If you鈥檇 like to learn more about HSA rules, check out our content from HSA Day 2025 and watch our podcast episode below.听

Who is eligible for an HSA? 

that an individual must meet the following basic requirements in order to be eligible for an HSA: 

• Be covered by an HSA-eligible health plan, otherwise known as a high-deductible health plan (HDHP). 
• Not be covered by any other health plan that would disqualify them from an HSA (for example, a spouse鈥檚 plan or a medical flexible spending account). 
• Not be enrolled in Medicare. 
• Not be claimed as a dependent on someone else鈥檚 tax return. 

What expenses are eligible? 

Hundreds of expenses are considered eligible for HSA funds, including bandages, first-aid kits, and copays for medical, dental, or vision appointments. Check out our interactive eligible expense list or shop HSA-qualified products at . 

What happens if funds are spent on ineligible expenses? 

Prior to age 65, if you spent HSA funds on an ineligible expense, you would pay income tax on your purchase and face a 20 percent tax penalty. Once you鈥檙e 65, you would no longer face a 20 percent tax penalty (although funds spent on ineligible expenses would be subject to income tax).

How much can a participant contribute to an HSA? 

The IRS sets contribution limits each year for HSAs. Check out our blog post to see what HSA contribution limits are. 

When can a participant invest their HSA funds?  

If an individual is participating in an HSA through their employer, the employer generally determines what a participant鈥檚 balance must be before they can invest their funds. That balance amount is referred to as the investment threshold. 

If an individual participates in an individual HSA, then the investment threshold is set by the HSA administrator. Refer to your account rules to learn your HSA鈥檚 investment threshold. Devenir found that most HSA investment thresholds .听

Do all funds carry over? 

Yes. One of an HSA鈥檚 biggest perks is that all funds carry over from year to year regardless of whether an individual remains HSA-eligible, which makes these accounts ideal for investing and retirement planning. 

When can a participant change their HSA contribution amount?

HSA participants can change their contribution amounts at any time during the plan year. Participants should check with their employer if they want to do this through their payroll on a pre-tax basis. 

And don’t forget to check out our HSA Day 2021, HSA Day 2022, HSA Day 2023, and HSA Day 2024 podcast episodes to learn more about the value of HSAs.

This blog post was recently updated in June 2026.

The information in this blog post is for educational purposes only. It is not legal, financial, or tax advice. For legal, financial, or tax advice, you should consult your own legal counsel, tax and investment advisers.

糖心Vlogreceives compensation from some of the merchants identified in its blog posts. By linking to these products, 糖心Vlogis not endorsing these products. 

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Fuel card fraud is on the rise: Download this white paper to beat fraudsters at their game

Learn how two-factor authentication and telematics help protect against fraud.

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Understanding OTR factoring

You might be asking yourself, what is factoring? OTR factoring, at its core, is a financial transaction where a business sells its accounts receivable (invoices) to a third party, known as a factoring company, at a discount. In return, the factoring company provides immediate cash, typically covering some of the portion of the invoice. This arrangement accelerates cash flow, granting companies access to much needed capital especially when waiting for customers to pay. This level of flexibility can give businesses an edge over their competitors.

Watch this quick, informative video and learn how factoring helps you keep trucks moving and drivers paid!

However, despite its benefits, trucking factoring can sometimes be misunderstood. One common misconception is that factoring is only suitable for struggling businesses. In reality, factoring can benefit businesses of all sizes, from startups to established enterprises, by offering a flexible financing solution. Understanding and dispelling any misconceptions about factoring is a great first step for businesses looking to optimize their cash flow and streamline their operations.

What is the OTR factoring process?

Step one: Submitting invoices

The factoring process begins with the business submitting its invoices to the factoring company. These invoices represent completed services or delivered goods awaiting payment from the customer.

Step two: Verification and approval

The factoring company then verifies the validity of the invoices and assesses the creditworthiness of the business’s customers. Once approved, funds are distributed to the business, usually within 24 to 48 hours.

Step three: Customer payment

Customers remit payments directly to the factoring company, which then deducts a factoring fee and any previously advanced funds before remitting the remaining balance back to the business.

Benefits of factoring: How it can upscale business operations

Improving cash flow management

Factoring can streamline cash flow by converting accounts receivables into immediate cash, enabling businesses to meet operational expenses, invest in growth opportunities, and pursue new initiatives without the burden of waiting for a payment.

Mitigating credit risks

By outsourcing the action of credit risk assessment and collections to the factoring company, you can avoid the risk of non-payment and bad debt. This allows your business to focus on your core operations while protecting against the financial consequences of customer defaults.

Better working capital

Access to consistent and predictable cash flow can boost a business’s working capital. Whether it’s funding projects, upgrading equipment, or investing in higher value suppliers and vendors, factoring provides the liquidity necessary to enable strategic growth.

Supporting business scalability and flexibility

Unlike traditional financing options, OTR factoring is scalable and flexible. It accommodates the fluctuations that come with running a trucking business, such as order volume or seasonal demand. Whether your company is experiencing rapid growth or a temporary downturn, factoring can adapt to business needs without requiring any long-term commitments.

Alleviating the administrative burden

Factoring companies assume responsibility for invoice processing, credit monitoring, and collections, alleviating some of the administrative burden on businesses. This allows you to redirect your resources towards other business activities, such as customer acquisition, enhancing the products and services you provide, and developing new marketing initiatives.

Consider 糖心VlogCapital to meet your factoring needs

糖心VlogCapital specializes in expediting your payments and protecting your business against revenue losses. Tailored factoring programs are designed to seamlessly align with your business needs, ensuring uninterrupted operations and optimal cash flow management.

糖心VlogCapital offers a range of benefits that can simplify your financial operations:

• Same-day funding: 糖心VlogCapital gives you access to your accounts receivable within 24 hours. Factoring is not a loan, and no banks are involved鈥攖he money you receive is already owed to you.
• Cost effective solutions: 糖心VlogCapital offers competitive rates with no hidden fees, no monthly minimums, and no limits on the amount of funding 糖心Vlogcan provide.
• Reliable service: With 30+ of experience in trucking finance, WEX is the trusted industry leader. 糖心Vlogoffers outstanding support, including free credit analysis and a dedicated representative. Application and set-up is easy, and you鈥檒l get 24/7 online account access.
• Factoring-funded fuel card: The factoring-funded fuel card is one of the most popular programs in the trucking marketplace. With the Fleet One EDGE card, you have access to a nationwide discount network 鈥� save on fuel, tires, wireless plans, maintenance, parts, hotels, and much more. Funds come in from your factored invoice and go directly into your fuel card account.听
• Flexibility: Representatives can make recommendations based on your needs, factoring as many or as few of your invoices from all types of customers, including brokers, shippers, and freight forwarders.

As you continue to look for ways to improve and grow your business, fleet factoring remains a key tool for financial stability and flexibility, helping trucking companies nationwide thrive and grow.

Learn more on how to better manage your over-the-road fleet:

• Fuel card FAQs
• Fraud prevention
• Safety tips
• Tax prep

糖心Vlogis a leading, global fintech solutions provider, simplifying payments and back-end business processes in the fleet management, benefits management, and corporate payments areas. To learn more, please visit the company鈥檚 About 糖心Vlogpage.

Editorial note: This article was originally published on August 20, 2024, and has been updated for this publication.

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Using the latest in edge computing technology, dash cams serve as vigilant guardians of the road and your drivers. While continuously capturing video, these cameras are designed to alert you to high impact vehicular incidents. Dash cams help you prioritize and address the most significant events quickly and effectively.

Learn how telematics boosts safety and performance

Telematics paired with a dash camera will bring added benefits to your business. Download our report to learn more.

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Why are dash cameras good for business?

Dash cams are invaluable to your business. This is because the captured footage safeguards your two most precious resources: your drivers and your vehicles. These advanced tools offer operational insights, enhancing the protection of your drivers, and protect your business from risk.

reports that 87% of commercial crashes in the U.S. are caused by either avoidable driver error or risky driving behavior. With a dash camera installed, you can track driver performance, recognize distracted driving, and capture a record of what happened both at the front of the vehicle and in the cab. These records give you reliable insights and help you identify and put efficiency and safety rules into practice.

Read on to learn five ways dash cam technology is good for your business and will save you money.

What are the operational benefits to telematics

Download our infographic to learn the ways a telematics program can improve your commercial fleet operations.

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5 reasons to install a dash camera

1. Coupled with a telematics program dash cams increase your data value

Dash cameras come with a variety of bells and whistles. Integrate them into an existing telematics solution and you鈥檙e automatically enriching your data. This is because with telematics, a dash camera gives a view into both critical driving events and risky driver behaviors. Paired with a telematics tool, you get more video evidence and better oversight of your daily operations. With a dash cam more vital operational data can be plugged into your telematics application.

Dash cameras enhance telematics by adding video to existing track and trace functionality

One benefit of pairing a dash camera with telematics is the visibility you get into a driver鈥檚 activities as he travels his daily route. A fleet manager can select instances during a driver鈥檚 day where critical moments have occurred on the road and then review video of those moments within the application. If a driver is on their phone or not paying attention to the road, distracted driving can be detected by the in-cab camera. Distracted driving or a driver mistake resulting in a collision become easier to solve for with a dash cam. A fleet manager will have more evidence to determine fault, liability, and make decisions on how to reduce the possibility of another accident. A dash camera coupled with a telematics tool will help your business avoid costly accidents while increasing driver safety.

2. Dash cameras help improve driver performance

In-vehicle cameras help businesses decrease risk. By gathering footage of drivers in action on the road, fleet managers can then show drivers real-life examples of where they went wrong. They can then use the captured footage to coach their staff. Additionally, in-cab cameras used with telematics offer real-time alerts to your drivers allowing them to recognize risky behavior as it occurs and make necessary corrections in the moment.

There are a variety of dash camera solutions on the market, the best of which use positive reinforcement throughout the driver experience. Positive reinforcement builds driver confidence and improves performance.听

A high quality system will also produce a driver scorecard to encourage driver improvement through gamification. Based on performance, a driver can see the improvements they are making over time. These scorecards act as a powerful incentive for drivers to improve their driving skills. Fleet managers can share each driver鈥檚 score with the whole crew to encourage a safety-conscious culture on the team. These simple scorecards help drivers understand where they rank compared to other drivers and encourage them to improve to catch up to peers.

3. Add dash cameras for insurance savings

Dash cameras are a great tool for any business operating commercial vehicles: their installation alone means you’ll likely experience a reduction in insurance premiums. With driver monitoring and increased accountability when accidents occur, some insurers even require them. They see dash cameras as a precautionary measure for fleets.听

Dash cam use continues to gain momentum in the commercial space. There鈥檚 a reason for the trend: dash cameras benefit both fleet owners and insurance companies. If you don鈥檛 see a benefit to installing dash cameras for your entire fleet, you can also single out at-risk drivers for dash camera installation.

4. Operational benefits of dash cameras: How tracking can reduce business costs

states that businesses that have implemented a dash cam solution with driver feedback have seen an 86% reduction in the cost of vehicle crashes.

states that businesses pay an average of $90K per incident involving their drivers. The good news is that dash camera video footage can be used as evidence in the case of a crash or accident. 

On-board cameras typically have two camera views. One view shows the inside of the vehicle and the other shows the road from the driver鈥檚 perspective. Proving who is at fault in a collision can be extremely valuable and can be used to protect good drivers when they鈥檙e not the cause of an accident.

In the case of a critical event or accident, your fleet management software ideally collects all the data from the vehicle at the time of the incident. When in-cab video is paired with a quality telematics application the insights surrounding that accident expand. Precise vehicle routes, diagnostics, and operator behavior are readily available to the fleet manager with these combined tools. Additionally, dash cameras enhance your telematics data set with 30-second video before and after the incident. The video includes both points of view (inside the cab and driver view of the road) and footage is automatically uploaded to your cloud-based telematics application.

5. Dash cams help protect against fraud

Drivers responsible for operating a company vehicle are aware that an accident could happen at any moment. If an accident occurs and the driver is not responsible, they can be confident knowing their dash camera will provide accurate evidence of what occurred during the collision and support their innocence. 

According to the , commercial vehicles are often targeted in insurance fraud. Perpetrators prey on what they perceive to be new vehicles, rental cars, or commercial vehicles because those classes of vehicles tend to be well-insured. Dash cameras are useful in these situations because they provide evidence of what occurred on the road and in the cab at the time. Capturing video evidence to protect high performing drivers places accountability on the party at fault and exonerates your driver when they’re not to blame.

How do I find the best dash camera for my business?

There are many dash camera solutions in the marketplace today. When conducting your research, you’d ideally work with your fleet card provider. They can help you navigate what can be a complicated process. It鈥檚 important to start the discussion outlining the challenges you鈥檙e currently facing. Your fleet card provider can then review the options with you, weigh the pros and cons, and offer demonstrations of different cameras before you make a purchase. As a subject matter expert, your fleet card partner can help you understand every aspect of the solution before you make a decision on which camera to purchase. This includes camera functionality, integration options, vehicle installation options, and pricing.

Find a trusted partner for your fuel cards, telematics, and dash cams

To find the right fuel card provider for integrating dash cams and telematics into your fleet management tech stack, we recommend exploring the different ways each potential fleet card provider approaches customer support and ongoing terms of service. 糖心Vloghas a team providing customer support and educational services on how to use dash cams and telematics together. 糖心Vlogwants you to have a great experience with easy-to-use, reliable tools.

Adding dash cameras to your fleet will help you save money on incident-related costs and reduce overall operating expenses. This technology comes with a significant return on investment and can be seamlessly integrated into your existing fleet management toolkit. 糖心Vlogprioritizes helping customers find top tier dash cameras with the best features at competitive prices. Work with 糖心Vlogto adopt these tools.

It starts with applying for a fleet card.

To learn more about WEX, a dynamic and nimble global organization, please visit our About 糖心Vlogpage.

Apply for a fleet card today!

Editorial note: This article was originally published on June 7, 2023, and has been updated for this publication.

Resources:
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Your fleet: How to save money on fuel

If your business is looking to save money on fuel costs, using a fleet card paired with a telematics solution will set you on the right path. For one thing, with the use of mobile apps and GPS fleet tracking, your drivers can find the most affordable fueling stations along any given route. You can also take the savings one step further by scheduling where a driver refuels along the route in advance. Instead of the driver searching for the lowest prices while en route, fleet managers can plan ahead. This means finding the most affordable fueling location, as well as the best day of the week and time of the day to refuel. Prices at the pump change throughout the day and throughout the week.

Just like when refueling your ICE vehicle, there are optimal times to charge EVs. For mixed-energy fleets that operate electric or hybrid vehicles, you should create best practices to maximize battery efficiency. With charging and refueling best practices you can help your company save money.

When should you fuel your fleet?

Whether your drivers travel hundreds of miles a day or stay local, you can still save money at the pump. You don鈥檛 need to have the most recent vehicle make or model to achieve better fuel efficiency either. The way your fleets are driven, and how they鈥檙e fueled and maintained, impact getting the most out of fueling costs.

Fuel in cooler weather

The best time to refuel your vehicle is when the weather is cool. Fuel expands and contracts depending on the temperature out, so the volume of fuel in your tank can vary depending on the time of day and time of year.

Another consideration related to temperature, is that all service stations store their fuel in underground tanks. When the temperature is cooler, fuel is denser and takes up less space. This means that when you fill up your tank early in the morning or late at night, you’re getting more fuel for your money. On the other hand, when the temperature is warmer, fuel expands and takes up more space, which means that you may be getting slightly less fuel when you fill up during the hotter hours of the day. In the long run, fueling timing can have a $0.10 difference per gallon for your fleet, making a significant impact on annual fuel expenses.

Best time of day to fuel:

• Fuel your fleet early in the morning
  • Data from the past four years shows fuel prices are traditionally lowest between 7 AM and 8 AM. Not only is this a peak commuter hour, so more people are purchasing fuel, but the temperature is cooler in the morning. This is an optimal time to fuel your fleet because the prices are cheaper and the temperatures are typically cooler than they are in the middle of the day.
• Fuel your fleet late at night
  • Similar to the early morning, temperatures are cooler in the evening. This time is also optimal for drivers and fleets avoiding wait times at the pump during peak business hours.

Best days of the week to fuel your vehicles

Prices are inconsistent throughout the week. For instance, people tend to travel on the weekends, therefore more fuel is likely to be purchased during weekend days. Fueling stations will likely increase the price of fuel on Fridays, Saturdays, and Sundays to make a higher profit. This means weekends are not the most cost-effective time to purchase fuel. Instead, try purchasing fuel earlier in the week (Mondays, Tuesdays, and Wednesdays) when you can.

Tips to help your fleet save on fuel

Don鈥檛 wait until you鈥檙e on empty to fuel up

When it comes to maximizing fuel efficiency, there are several strategies beyond timing when you fill up. Another important, science-backed tip is to avoid waiting until your tank is empty before refueling. Fuel can evaporate when exposed to air, which is why the fuel storage tanks are designed with floating roofs to reduce contact with the atmosphere. This means that driving a vehicle with a nearly empty tank makes the remaining fuel evaporate more quickly. Filling your tank before it’s empty ensures that you always have reserve fuel available and reduces the risk of running out. The recommendation is to refill the tank once there is a quarter of a tank remaining.

Fill up your tank all the way and slowly when you fuel your fleet of vehicles

To further optimize fuel usage, drivers should fill their tanks all the way up whenever they’re pumping fuel. This ensures that your drivers are maximizing range and minimizing the number of refueling stops. Additionally, remind your drivers to fill their tanks up slowly when possible to reduce the amount of fuel vapor lost during the fueling process – every drop counts!

Obey the speed limit: it conserves fuel!

Another effective way to save money at the pump is by maintaining a consistent pace and adhering to the speed limit. According to the each 5 MPH you drive over 50 is like paying 14 cents more per gallon of fuel. By avoiding unnecessary acceleration and quick decelerations, maintaining a steady speed can improve vehicle fuel efficiency as well. According to the U.S. Department of Energy, obeying the speed limit, accelerating and braking gently and gradually, and reading the road ahead can improve the fuel economy of your vehicle by 15%鈥�30% at highway speeds and 10%鈥�40% in stop-and-go traffic.

Keep tires inflated

Lastly, it is important to remember the impact properly inflated tires can have on miles per gallon and overall fuel efficiency. Keeping your tires inflated to the vehicle’s recommended pressure results in better fuel economy. According to the U.S. Department of Energy, maintaining the appropriate tire pressure enhances fuel efficiency. They estimate that properly inflated tires may boost mileage by as much as 3.3%. Conversely, for each 1-psi drop in pressure, under-inflated tires can potentially reduce fuel mileage by 0.3%. This is a simple yet effective way to enhance fleet vehicle performance. By doing so, you ensure you鈥檙e achieving the maximum miles per gallon. This is another reminder on the importance of regular maintenance checks for fleet vehicles.

Best times to charge your fleet of EVs

The refueling procedure is different for an EV than it is for an ICE vehicle. With a shift toward more EVs on the road, fleets need to assess their fueling practices. Ideally, you’ll implement strategic route planning to create charging efficiencies for the EVs in your fleet. One way to go about it is by crafting routes to include public charging stations. According to the U.S. Department of Energy, public direct-current fast-charging (DCFC) stations are increasingly accessible along major transportation corridors. This allows EVs to extend their range and provides convenient charging options. Parking at these public charging stations while at work allows drivers to optimize fuel efficiency. If you have your drivers charge during scheduled stops, you can minimize idle time and build efficiencies.

The optimal time to charge an EV is at night when the vehicle is not in use. By charging vehicles overnight, you also take advantage of off-peak electricity rates. Your drivers also can then start each morning with a fully charged battery. This can be done at the driver鈥檚 home or in a charging facility. Depending on the range of your EVs and their daily mileage, a full charge in the morning may be sufficient to meet your fleet鈥檚 routes for the entire day. This eliminates the need for further charging until your driver is back at home again at the end of the day.

Tips to save money when charging EVs

When it comes to charging your electric fleet, there are best practices that can help you save money and maximize efficiency. A simple technique to implement with your drivers is regenerative braking. This is a feature not shared with ICE vehicles. It allows energy recapturing while on the road.  Electric vehicles are equipped with regenerative braking systems. They allow vehicles to recover and store energy generated during braking or deceleration. Research done by J.D. Power shows that by employing regenerative braking, the vehicle’s electric motor can decelerate the car while capturing and redirecting up to 70% of the energy that would typically dissipate. This energy is then channeled back into the battery for recharging purposes.

Another consideration for battery powered electric vehicles is the 80/20 rule. Think of it as similar to the smartphone battery charging best practices we’ve known about for years. Essentially, an EV鈥檚 battery will last longer if you prevent it from charging 100% or running the battery down to zero. Adhering to the 80/20 rule means not charging your EVs past 80% capacity and not letting your charge go below 20%. By maintaining this range of charging, the longevity and efficiency of your EV batteries is increased. Most EV have touch screens where drivers can select the specific desired charge level when you鈥檙e plugging in overnight.

80/20 rule for EVs depending on the vehicle

However, the 80/20 rule may not apply to every vehicle or situation. Some EVs may recommend charging the battery to 100%. Or drivers may need the full charge for more range during longer routes. This is entirely dependent on how each fleet business operates, and the make-up of the fleet.

Lastly, when considering the charging infrastructure for your fleet, you should assess the specific needs of your vehicles. Different types of EVs may require different charging options. These include Level 1 charging (using a standard household outlet), Level 2 charging (using dedicated charging stations), or even DC fast-charging for quick top-ups. By ensuring that the charging infrastructure matches the requirements of your fleet, you can:

• streamline the charging process
• minimize downtime
• optimize efficiency.

Increase fleet efficiency with a strategic fueling plan

You can use the information we鈥檝e provided for route planning, optimizing fuel expenses, and improving the efficiency of your fleet. By implementing these tips and techniques, you should be able to:

• save money on fuel
• extend the lifespan of your batteries
• reduce charging times
• enhance the overall fuel efficiency of your fleet.

Embrace these strategies and watch your fleet’s efficiency soar, leading to cost savings and greener, more sustainable operations.

To learn more about WEX, a dynamic and nimble global organization, please visit our About 糖心Vlogpage.

Apply for a fleet card today!

Sources:

Editorial note: This article was originally published on July 11, 2023, and has been updated for this publication.

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This article addresses fuel theft, exploring effective prevention strategies, methods to detect anomalies in fuel usage, and actions to take if theft occurs. Our goal is to provide trucking businesses with comprehensive insights and practical solutions to safeguard fuel resources, and ensure uninterrupted operations and greater financial stability.

Understanding fuel theft

Fuel theft refers to the unauthorized and illegal siphoning, skimming, or acquisition of fuel from vehicles or storage facilities. The most common types include:

• Siphoning: This is the physical removal of fuel from a truck鈥檚 tank. It鈥檚 often done covertly and can result in substantial fuel loss over time.
• Card skimming: Skimming involves stealing card information when drivers use their fuel cards. This information is then used to make unauthorized fuel purchases.
• Internal fraud: Sometimes, the threat comes from within your company. Employees may manipulate fuel logs or use company fuel cards for personal vehicles, leading to significant financial losses.

Fuel theft has been escalating, with a steady increase in the trucking industry in particular. According to the in 2025, 73% of commercial fleets experience fuel theft, with internal theft accounting for 62% of incidents.听

Fuel is one of the largest variable costs in the trucking industry; thus, any theft directly affects profitability. estimates that fuel theft can account for up to 6% of a fleet鈥檚 total fuel cost. This loss not only affects a company鈥檚 bottom line but also requires additional administrative efforts in tracking and investigating discrepancies.

Operationally, fuel theft disrupts schedules and can damage a company鈥檚 reputation. Unexpected fuel shortages can lead to delivery delays, affecting customer satisfaction and trust. Moreover, the time and resources spent in addressing fuel theft incidents detract from core business activities, further impacting operational efficiency.

Understanding the types, prevalence, and impact of fuel theft will assist you in developing effective strategies to keep the fraudsters away from your business.

Fuel theft prevention strategies

Preventing fuel theft in the trucking industry requires a comprehensive approach combining strict fuel management systems, advanced technology, and employee training and awareness. Implementing these strategies can significantly reduce the risk of fuel theft and mitigate its impact on business operations.

• Strict fuel management systems: Implement a robust fuel management system involving closely monitoring fuel purchases and consumption. Using fuel cards with enhanced security features, like PINs and limits on usage amounts and locations, can control and track fuel transactions. Regularly auditing fuel logs and reconciling them with vehicle routes and mileage helps identify discrepancies that may indicate theft.
• Use of fuel cards with enhanced security features: Modern fuel cards offer features like real-time purchase tracking, restriction settings for time, location, and amount of fueling, and instant alerts for unusual activities. These features can greatly reduce the chances of unauthorized transactions and help fleet managers monitor fuel usage effectively.
• Regular auditing and monitoring of fuel usage: Regular checks and audits are useful for identifying and addressing fuel theft. Comparing fuel receipts with digital logs, monitoring fuel levels relative to distance traveled, and analyzing fuel consumption patterns can highlight anomalies indicative of theft.
• Investing in technology and equipment:
  • GPS tracking systems are invaluable in monitoring vehicle routes and identifying deviations that could indicate theft. GPS tools help with real-time vehicle tracking, ensuring that your drivers are following prescribed routes and stopping only at authorized locations.
  • Anti-siphoning devices and fuel tank alarms can prevent physical theft of fuel. Additionally, fuel tank alarms can be triggered based on unexpected changes in fuel level. This trigger alerts managers to potential theft incidents.
• Employee training and awareness programs:
  • Educating drivers and staff: Educating employees about the risks and signs of fuel theft is a good first step in fraud prevention. Drivers on the front line should be trained to identify and report suspicious activities. They should also be made aware of the proper handling of fuel cards and the importance of adhering to refueling protocols.
  • Establishing reporting protocols for suspicious activity: Creating a culture where employees feel responsible and empowered to report suspicious activity helps reduce fraud. Establishing clear and anonymous reporting channels encourages staff to come forward without fear of repercussions.

By implementing these prevention strategies, trucking companies can create a robust defense against fuel theft, safeguarding their resources and ensuring smooth operations. This proactive approach not only protects the company鈥檚 assets but also contributes to overall industry efforts to address fraud.

Detecting fuel theft in your trucking business

Effective detection of fuel theft will help you mitigate its impact on your operations. By recognizing key indicators and using advanced data analytics, companies can identify and address fuel theft promptly. Regular inspections and audits further bolster these efforts.

• Key indicators of fuel theft:
  • Unusual drops in fuel levels: A sudden decrease in fuel levels out of line with the distance traveled is a red flag. Monitor fuel gauges for unexpected drops, especially when vehicles are idle.
  • Inconsistencies in fuel receipts and logs: Discrepancies between the amount of fuel purchased and the amount logged can indicate fraudulent activities. Similarly, fuel receipts out of alignment with the vehicle鈥檚 location or route at the time of purchase should be scrutinized.
  • Irregular refueling patterns: Unusual refueling patterns, such as more frequent stops or purchases from non-approved locations, can signal theft or misuse of fuel cards.
  • Unexplained vehicle routes: Deviations from predetermined routes or unauthorized stops, especially in areas known for fuel theft, can be indicative of siphoning or other theft activities.
• Data analytics for monitoring fuel consumption patterns:
  • Analyzing fuel usage trends: Advanced data analytics helps identify fuel consumption patterns over time. Sudden changes in patterns can indicate theft or misuse.
  • Identifying anomalies: Automated systems flag fuel consumption anomalies. Next, you investigate these anomalies to determine if they are due to theft.
• Regular inspections, fuel log audits, and vehicle route audits:
  • Routine fuel log audits: Periodically audit fuel logs, including cross-referencing with GPS data and transaction records to help detect irregularities.
  • Vehicle route analysis: Use GPS data to regularly analyze vehicle routes and identify unauthorized detours or stops that might be linked to fuel theft.

By combining vigilant key indicator monitoring with strategic use of data analytics and regular audits, trucking companies can effectively detect and address fuel theft. These proactive measures not only protect a company鈥檚 resources but also contribute to overall operational efficiency and reliability.

Response actions if fuel theft occurs

When fuel theft is detected, it鈥檚 best to take swift and decisive action to minimize losses, apprehend perpetrators, and prevent future incidents. Here鈥檚 a structured approach to responding effectively to a fuel theft incident:

• Immediate steps to take upon discovery of fuel theft:
  • Immediately notify relevant personnel: As soon as a suspicion or confirmation of fuel theft arises, key personnel within the company, such as fleet managers and security officers, should be notified.
  • Secure the affected assets: If the theft is ongoing or recent, you should secure the affected vehicles or fuel storage areas to preserve evidence and prevent further loss.
  • Document the incident: Gather all relevant information, including fuel logs, GPS data, and any available surveillance footage. This documentation will be helpful with the investigation that will follow and for reporting the incident to authorities and insurance companies.
• Reporting to authorities and insurance companies:
  • Contact law enforcement: Reporting the incident to the police will aid with legal documentation and will initiate a criminal investigation. Provide police with all collected evidence and information.
  • Inform insurance company: Notify your insurance provider as soon as you become aware of theft. Reporting the incident is often required for insurance claims. Provide them with detailed information and documentation of the theft.
• Conducting internal investigations and audits:
  • Initiate an internal investigation: Conduct an in-depth investigation to understand how the theft occurred. This may involve interviewing employees, examining fuel purchase activity, and reviewing security measures.
  • Audit and review procedures and security measures: Evaluate existing fuel management and security protocols to identify loopholes or weaknesses. This will help you determine if the theft was an isolated incident or part of a larger systemic vulnerability.
  • Implement corrective measures: Based on what you discover, implement corrective action to strengthen security and prevent similar incidents. This might include enhancing surveillance, revising fuel management policies, or increasing employee training.

Responding effectively to fuel theft involves immediate action, thorough documentation, and cooperation with law enforcement and your insurance company. Conduct internal investigations and review existing procedures to fortify your defenses against future occurrences. Through these measures, trucking companies can mitigate the impact of fuel theft and enhance their overall security posture.

Future outlook and innovations for fraud prevention in the trucking industry

Protecting against fuel theft in the trucking industry has become easier due to emerging technologies and evolving trends. Innovations include advanced IoT sensors and blockchain technology for secure, tamper-proof transactions. Artificial intelligence (AI) and machine learning are often integrated for predictive analytics, enabling real-time theft detection and detection of irregular patterns. Additionally, the adoption of alternative fuel sources and electric vehicles may redefine fuel security paradigms. As the industry continues to evolve, these advancements will help enhance fuel security and minimize theft-related losses.

In conclusion, combating fuel theft for your trucking business requires a comprehensive approach. From implementing strict fuel management systems, leveraging advanced technology, conducting regular audits, and fostering employee awareness, each tactic plays a role. Take proactive measures to prevent financial losses and operational disruptions. As the industry continues to evolve, stay vigilant and adapt to new technologies and trends. Trucking businesses should safeguard assets against fuel theft, ensuring operational longevity and security.

All fuel cards are not the same, and different types of fuel cards suit the needs of different kinds and sizes of businesses. View WEX鈥檚 fleet card comparison chart to see which fleet fuel card is right for you.

Apply for a fleet card today!

Sources:

Editorial note: This article was originally published on March 6, 2019, and has been updated for this publication.

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If you drive a company vehicle and use a fuel card, here鈥檚 all you need to know to optimize use

Did you recently start driving a commercial vehicle for work and were given a fuel card for your job? Or did your company recently get fuel cards for the team? Welcome to the growing community of fuel card users. 

This article will explain how to use your card, and what to do to ensure that you and your company get the most from the fleet card program you鈥檙e using. From now on, every time you fill your tank, use your fuel card. It鈥檚 convenient and easy to use, and if it鈥檚 a 糖心Vlogfleet card, it鈥檚 accepted at 95% of U.S. fuel stations.

Watch our comprehensive video below on how to use a fuel card:

With your new fuel card you鈥檒l never worry again about handling cash or managing expense receipts 鈥� and with 糖心Vlogfleet cards your expenses are displayed online, eliminating the angst of lost receipts or manual tracking.

What鈥檚 the process for using my fuel card?

The process is simple: your fuel card works like a charge card with a few minor differences. Here are some simple things to remember:

• When you pull into an accepting fuel station to fill up, check your odometer reading and make a note of it.
• Before your first trip, get your unique driver ID number from your manager and have it handy for when you get fuel.
• Swipe the card that is assigned to your vehicle, enter the odometer reading, enter your driver ID number, then fill the tank.
• Just swipe and go.

What should I do if I have trouble at the pump using my fuel card?

Most transactions go without a hitch, but if you ever do have a problem with your 糖心Vlogfuel card, just call the customer service number on the back of your card.

What about receipts and record-keeping with my fuel card?

By using a fuel card, all of the fueling receipt information and record-keeping is done automatically. The information about your fuel purchases goes directly to a data center for processing. Your company will have access to vehicle analysis reports, detailing all purchases. They鈥檒l be able to see where you bought fuel, the time, the vehicle鈥檚 odometer reading, and what you bought. It also provides other valuable information, including cost-per-mile and miles-per-gallon. The program only works if you use the fuel card for every fill-up and always enter accurate information prior to fueling (including accurate odometer readings).

Are fuel cards tied to the driver or to the vehicle?

Each vehicle in your company is assigned a card. Each card has your company鈥檚 account number on it, the vehicle card number, and an expiration date. While the card is tied to the vehicle, when you use your personal ID when fueling this ties the purchase to the driver.

Can I use my fuel card to buy things other than fuel?

Some companies provide their drivers with fuel cards that cover a variety of travel items besides just fuel.

If your manager has set your card up for service and maintenance purchases as well as fuel, they鈥檒l tell you which service stations to use. They will set spending limits and limit what you can purchase with the card as well.

A service transaction works a lot like a fuel transaction: you can use the card for tires, parts, oil changes, and more. The service station attendant may ask you for some basic information, like your plate number, when you go to make such purchases. This will allow them to process the transaction. Then the attendant will swipe your card in the card reader, or call our customer service department for authorization. You鈥檒l need to give your driver ID number and odometer reading to the customer service representative or key it into the phone for approval. Then you鈥檙e on your way. As with fuel purchases, your company will be able to obtain detailed reports about your service or maintenance purchases.

Your company may decide not to provide access to these products. It鈥檚 up to your company鈥檚 fleet manager to set fueling and service policies. If the card says 鈥渇uel only鈥� in the lower right corner, it has been formatted to only be used for fuel purchases.

How should I store my fuel card?

To protect your card from damage, keep it in a safe place inside the card holder provided. Don鈥檛 put it near a magnet, and try not to scratch the black stripe on the back. It鈥檚 also a good idea not to leave it on the dashboard in direct sunlight.

How does my personal ID number work on my fuel card?

Your personal driver ID number identifies you as the authorized fuel purchaser, and you鈥檒l use it every time you fill up. Your driver ID number has been set up in the system and sent to your company鈥檚 fleet contact person. Make sure you obtain your driver ID number before you start fueling. If you enter an invalid ID number, or do not have the number, you won鈥檛 be able to purchase fuel.

How can I help protect my company from fuel card fraud?

Here are a few simple precautions to help protect against fraud:

• Avoid giving your driver ID to anyone.
• Do not keep the card and your driver ID number together.
• Do not write your driver ID number on the card.
• Do not leave the card or receipts out in the open.
• If a card is lost, stolen, or damaged, report it immediately to your fleet manager or supervisor. Your supervisor has the ability to then deactivate the card so no fraudulent charges can occur.

Is there a document to help me when I first start using my fuel card?

There is a driver guide provided with each 糖心Vlogfuel card to help you initiate use of your card. The first couple of times you make a purchase, refer to the guide. It walks you through the steps of making a purchase. It鈥檚 as simple as these four steps:

• Swipe your card.
• Enter your odometer reading.
• Enter your personal ID number.
• Fill up the tank.

Remember, you always have the to rely on during any transaction.

The 糖心Vlogfuel card will provide your company with valuable information, so remember to use it every time you purchase fuel at work.

All fuel cards are not the same, and different types of fuel cards suit the needs of different kinds and sizes of businesses. View WEX鈥檚 fuel card comparison chart to see which fuel card is right for you.

糖心Vlogis a leading, global fintech solutions provider, simplifying payments and back-end business processes in the fleet management, benefits management, and corporate payments areas. To learn more, please visit the company鈥檚 About 糖心Vlogpage.

Apply for a fuel card today!

Editorial note: This article was originally published on July 21, 2021, and has been updated for this publication.

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If your team is in the field driving company vehicles 鈥� say you鈥檙e a plumber, an electrician, a moving company, a fuel delivery company, or an important player in the national supply chain 鈥� your management decisions can be even more impactful. It’s likely you’re out there in the field as well orchestrating your business from afar. As truck drivers, workers, and technicians who represent you go out into the world, likely problems are being thrown at you to solve in the middle of your busy work day. This is whether you have two or three vans or trucks, or a fleet of thousands of vehicles delivering products throughout the nation. One key way to simplify and expedite these daily decisions is with a fleet card.

Explore further with our “What is a Fleet Card?” Infographic.

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How does a fleet card work?

The addition of a fleet card to your business provides you with game-changing tools to oversee your fleet, control costs, and run your business in the most efficient way possible. Whether you have a small crew or are overseeing hundreds of vehicles, fleet cards help you save time and money by letting you:

• Put guardrails around employee spending
• Identify potential fraud or misuse
• Automatically track purchases online
• Access detailed reports
• Drive a stronger bottom line for your company

Below, you鈥檒l find 鈥淔leet Cards 101,鈥� a guide to understanding the benefits and uses of fleet cards in your business model.

Learn how fleet cards are better for your business than a credit card

Discover how you can best manage fuel costs, set product controls, and take advantage of Level III data.

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Fleet Cards 101

What does a fuel card do?

A strong fleet card drives your business forward by providing advantages and opportunities for efficiencies and smarter fuel expense management.

How do I save money managing a fleet?

A fleet card provides more to your business than a regular credit card. Fleet cards give businesses of all sizes tools for fuel expense management and fuel payment risk reduction, all in one place.

With many of the highest caliber fleet cards, you can take advantage of the following:

• Rebates/savings
• Fraud protection
• Fuel expense tracking
• Large location acceptance capacity
• Spending controls 
• Automatic reporting/no paperwork
• Online and mobile account access
• Budget estimating tools linking expenses to individual users

Can I use my fuel card for other purchases?

Fleet cards work for maintenance at accepting locations, and for purchasing certain product types in convenience stores, but most fleet cards鈥� primary use is for fuel. Unlike corporate credit cards, which are used on a broad range of expenses, fleet cards are usually only used for vehicle expenses. With 糖心Vlogfleet cards you do have the option to provide your drivers with additional purchasing options through the 糖心VlogEdge program. With the 糖心VlogEdge savings network, you can receive discounts on ancillary items like tires, cellular service, hotel stays, and more.

The best fleet cards available offer more for your business than a credit card by providing ways to track and manage spending, help protect from fraud, help reduce overall fueling costs, and assist in fleet management. You always know who spends what, when, and where.

Fleet cards are safer to use than cash because they are protected and provide security for your dollars in a way cash cannot. Cash is hard to track, easily lost or stolen and isn鈥檛 very safe or secure. With cash, you can鈥檛 control how much is spent at one time, or at which locations. With a fleet card, driver spending is controllable and will help to avoid surprises on your bill. All you do is set the spending limits that work best for your business.

Where can I use my fleet card?

We are all looking for ways to build efficiencies in this globally interconnected, fast-paced world. A convenient, effective too that simplifies a complicated process helps you edge out the competition. It also makes the lives of your staff easier.

The convenience of universal cards used virtually anywhere

鈥淐onvenience鈥� means not having to worry about which fueling station is nearby. This is one of the many benefits of a universal fleet card. 鈥淯niversal鈥� fleet cards are accepted at virtually any U.S. fueling station鈥攎ore than 90% of them. You get the flexibility to fuel wherever you need to, without having to drive out of your way to find the right fueling station. (Just remember, you only get rebates at the issuing brand.) WEX鈥檚 Universal fleet card is accepted at more than 90% of all retail fuel locations, and at 45,000 maintenance locations, making it a great choice in a fleet card.

The convenience of contactless payment: time savings, security, protection against lost or stolen cards and/or skimmers

Contactless payment solutions help make some fleet cards especially convenient. Contactless payment:

• Reduces the time your drivers spend at the pump
• Increases security
• Protects against lost or stolen cards
• Protects against skimmers

WEX鈥檚 DriverDash app, which works at participating locations, is the perfect example of a fleet card tool that offers a safe and reliable method of contactless payment. DriverDash allows mobile fleet card payment at the pump and is linked to your fleet card account. DriverDash offers contactless payment, so drivers don鈥檛 have to touch a pump, enter a store, or pass a card back and forth.

As we live and work in an increasingly digital age, this kind of benefit becomes even more valuable. The contactless payment provided by DriverDash creates a smoother and safer exchange for your drivers and helps your company run more efficiently.

How do I use my fleet card?

The best fleet cards provide instant access to a variety of reports, to view online or download to your bookkeeping software. Some fleet cards show you details like who the driver is, purchased fuel grade, and sales tax amounts for every purchase. With a fleet card with insights into card use, you鈥檒l no longer need to go through the arduous task of collecting receipts from your drivers. This removes a time-consuming burden from your workday and alleviates some unwanted stress on both you and your team.

Some fleet card providers enable businesses to build data reports with their transaction data from which they can shape strategy. Choosing a provider offering fleet performance and fueling trend analysis tools, your team can easily strategize where to purchase the least expensive fuel. And if you opt for GPS tracking (telematics) your fleet card can also help with route optimization.

One example of this is WEX鈥檚 ClearView solutions. This tool allows fleet managers to review fuel consumption in easy-to-understand charts and graphs, alerting the business to potential spending spikes or irregular spending patterns. For example, if a vehicle is using more fuel than necessary, analytics from ClearView signals that a vehicle is in need of service (or that a driver needs additional training).

When you work with a fuel card provider offering these additional services, fleet management is streamlined and you’ll find you have more time in your day to further expand and fine-tune your business.

Does a fleet card help me save on fuel expenses?

Fuel cards often provide fleet managers ways to save on fuel expenses. Most fleet cards offer fuel rebates, so you can save a few cents per gallon at the issuing brand. (This means if you get a fleet card from brand X, you get rebates only on fuel purchased at brand X locations.) The more you and your employees drive, the more savings add up. These rebates appear as a credit on your invoice.

With a discount program like 糖心VlogEDGE, which you automatically get when you sign up for a 糖心Vlogfuel card, you can take advantage of discounts on tires and hotels that are applied at the point of sale.

Can I get tools to manage my fleet with my fuel card?

What tools should I look for in a fleet card?

When choosing a fuel card provider, look for a card that comes with powerful fuel management tools. A mobile app is also a great value-add because using a fuel card mobile app can reduce spending and identify purchasing anomalies and misuse.

WEX鈥檚 Fleet SmartHub mobile app is an example. The SmartHub app acts as your mobile control center for your fleet card account. 糖心VlogFleet SmartHub gives business managers access to their account information anytime, anywhere, helping them increase efficiencies, reduce late fees, gain valuable insights, and control unauthorized driver spending.

Can I manage my drivers with a fleet card?

The best fleet cards require drivers to enter identifying information for every purchase, like a PIN number and current odometer reading. This tells you who spends what, where, and when, helping curb theft and misuse. A good card program also lets you control how employees use the card, like limiting purchases by product type, dollar amount, and even the time of day or day of the week your card is used.

With services like WEX鈥檚, your fleet card helps you prevent fuel slippage or fuel theft from occurring. The security of knowing who spends what, identifying employee theft, and the ability to cancel lost or stolen cards, will help give you peace of mind as you manage your fleet of commercial vehicles.

What is the best fuel card for your business?

The best fleet cards allow you to know where the money goes:

• See who spends what, where, and when
• Capture detailed information for every purchase
• Use simple online and mobile tools

The best fleet cards help you keep an eye on spending:

• Limit use by amount, time of day, product, and more
• Set spending limits by employee or card
• Use driver PIN authorization to curb misuse

The best fleet cards give you access to quick and easy analytics:

• Automatic fuel accounting and expense tracking
• No need to collect employee fuel receipts
• Easy one-click reporting

The best fleet cards give you access to your account wherever you go:

On the road? Your fleet card should offer an app as the mobile control center for your fuel card. With this app you should be able to:

• Look up driver IDs
• View and filter transactions
• Make or schedule payments
• Know your available credit
• Cancel lost or stolen cards
• Spot potential misuse

Does it make sense to get a fleet card for my business?

We hope this article has helped you better understand what a fleet card is and how it can help you manage your fleet expenses. We鈥檝e designed 糖心Vlogfleet cards and the tools that come with your fleet card to give you access to ways to best manage your business, protect against fraud, and save money, and we continue to innovate to bring more value to them each year. 

All fleet cards are not the same, and different types of fuel cards suit the needs of different kinds and sizes of businesses. View WEX鈥檚 fleet card comparison chart to see which fleet fuel card is right for you. 

If you’re ready to get your fleet of drivers a fuel card, learn how in this step by step outline.

To learn more about WEX, a growing and global organization, please visit our About 糖心Vlogpage. 

Editorial note: This article was originally published on October 16, 2019, and has been updated for this publication.

Apply for a fleet card today!

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While volatility is nothing new, today鈥檚 challenges are different in scale and scope. Tariffs are impacting critical equipment imports, cross-border freight is facing fresh scrutiny, and inflation continues to push up operational costs. The question for industry leaders is no longer if these disruptions will affect your business鈥攂ut how you will respond.

Navigating headwinds: Trucking through uncertainty

Trucking has always been a business of tight margins, long miles, and sharp decision-making. But today鈥檚 operating environment is pushing even the most seasoned leaders into uncharted territory. Inflation, shifting labor dynamics, and rising interest rates are straining the financial foundation of many carriers. And now, the war in Iran, global trade conflicts, and tariff escalations are introducing new layers of unpredictability.

Fuel price volatility has become an additional burden as we come to the close of Q2 2026. As Emmett Lindner reports for  we have just entered the worst disruption to oil supplies in history. While the long-term implications remain uncertain, the short-term impact is already being felt in parts pricing, cross-border operations, and freight availability.

Whether you run a large national trucking company or an independent trucking operation, the message is the same: resilience is no longer a nice-to-have鈥攊t鈥檚 mission critical. To survive and succeed, leaders must rethink their cost structures, streamline operations, and anticipate change before it happens.

Tariffs and trade policy: what鈥檚 causing the shakeup

From new tariffs on Chinese vehicles to shifting trade agreements with Mexico and Canada, the rules of global commerce have evolved fast. For trucking companies, these changes impact more than just freight lanes. They affect parts pricing, equipment availability, and freight demand.

Original equipment manufacturers (OEMs) and parts suppliers are already passing on higher costs. In some cases, long-standing sourcing relationships are being reevaluated as companies look for tariff-friendly alternatives. For cross-border carriers, compliance requirements and customs delays add additional complexity, and the freight demand has been on a downward trend for a long time now.

Inflation and cost uncertainty: pinched from every angle

Inflation continues to ripple through the trucking industry: Fuel costs are volatile, insurance premiums are climbing, labor shortages are pushing up wages, and maintenance costs are on the rise as fleets delay upgrades and push older vehicles further.

Commercial vehicle insurance premiums have experienced some of the highest increases across all lines of insurance in the last few years. A shortage of vehicle parts has pushed repair timelines out, leaving trucks idle for longer periods of time, and tariffs are only exacerbating this problem.

For carriers operating on razor-thin margins, even small changes in operational costs can have outsize impacts.

How economic pressure leads to operational risk

Uncertainty doesn’t just affect your balance sheet鈥攊t seeps into every part of your operation. When costs are unpredictable, decision-making gets reactive. Investments get delayed. Maintenance gets deferred. And sometimes, fraud gets overlooked.

In fact, economic pressure is a common catalyst for internal misuse and first-party fraud. Just like in financial downturns, fleet card misuse or unauthorized spending can spike when oversight is lax or when employees are feeling personally squeezed.

The hidden costs of inaction are real. They might include missed deliveries, lost business, eroded customer trust, or compounding inefficiencies that chip away at profitability.

Strategies to stay resilient in a volatile economy

While no one can predict the next tariff announcement or fuel spike, trucking executives can take clear, strategic steps to build resilience with the following tactics:

• Scenario planning: Model best- and worst-case financial outcomes based on variables like fuel price hikes or tariff-driven parts inflation.
• Cost control through data: Use telematics and fuel card reporting tools to monitor fuel use, idling time, and unauthorized purchases in real time.
• Diversification of routes and vendors: Reduce over-reliance on specific import lanes or high-risk supplier regions.
• Liquidity management: Explore fleet-focused financial tools, including factoring or fuel card rebates, to maintain cash flow and credit flexibility.
• Driver retention: Invest in training, scheduling, and transparency to reduce turnover costs and improve performance during high-stress cycles.

Long-term outlook: How to build economic resilience

Trucking companies that thrive in this environment are ones that adapt quickly and think long-term. Building resilience means embedding flexibility into your operations: from diversifying your supply chain to rethinking how you manage fuel spend.

It also means leveraging the tools available to you鈥攍ike fuel cards with spend controls, two-factor authentication (WEX鈥檚 Dynamic Prompt), and fraud monitoring. These tools all help your business reduce risk and improve visibility.

Keep your fuel card transactions secure with Dynamic Prompt

Download this one-pager and learn how Dynamic Prompt’s two-factor authentication can help your business protect against fuel card fraud.

Learn more

When your team can act on real-time data, and when your systems are built to flag inefficiencies before they become costly, your business becomes far less reactive and far more prepared.

Partner with a fuel card provider who helps you kick fraud to the curb

As mentioned, one way economic downturns impact business norms is with increases in fraud, and preventing fraud is all about having the right systems in place in advance of an attack. A fleet card program that gives you visibility, control, and built-in fraud protection is one of the most effective ways to avoid fraudster threats to your business.

With WEX, you get:

• Built-in fraud controls, purchase limits, and two-factor authentication with Dynamic Prompt: Catch suspicious transactions before they impact your bottom line
  
• Detailed, line-item transaction data (Level III): See what was purchased, by whom, when, and where
  
• Real-time alerts and customizable reporting: Stay informed and in control
  
• A closed-loop fuel network: Limit exposure and manage risk more effectively
  
• Support and guidance: 糖心Vloghas been around for 42+ years. Our team knows your business and what you need
  

If you鈥檙e actively looking for ways to reduce fraud and gain fuel spend visibility, the right partner can make all the difference. Smart fraud prevention uses data to predict and protect against fraud, keeps your business moving, and your spend right where you want it.

Conclusion

Economic turbulence will likely continue throughout the coming months. Adapting to the headwinds we’re facing will help your business survive. With the right tools, partnerships, and mindset, trucking executives can do more than survive鈥攖hey can lead.

糖心Vlogis your partner through all the ups and downs you may face. For over 42 years, we鈥檝e stood by our customers, through every high and low. You can count on us to remain a steady, reliable partner, offering support, guidance, and unwavering commitment as we navigate this storm together.

By proactively managing costs, securing operations, and planning for uncertainty, you position your fleet to weather today鈥檚 challenges and seize tomorrow鈥檚 opportunities, and 糖心Vlogis here for you every step of the way.

Next steps

Learn more on how to better manage your over-the-road fleet:

• Fuel card FAQs
• Fraud prevention
• Safety tips
• Tax prep

All fleet cards are not the same, and different types of fuel cards suit the needs of different kinds and sizes of businesses. View WEX鈥檚 fleet card comparison chart to see which fleet fuel card is right for you.

Apply for a fleet card today!

Resources:

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As Cindy Levy and Shubham Singhal report in an April 18, 2025 article, the combined tariffs enacted by the U.S. government 鈥渉ave rapidly raised the country鈥檚 weighted-average tariff rate to its highest level in the past 100 years, from approximately 2 percent at the start of 2025 to more than 20 percent as of April 11, 2025.鈥� It can be hard to predict how tariffs will evolve, but the impact they have had on businesses has been substantial, no matter what.

Learn how to best contain costs during times of economic uncertainty

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What this economic uncertainty means for fleets

Whether you manage a service fleet, run daily delivery routes, or oversee vehicles across multiple job sites, you鈥檙e being asked to do more with less. And staying ahead of these shifts isn鈥檛 optional 鈥� it鈥檚 essential to keeping your business running smoothly, safely, and profitably.

No matter your industry or fleet size, this article will help you make informed decisions, adapt faster, and keep your business moving.

How fuel volatility impacts everyday fleet operations

Why fuel pricing is so unpredictable

Fuel is one of the most volatile expenses for any commercial fleet, and one of the hardest to predict. Prices can swing widely in response to global market dynamics, seasonal demand, weather events, and geopolitical tensions. In recent years, fuel costs have been further destabilized by supply chain disruptions, refining capacity issues, and shifting trade policies that impact the flow of oil and gas across borders.

For small to mid-sized fleet-based businesses, there鈥檚 little insulation from these fluctuations. Unlike larger enterprises with bulk purchasing agreements or hedging strategies, local fleets typically pay retail prices at the pump. This leaves them exposed to rapid cost increases with limited flexibility to absorb the impact or pass costs along to customers.

Small changes, big consequences

Even minor fuel price increases can deliver a major blow to a fleet鈥檚 bottom line. Take, for example, a 10-vehicle service fleet, with each vehicle consuming an average of 120 gallons per month. A $0.50 increase per gallon translates to an additional $600 in monthly fuel costs 鈥� $7,200 annually. Multiply that across several months of elevated prices, and it can quickly disrupt operating budgets, delay investments, or squeeze already thin profit margins.

Fuel consistently ranks as one of the top three operating expenses for commercial fleets, right behind labor and maintenance. That makes even small gains in fuel efficiency or cost control especially valuable. When pricing is unpredictable, the key is building strategies that increase visibility, reduce waste, and give fleet managers more control over what they spend and when.

Inflation鈥檚 ripple effect on fleet-dependent businesses

Higher costs for parts, maintenance, and labor

Inflation has made nearly every aspect of fleet management more expensive, and commercial vehicle maintenance is no exception. Ongoing supply chain issues continue to limit the availability of critical parts, leading to higher prices and longer lead times for even routine repairs. For fleet managers, this can mean vehicles are sidelined for longer periods and unplanned downtime that disrupts service schedules.

At the same time, labor costs are rising. Skilled drivers and technicians are in high demand across the industry, and inflation has pushed wages up in order to retain top talent. For small and mid-sized fleets already operating on tight margins, these labor increases put additional strain on the bottom line, especially when combined with rising fuel and repair expenses.

Financing and insurance: A growing burden

The cost to finance or lease new vehicles has also increased sharply due to high interest rates. For businesses looking to expand their fleet or replace aging vehicles, this creates a tough choice: either lock into more expensive financing terms or delay acquisition and risk higher maintenance costs on older assets.

Meanwhile, insurance premiums have climbed steadily, driven by everything from increased repair costs to more complex vehicle technologies. Coverage options have become more nuanced, too, with insurers factoring in fleet size, usage patterns, and telematics data to assess risk. For commercial fleets, this growing burden adds another layer of complexity to budget planning and underscores the importance of proactive cost containment and strategic resource allocation.

Containing fuel costs with smarter tools and tactics

Fuel volatility may be beyond your control, but how you manage your fuel spend isn鈥檛. With the right mix of technology and policy, commercial fleet managers can significantly reduce waste, tighten oversight, and stretch every dollar at the pump. Here are three proven tactics that help turn fuel into a controllable cost center rather than a runaway expense.

Tactic #1: Use fuel cards to control spend and unlock rebates

Fuel cards aren鈥檛 just a more efficient way to pay, they鈥檙e a powerful cost management tool. By setting purchase limits based on location, time of day, or product type, fuel cards give you greater control over spending. You can restrict non-fuel purchases, prevent unauthorized transactions, and ensure drivers fuel during approved hours.

Many programs also offer gallon-based rebates that reward higher volume usage, helping you save more as your fleet grows. Unlike traditional credit cards, fleet fuel cards can provide Level III transaction data, giving you deep visibility into every purchase: which driver fueled, what they bought, where, when, and for how much. This level of granularity is key to spotting trends, identifying misuse, and optimizing fuel policy.

Tactic #2: Reduce idling and inefficiencies with telematics

Unnecessary idling, poor route planning, and unauthorized vehicle use are common 鈥� and costly 鈥� fuel drains. Telematics solutions can help you address these issues in real time, and the best fuel card providers offer telematics as a key part of their fleet management solution. By monitoring vehicle diagnostics and driver behavior, you can spot patterns like prolonged idle times, harsh acceleration, or inefficient routes and take corrective action quickly.

Real-time alerts and dashboards make it easier to hold drivers accountable and fine-tune routes for fuel efficiency. Even small behavioral changes, like reducing idle time by just 10 minutes per day, can add up to substantial annual savings.

Tactic #3: Curb fraud and unauthorized spending

Fuel fraud remains a persistent risk, particularly for smaller fleets without strict controls in place. Shared cards, off-hours fueling, and organized theft can quietly eat away at your fuel budget. But with the right safeguards, it鈥檚 possible to catch and prevent fraud before it escalates.

Many fleet fuel cards allow you to assign unique driver IDs, set fuel limits by vehicle or user, and trigger alerts for suspicious activity. Exception reporting and trend analysis can flag anomalies like fuel purchases that exceed tank capacity or multiple fills in a short time frame, so you can investigate and act quickly. These controls can prevent abuse and build a culture of accountability across your fleet.

Fighting inflation through preventive strategies

Inflation doesn鈥檛 just raise the price of fuel, it affects nearly every aspect of running a fleet, from parts and labor to financing and downtime. While you can鈥檛 control rising costs, you can manage how those costs impact your operation. One of the smartest ways to do that? Think proactively. By investing in preventive strategies, commercial fleet managers can protect assets, reduce downtime, and squeeze more value out of every mile.

Lean into preventive maintenance

Unexpected breakdowns are one of the most expensive鈥攁nd disruptive鈥攃osts a fleet can face. In an inflationary environment, where repair parts are harder to find and labor is more expensive, waiting until something breaks isn鈥檛 just risky鈥攊t鈥檚 costly. Preventive maintenance helps you stay ahead of wear and tear, keeping vehicles on the road and avoiding the ripple effects of emergency repairs.

Scheduling regular inspections, oil changes, tire rotations, and fluid checks reduces the chance of surprise failures. And by planning maintenance during off-peak hours, you can keep your vehicles productive when it matters most. Over time, this approach lowers your total cost of ownership and extends the life of your fleet.

Extend vehicle life where possible

With interest rates and vehicle prices still elevated, many fleet managers are holding off on new vehicle purchases鈥攁nd making the most of the assets they already have. That strategy only works if those vehicles remain safe, reliable, and efficient.

Telematics can help you make informed decisions about when to repair, replace, or retire a vehicle. Real-time diagnostics can alert you to emerging issues before they become expensive problems, and long-term performance data helps you track the health of each asset. When combined with a strong preventive maintenance program, this data allows you to confidently extend vehicle life while maintaining high performance and safety standards.

Creating a resilient cost management plan

In an unpredictable economy, cost management isn鈥檛 just about cutting expenses, it鈥檚 about building resilience. For commercial fleet managers, that means having systems in place that allow you to monitor spending, adapt quickly, and make smart decisions under pressure. A resilient cost management plan is proactive, flexible, and rooted in strong data and relationships.

Forecasting, tracking, and scenario planning

The first step in staying ahead of costs is understanding where your money is going 鈥� and where it could go. Set clear, realistic benchmarks for your major expense categories, especially fuel, maintenance, labor, and insurance. Use historical data, industry benchmarks, and fleet analytics to build a reliable baseline, then track performance against it monthly or even weekly.

But don鈥檛 stop at tracking 鈥� plan for what鈥檚 next. Develop best-case, worst-case, and base-case budget scenarios based on variables like fuel price increases, parts shortages, or vehicle downtime. This kind of scenario planning allows you to make fast, informed decisions when the unexpected happens, whether it鈥檚 adjusting routes, delaying purchases, or reallocating resources.

Tap into vendor partnerships and supplier programs

You don鈥檛 have to go it alone. Strategic vendor relationships can play a huge role in helping you contain costs and increase predictability. Fuel card providers, parts suppliers, service shops, and equipment dealers often offer programs that provide preferred pricing, volume discounts, or bundled services designed specifically for commercial fleets.

For example, joining a fuel savings network or locking in discounted maintenance packages can help smooth out cost spikes. And when you build long-term relationships with trusted vendors, you often gain more than price advantages 鈥� you gain flexibility, support, and faster service when you need it most. In a volatile economy, that kind of partnership is an investment in operational stability.

糖心Vlogprovides the support you need with 42+ years of experience in the fleet industry: We鈥檝e got your back and we鈥檙e here for the long haul

One way economic downturns can impact business norms is with increases in fraud, and preventing fraud is all about having the right systems in place in advance of an attack. A fleet card program that gives you visibility, control, and built-in fraud protection is one of the most effective ways to avoid fraudster threats to your business.

With WEX, you get:

• Built-in fraud controls | Purchase limits: Catch suspicious transactions before they impact your bottom line
• Detailed, line-item transaction data (Level III): See what was purchased, by whom, and where
• Real-time alerts | Customizable reporting: Stay informed and in control
• A closed-loop fuel network: Limit exposure and manage risk more effectively
• Support and guidance: 糖心Vloghas been around for 40+ years 鈥� our team knows your business and what you need

If you鈥檙e actively looking for ways to reduce fraud and gain visibility into your fuel spend, the right partner can make all the difference. Smart fraud prevention uses data to predict and prevent issues, and keeps your business moving and your spend right where you want it.

Conclusion 鈥� Control what you can, plan for what you can鈥檛

Economic volatility may be out of your hands, but how you respond to it is entirely within your control. Fuel price swings, inflation, and supply chain pressures are challenging but not insurmountable 鈥� when you have the right systems and strategies in place.

By increasing visibility into your fleet鈥檚 fuel usage, applying discipline through purchase controls and preventive maintenance, and building strategic partnerships with vendors and service providers, you can turn cost containment into a competitive advantage. These actions help you take control of the variables you can manage, while creating the flexibility to respond to those you can鈥檛.

Uncertainty isn鈥檛 going away. But with the right tools and a proactive mindset, your fleet can remain agile, efficient, and resilient no matter what the economy throws your way.

Download our free resource: Fuel cost planning checklist for commercial fleets to start building your own cost-control strategy today.

Fuel cost planning checklist for commercial fleets

Download this new resource and start building your own cost-control strategy today.

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糖心Vlogis a leading, global fintech solutions provider, simplifying payments and back-end business processes in the fleet management, benefits management, and corporate payments areas. To learn more, please visit the company鈥檚 About 糖心Vlogpage.

Learn more about managing your fleet:

• Managing through supply chain disruption
• Fuel card rebates: How they work and how to cash in
• Safety essentials for your drivers
• The value of engine diagnostics

Apply for a fleet card today!

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Whether you鈥檙e a newcomer to the account or have routinely participated in this benefits staple, we鈥檝e compiled answers to some common questions to help you better understand your FSA. Or check out to learn eight things you should know about medical FSAs. *See updated 2026 FSA contribution limits here.

What is an FSA? 

A FSA is an account that allows you to set aside pre-tax funds to pay out-of-pocket healthcare costs. FSAs are an , and the IRS sets limits on annual FSA contributions. Employers can provide either a grace period to use the money within the plan year, or a carryover of up to $680 from the plan year. 

What types of FSAs are there?

There are four common types of accounts:

• Medical FSA, which covers eligible medical, dental and vision expenses.
• Limited medical FSA, which covers eligible dental, vision and preventative care expenses. Unlike a medical FSA, a limited FSA can be paired with a health savings account (HSA) and a high-deductible health plan (HDHP).
• Combination FSA, which is a limited FSA that converts into a medical FSA once the IRS deductible is met.
• Dependent care FSA, which covers eligible daycare (up to age 13) and dependent care expenses if certain conditions are met.

How do I enroll in and contribute to an FSA?

In open enrollment, if your employer offers an FSA that you want to enroll in, you can determine a contribution amount up to the IRS contribution limit. Your employer can contribute to the FSA, but is not required to. The money you’ve elected to contribute will be deducted from your paycheck before taxes are deducted and placed into the FSA. 

You can enroll in a FSA in many different ways. Open enrollment season is always an option, at the time of your hire, or if you experience a qualifying event, such as becoming married. You can also change your election amount during these status changes. 

What eligible expenses can be reimbursed with a FSA? 

There are so many eligible expenses available! A general-purpose medical FSA covers many eligible expenses, such as:

• Doctor visits
• Prescription medications
• Dental care
• Vision care
• And more

A limited medical FSA covers eligible dental, vision, and preventative care expenses. 

Dependent care FSA eligible expenses include:

• Child care
• Day camp
• Before or after school programs
• Babysitting
• Adult day care center
• Elder care
• And more

to see all kinds of expenses that are eligible.

On the 糖心Vlogbenefits platform, here are the common expense categories for medical FSA purchase. For more benefit trends, click below!

How do I make a purchase with my FSA funds? 

You can submit a claim by using a benefits card (if you were provided one for your FSA) or paying out of pocket. FSA claims do need to be substantiated, which means you must provide documentation that has the IRS-required information to prove your purchase was eligible for FSA funds. 

A benefits card can simplify claim filing; on average, participants using a 糖心Vlogbenefits card see 85% of their benefits card purchases automatically approved without the need for additional documentation. 

Check out this blog post to learn more about what documentation should include and to find out more about the claim-filing process.

I have money in my FSA left over at the end of the year. What happens to it?

The IRS has a use-it-or-lose-it rule. For FSAs, this means that the funds at the end of the plan year must be spent unless your employer offers a grace period or carryover. This rule applies to both medical and dependent care FSAs. 

How does an FSA work for reimbursement?

For out-of-pocket expenses and some benefits card purchases, the IRS requires more documentation to validate that purchases were for eligible items or services. The IRS requires that documentation that includes:

• Amount of expense
• Date of purchase
• Product description
• Provider or merchant name

An Explanation of Benefits (EOB) typically contains the information the IRS requires. If an EOB isn鈥檛 available, you can also submit an itemized receipt as long as it has the necessary information.

Would you like to learn more about how employers and employees save money through FICA taxes with an FSA? Check out our infographic below. 

This blog post was most recently updated in May 2026.

The information in this blog post is for educational purposes only. It is not legal or tax advice. For legal or tax advice, you should consult your own legal counsel, tax and investment advisers. 

糖心Vlogreceives compensation from some of the merchants identified in its blog posts. By linking to these products, 糖心Vlogis not endorsing these products.

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