What Is Cardlock Fueling and How Does It Work?

Fueling costs is the biggest financial cost for commercial fleets. Fluctuating prices and unauthorized use can increase expenses significantly. Cardlock fueling is a system used by commercial fleets to manage fuel access, allowing controlled fueling through secured stations. This system tracks fuel usage per vehicle, making it easier and more cost-effective to manage and budget. 

This method also ensures that only authorized vehicles are refueled. So you don’t have to worry as much about the risk of misuse and theft.

Key Takeaways

• Cardlock fueling systems provide commercial fleets with a secure and efficient way to manage fuel purchases at designated cardlock stations.
• Fleet fuel cards, such as the CFN fuel card, allow drivers to fuel their vehicles while offering managers greater control over fuel expenses and usage.
• Cardlock stations are designed to streamline the fueling process for commercial vehicles, providing access to diesel and gasoline at competitive fuel prices.

What is Cardlock Fueling?

Cardlock fueling is a controlled fuel access system designed for commercial and fleet vehicles to automate unattended fueling stations where drivers access fuel via a secured card system. This setup allows fleet managers to monitor fuel usage and costs more accurately and effectively.

The origin of cardlock systems dates back to the 1980s when these systems provided a solution for fleets needing fuel outside regular business hours. Today, they have evolved into sophisticated networks with extensive control over fuel transactions for the benefit of commercial fleets.

Now you can track more accurately the vehicles refueled, the amount of fuel dispensed, and the time of transaction, which can help in controlling fuel expenses.

The system is also designed to eliminate unauthorized use and improve efficiency by allowing fleet operators to set parameters such as fueling times and limits per vehicle, which helps manage budgets and reduce waste. 

How Does Cardlock Fueling Work?

Cardlock fueling allows commercial fleets to use specialized fuel cards at dedicated fueling sites designed for business use. These unmanned stations are accessible only with a cardlock card.

Each driver receives a fuel card linked to the company’s cardlock account, ensuring tight control over fuel access.

To fuel, drivers insert their card into the reader, enter a PIN, and may need to provide vehicle identifiers. Once verified, the diesel or gasoline pump activates.

Transactions are automatically recorded, detailing the fuel dispensed, cost, time, and location, which are sent to the fleet manager for effective fuel management.

Who Uses Cardlock Fueling?

Cardlock fueling is ideal for entities needing efficient fuel access.

Trucking companies gain control over fuel expenses with cardlock systems, while construction fleets ensure timely fueling for vehicles and machinery.

Delivery and logistics businesses track fuel usage effectively, and municipal fleets maintain oversight of fuel costs. This service supports fleet management solutions.

Benefits of Cardlock Fuel System for Fleet Management

By controlling fuel access and monitoring usage, fleets can prevent unauthorized fueling. This reduces wasted resources and helps in budgeting and forecasting expenses accurately since everything is tracked.

“ Better fuel management capabilities come from this detailed transaction tracking. Fleet managers receive data on every fueling event, including the amount of fuel, the cost, and specific details about the vehicle and driver. This information allows for precise management and efficient allocation of resources.

Accessing fuel late in the day can sometimes be challenging due to closing times. But cardlock stations are available 24/7. Drivers can refuel at any time without the need for staffed fuel stations as long as they have their card. 

Security is also a big plus for cardlock fuel systems because, through the use of fuel cards and PINs, you are restricting fuel access to authorized users only. This limits the damage of theft and fraud.

How Cardlock Differs From Retail Gas Stations

Both of these stations target a different type of user. As mentioned in this guide, cardlock stations are primarily for commercial fleets, not the general public due to the features it offers. Individuals can’t just go to a cardlock station. The only way a vehicle accesses the fuel is through the company card.

Plus, this type of station is ideal for large vehicles and is available 24/7. Large truck drivers need these features to reliably get fuel.

“ Another main difference is that cardlock fueling stations track all data available and send it to the manager. This feature is not really necessary for individuals. Fleet drivers have tight fuel budgets that affect the whole business. So, with all this information available, they can make the best decisions to maximize their fuel usage.

People are used to traditional retail fueling stations. While some provide diesel fuel, large vehicles aren’t their main customer. Otherwise, with the limited space, there would be a lot of traffic and complications. Plus, they are not automated as cardlock stations. 

In traditional fuel stations, you might also be able to use a company card to make your purchases. However, you don’t get the security or tracking features. In cardlock stations, you can’t get fuel without a card. In retail ones, you can. 

Requirements for Using a Cardlock Account

To effectively utilize a cardlock fueling system, businesses must adhere to specific requirements that ensure compliance and operational efficiency. Setting up a business account requires a few essential elements to facilitate seamless fuel access for drivers and vehicles.

• Business account setup
• Valid business license or DOT number
• Assigned fuel cards per driver or vehicle
• Compliance with local fuel tax rules
  

Types of Fuel Available at Cardlock Stations

The most commonly available fuels are diesel and unleaded gasoline, the most popular fuels for this type of vehicle. Diesel, especially, is a staple at these stations due to its prevalence in heavy-duty vehicles and trucks that require robust fuel options for long-distance and high-load transport.

In addition to standard fuels, cardlock stations can also offer biodiesel, which is a cleaner-burning alternative made from natural, renewable sources. Companies that want to reduce their carbon footprint choose this fuel for that reason.

In some cardlock locations, you can also find specialty fuels. For example, propane and kerosene, which may be necessary for specific vehicles or equipment used in certain industries, such as agriculture or construction. 

High-octane racing fuels or aviation gasoline are less common but you could have the luck of finding them in certain stations. Obviously, traditional retail fuel stations don’t over the variety that heavy-duty vehicles require.

FAQs (Frequently Asked Questions)

Here are some of the main questions people often have about cardlock stations. Don’t see your question here? Check our main FAQ page.

What does CFN stand for?

CFN stands for Commercial Fueling Network, a network of cardlock fueling stations that primarily serves commercial vehicles and fleets across various regions. This isn’t the only cardlock fuel station network available. Another common one is Pacific Ride. Keep in mind that not all cards have access to all networks. It will depend on the card provider’s partnerships. 

Is using a cardlock less expensive than retail stations?

Using a cardlock system is generally less expensive than retail gas stations for several reasons. Cardlock stations typically offer lower fuel prices due to the absence of retail markups and overhead costs associated with convenience store operations. 

Cardlock systems also provide detailed tracking and controlled access, which can lead to significant cost savings for fleet operators when managed appropriately.

Can I use my fleet cards at any cardlock station?

It will depend on your card and fuel network. Most cardlock networks, like CFN or Pacific Pride, allow interoperability among participating cardlock stations. But you need to check your card to see which networks are compatible.

What types of vehicles can use a cardlock fueling system?

A cardlock fueling system can accommodate a fleet of vehicles, including large commercial vehicles. The flexibility of the cardlock system allows drivers to refuel various types of vehicles, making it ideal for companies with diverse fleets. Drivers can purchase diesel, gasoline, or dyed diesel depending on their needs.

How do I track fuel purchases made with a cardlock card?

Tracking fuel purchases made with a cardlock card is straightforward since all transactions are recorded and typically include detailed invoices. Fleet managers can access this information through the fuel card program’s reporting features, which help analyze fuel usage and identify any discrepancies in spending.

Can multiple drivers use the same cardlock fuel card?

While a cardlock fuel card is typically assigned to a specific driver or vehicle, companies can issue multiple cards for different drivers within a fleet. This allows each driver to fuel their assigned vehicle while maintaining control over card transactions and ensuring that each purchase is accurately documented.

How does using a cardlock fueling program reduce fuel costs?

Using a cardlock fueling program can help reduce fuel costs by providing access to discounted fuel prices at designated fueling locations. Additionally, the purchase controls and reporting features allow fleet managers to monitor fuel usage, identify trends, and implement strategies to further cut expenses related to fuel management.

Cardlock Stations: A Smart Option for Fleet Fueling

While Fuel Logic specializes in diesel and fuel delivery services, we recognize that cardlock fuel stations can offer additional value for commercial fleet drivers and operators. These stations provide the space and access needed for large vehicles, along with essential tracking data to help fleet operators optimize fuel usage and identify potential savings.

With features like 24/7 accessibility and a variety of fuel types, cardlock stations can complement your fueling strategy. If your business could benefit from these services, contact us, and we’ll help guide you in the right direction.

Other things like fuel variety and 24/7 accessibility make these stations the right solution for this type of business.

Contact us today, and we’ll help guide you in the right direction.

Brandon Ward Author, National Sales Representative

As a National Sales Representative at Fuel Logic, Brandon Ward has been supporting customers nationwide since 2014. With more than a decade of experience in the fuel industry, he understands the challenges that fleets and businesses face and takes pride in finding practical solutions that keep operations running smoothly.

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