Shell Card’s standard 2c per litre discount still puts $240 a year back in your pocket – money you can reinvest in tools, uniforms, or team rewards.

3. Track Every Dollar

Fuel cards let you see exactly who’s spending what, and where. If you have multiple vehicles or staff, this is a game-changer. You can spot if someone’s filling up more than usual or if a card is used somewhere unexpected. It’s a simple way to keep everyone honest and keep your costs under control.

4. Set Limits and Stay in Control

Worried about staff buying snacks or filling up their mate’s car? Most fuel cards let you set strict limits – fuel only, or allow certain extras like oil or car washes. You can also set spending caps, so there are no surprises at the end of the month.

5. Easy GST and BAS Claims

Because every transaction is logged and statements are ATO-compliant, claiming GST credits and preparing your BAS is much simpler. No more hunting for receipts or worrying about missing paperwork.

6. Rewards and Extras

Some cards, like Shell Card, let you earn Flybuys points on every litre, which can be redeemed for groceries or business supplies. FleetCard offers discounts on servicing, tyres, and more at partner stores – extras that can really add up over a year.

Choosing the Right Fuel Card for Your Business

Not all fuel cards offer the same discounts or benefits, and the right provider will depend on your business’s needs. However, here are some key considerations to factor into your decision.

• Network coverage: FleetCard is accepted at over 90% of fuel stations nationwide, giving you flexibility no matter where your jobs take you. Shell Card is accepted at 1,500+ sites, including Shell, Coles Express, OTR, and more.
• Discounts and promotions: Both FleetCard and Shell Card offer strong introductory deals, with up to 6c per litre off for new customers, and regular ongoing discounts.
• Expense management tools: Both cards provide detailed, ATO-compliant reporting, and integrate with accounting software like Xero and MYOB for easy bookkeeping.
• Extra perks: Shell Card’s Flybuys and app-based payments, FleetCard’s partner discounts and broad network, and both cards’ ability to set spending controls and track usage in real time.

Is a Fuel Card Right for Your Landscaping Business?

If you’re running a single ute and are diligent with receipts, you might get by without a fuel card. But as soon as you add more vehicles, staff, or want to save time and money, a fuel card quickly becomes a valuable tool. The savings, control, and convenience add up, helping you focus on growing your business, not chasing paperwork.

Find the Best Fuel Card for Your Business

Fuel cards aren’t just for big fleets; they’re a smart choice for any landscaping business looking to cut costs, save time, and stay organised.

With options like FleetCard and Shell Card offering strong discounts, broad acceptance, and powerful admin tools, it’s easy to see why so many landscapers are making the switch.

Ready to spend less time on admin and more time on the tools? A fuel card could be the simple change that drives your landscaping business forward. Check your eligibility today.

Check Your Fuel Card Eligibility

Wondering if you qualify for a fuel card? Use our Eligibility Checker to find out! Click below to determine your business's eligibility and take the first step towards streamlining your fuel expenses.

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FAQs

Are there any hidden fees I should watch out for with fuel cards?

Beyond obvious monthly card fees, some providers charge transaction fees for each fill-up – especially at out-of-network stations – or impose minimum spend requirements. Always ask for a full fee breakdown and check if discounts are ongoing or just promotional.

Can I negotiate better terms or discounts with a fuel card provider?

Many providers are open to negotiation, especially if you have multiple vehicles or can demonstrate consistent fuel usage. You can request lower card fees, higher discounts, or custom account features. Compare offers and don’t hesitate to ask for a tailored deal.

What is the process for switching fuel card providers if I’m unhappy with my current one?

Research and compare new providers, negotiate terms, and ensure there’s no overlap or double billing during the transition. Notify your team and update card details in your accounting systems.

What if my landscaping business operates across multiple states or remote areas?

Choose a card with a large, nationwide network and check the provider’s coverage in all regions where you operate. Some cards (like FleetCard) are accepted at over 90% of stations nationally, while others are more limited.

Can I get a fuel card if my business is new or has a limited credit history?

Some providers offer prepaid or low-limit cards for new businesses or those with limited credit. You may need to provide extra documentation or a personal guarantee.