Fuel Cards for Property Maintenance Services

 
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Whether you’re running a landscaping crew, window cleaning team, or managing general building maintenance, your staff are always on the move. With multiple job sites, shared vehicles, and rotating team members— fuel can quickly become one of your most unpredictable and time-consuming expenses.

We work with a lot of companies in this space, and the same questions come up. Here are the top things owner-operators ask about Fillip for their property maintenance business.

1. We have crews rotating across vehicles — how do I track who’s fueling what?

Every team member gets their own digital card, and vehicles can be tracked using purchase prompts or Fillip Connect smart tags (place a tag on each vehicle - the driver must tap the tag with their phone to auhtorize a purchase). You’ll know exactly which team member fueled up, even if the truck they’re driving changes from day to day.

2. How fast can I get fuel cards into my team's hands?

With a temporary or seasonal workforce, speed is crucial. With Fillip, you can issue digital fuel cards in seconds. Just send a text invite from the app — no waiting for plastic cards to be mailed.

3. Some of our work happens after standard hours — can I still control when cards are used?

Yes. You can permit card use with a custom schedule (day of week, time of day), or set different rules for day crews, night crews, etc. You can adjust spending rules in real-time - so staying in control is easy when schedules change.

4. What if a team member leaves or only works occasionally?

You can cancel or suspend cards instantly from the app. If they return in a few months, you can reactivate their card with no disruptions to business operations.

5. Can I set fuel limits for part-time or seasonal staff?

Definitely. Fillip lets you cap spending per day, per transaction, or by schedule. That’s ideal when managing a mix of full-time and part-time staff or subcontractors.

6. How do I know someone’s not using the card for personal fuel?

Every card is linked to a specific team member — and with Fillip Connect smart tags, the vehicle must be physically present at the station for the transaction to go through. Our system also tracks time, location, fuel grade, and volume, and will flag any suspicious activity — like overfueling or card use at an unexpected location. Our built-in tools do all the work to prevent and detect unusual behaviour.

7. How do I prevent admin work from piling up when our fuel spend spikes?

Every transaction is automatically logged — no more chasing drivers for receipts or reviewing spreadsheets. Receipts are uploaded in the app, and you can export clean data anytime for bookkeeping.

8. Can I track fuel spend by project, region, or team?

Yes. Fillip offers a customizable tagging system so you can categorize your spending automatically. This allows you to filter transactions so you can spot trends, compare costs between zones, or even match fuel spend to recurring service contracts.

9. We run a tight schedule and don’t have time for delays — how does Fillip help my team stay efficient?

Fillip is built for speed. Digital cards are never lost or misplaced, because they’re always on your crew’s phones. They can stop at any station on their route, reducing time spent driving to find a specific brand. Fuel stops take less time, and your back office doesn’t have to chase receipts — which keeps everyone moving.

10. What kind of reporting will I get for accounting?

Fillip provides detailed, exportable reports with fuel type, tax, date, time, location, and driver — everything your bookkeeper needs to reconcile and report.

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Fuel Cards That Fit the Way Property Maintenance Teams Work

In a business built on responsiveness, recurring jobs, and fast-moving teams, your fueling process shouldn’t slow you down.

With Fillip, you get:

Real-time visibility into every fuel purchase
Flexible spend controls for seasonal or part-time crews
Fewer admin hours and no lost receipts
Easy-to-export reports for clean accounting

Ready to Simplify Fueling for Your Property Maintenance Business?

Start issuing fuel cards in minutes — no credit check, no delays.

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Get Fillip - 30 Days Free