Fuel is one of the most significant operational expenses for any HVAC business. It makes sense when you consider service technicians are constantly dispatched across broad geographic areas. Tracking these costs accurately and efficiently is crucial — not just for expense management but also for fraud prevention, route optimization and long-term business growth. Relying on manual receipts, spreadsheets or personal credit cards is inefficient and opens the door to errors and misuse.
Every dollar counts in any service industry. Shell’s fuel cards help HVAC businesses save on fuel in two critical ways: direct fuel rebates and service discounts.
Shell offers HVAC companies a purpose-built ecosystem that combines advanced fleet fuel cards with cutting-edge analytics and mobile tools, which can be combined with telematics to turn what was once a logistical headache into a streamlined, insight-driven process.
Here are 7 ways fleet cards can help HVAC business owners manage fuel expenses, resulting in cost savings and a more efficient business operation.
1. Simplify Fuel Expense Tracking
Instead of dealing with a messy stack of fuel receipts and inconsistent reporting from your technicians, the Shell Card Business and Shell Card Business Flex™ bring order and transparency to your fuel expense management.
These cards are designed for small to mid-sized fleets, making them ideal for HVAC companies with field crews. They are not generic credit cards — they’re purpose-built financial tools that provide itemized fuel spending insights, allowing owners and managers to track every gallon.
Key features:
- Automatic digital expense reporting: With every transaction, you get level 3 data that includes the driver’s ID, odometer reading, date, time, fuel grade and purchase location. That means no more chasing down receipts or guessing at mileage.
- One-click reporting: Automated fuel reports allow you to reconcile fuel costs in seconds, making accounting easier and more accurate.
This reduces office administrators’ workload and ensures fuel expenses align with job activity.
2. Reduce Costs with Built-in Fuel Savings and Rebates
Every dollar counts in any service industry. Shell’s fuel cards help HVAC businesses save on fuel in two critical ways: direct fuel rebates and service discounts.
Available Rebates:
- New users can earn 25¢ per gallon at Shell stations for the first 6 months.
- Ongoing savings of up to 6¢ per gallon with Shell Card Business and 5¢ per gallon with Shell Card Business Flex, based on monthly volume.
Even modest fleets can accumulate hundreds in monthly savings. These rebates are applied directly as statement credits, so you see the benefit without any added administrative steps.
Service Discounts
The savings continue at participating Jiffy Lube® locations, which offer 15–20% discounts on preventative maintenance. This helps you manage another large operational cost: vehicle upkeep.
Shell fleet cards offer vehicle-dependent businesses a better way to manage fuel, vehicles and drivers, all while saving on every mile.
3. Gain Complete Control Over Employee Spending
Fuel theft, card misuse and unauthorized purchases can quickly erode profits. Shell fuel cards give you full control over how, when and where company funds are used.
Features that help with control include:
- Purchase limits: Managers or business owners can customize spending limits by time of day, geographic region, product type (fuel only), or even specific stations.
- Added security: With Driver IDs and PIN validation, you can ensure only authorized users can access the card.
- Real-time card management: Easily suspend, cancel, or reassign cards on the fly via the Shell Account Manager or the Fleet SmartHub™ app.
This granular control helps employees adhere to fuel spending policies and prevents fraud and misuse without adding administrative overhead, making your fuel policy enforceable in real time across your entire fleet.
4. Optimize Routes and Prevent Downtime with Telematics
Shell’s partnership with WEX enhances its offering with premium telematics tools that go far beyond fuel tracking. By combining fuel card data with real-time GPS tracking, your HVAC business gets a complete picture of driver activity, vehicle efficiency, and service productivity.
What telematics can do for you:
- Track speed, location, idling and time at job sites.
- Identify inefficient routes or unauthorized detours.
- Detects excessive idling or off-route driving that inflates fuel costs.
- Verify service delivery and time on site for billing accuracy.
This is especially valuable when customers are billed hourly. You can provide proof of service and duration to improve trust and potentially reduce disputes.
5. Eliminate Manual Processes with Automation and Dashboards
It can be overwhelming to reconcile HVAC technician fuel usage, mileage, and job tickets manually. Shell’s tools automate these tasks, freeing your staff to focus on higher-value activities.
Features that support automation:
- ClearView™ analytics: This platform provides fuel performance dashboards, trend reports, and email summaries tailored to your business needs.
- Shell Account Manager: Manage limits, review statements, and analyze expenses with ease from any browser.
- Fleet SmartHub™ mobile app: Access card details, transaction history, and card controls on the go — ideal for field managers and owners wearing multiple hats.
The ability to see who fueled what, where and how much in near real time provides instant visibility into fleet operations.
6. Future-proof Your HVAC Fleet with EV Capabilities
For HVAC businesses exploring electric vehicle (EV) adoption, Shell’s cards are ready to support that transition. Shell Card Business Flex enables integrated EV payment capabilities, helping you manage combustion and electric vehicles under one unified platform.
Benefits for EV-equipped fleets:
- Access to on-the-go and at-home EV charging payments.
- Manage EV and fuel payments in a single account.
- Use the DriverDash app for digital fueling and charging without a physical card, reducing risk and enhancing security.
This dual functionality makes Shell the ideal partner as your fleet evolves toward a more sustainable future.
7. Improve Safety, Efficiency and Compliance
Telematics doesn’t just help you save on fuel — this technology can help improve driver behavior and enhance safety.
- Driver coaching: Identify risky behaviors like speeding or harsh braking and provide targeted feedback using real-world data.
- Accident prevention: Dash cams (when integrated) can protect your business in the event of a collision by offering concrete evidence.
- Insurance discounts: Fleets demonstrating safety improvements through telematics may qualify for reduced insurance premiums.
Combined with Shell’s fuel data, this approach helps build a culture of accountability and excellence.
A More profitable business through efficient management
Shell fleet cards offer vehicle-dependent businesses a better way to manage fuel, vehicles and drivers, all while saving on every mile. Rebates and discounts help cut costs, and actionable data contributes to informed decisions. Add telematics into the mix, and you have one of the most powerful fleet management tools available. With visibility into your fleet’s operations, you can forecast more accurately, manage staff more effectively and grow with confidence.
Learn more at businessfleetsolutions.com.