How Does the Cardlock Billing Process Work?

Cardlock programs are a convenient and efficient business solution for managing your fleet’s fuel expenses and usage. With an H&S Energy cardlock program, you can streamline fuel management, reduce fraud, and gain better control over your fuel expenses. While these are all excellent reasons to implement a cardlock program, the billing process can seem complex. However, the process can actually be rather straightforward. Here we’ll break down how the billing process works and what you need to know to manage your fuel expenses effectively.

What is a Cardlock Program?

Before diving into the billing process, let’s understand what a cardlock program is. A cardlock program is a fuel management system that allows businesses to provide their drivers with secure fuel cards they can use to refuel at participating fuel stations. These cards are linked to an account that tracks all transactions, allowing businesses to monitor fuel usage, set spending limits, and generate detailed reports on fuel consumption.

The billing process in our cardlock programs involves several steps, from the moment a fuel card is used to the time the invoice is paid.

• Fuel Transactions: When a driver uses a cardlock card, the transaction is recorded electronically. The system captures details such as the date, time, and location of the transaction, as well as the amount of fuel dispensed and the driver or vehicle ID. This data is transmitted to the cardlock provider’s system in real-time, ensuring accurate and up-to-date records.
• Data Collection: A cardlock program aggregates all the transaction data for each account. This involves compiling information from all fuel cards linked to a business account, ensuring that every transaction is accounted for. This data is stored in a central database, where it is processed and organized for billing purposes. The aggregation process typically occurs daily, but the frequency can vary.
• Transaction Verification: The recorded transactions are all verified to ensure accuracy. This includes checking for any anomalies or potential fraudulent activities. Businesses can set specific parameters for transaction limits, authorized users, and fuel types to enhance security.
• Generation of Billing Statements: After verification, billing statements are generated. These statements include a detailed breakdown of all fuel transactions, including fuel quantities, prices, and total amounts. Depending on the business’s needs, the statements can be customized to show information by vehicle, driver, or department.
• Billing Cycle: Cardlock programs typically operate on a regular billing cycle, which can be weekly, bi-weekly, or monthly. The billing cycle determines when the transactions are summarized, and statements are sent to the business.
• Invoice Delivery: Invoices are delivered to the business, usually via email or an online portal. H&S Energy cardlock programs offer an online account management system where businesses can access their invoices, transaction reports, and other account information at any time.
• Payment Processing: Businesses are required to pay the invoice within the specified payment terms. Payment methods can include electronic funds transfer (EFT), direct debit, or traditional check payments. Timely payment is necessary to maintain good standing and avoid any late fees or service interruptions.
• Reconciliation: Once the payment is received, our cardlock program reconciles the payment with the invoice. Any discrepancies are addressed, and the account is updated accordingly. Businesses can review their statements and payments through the online portal for their own reconciliation.

Benefits of a Cardlock Program Billing Process

A well-managed billing process offers several advantages:

• Accuracy: Automated data capture and aggregation reduce the risk of human error, ensuring accurate billing.
• Transparency: Detailed invoices provide clear visibility into fuel expenses, helping businesses track and manage costs effectively.
• Convenience: Online account management and various payment options streamline the billing and payment process.
• Control: Businesses can set spending limits and monitor fuel usage in real-time, preventing unauthorized transactions and overspending.

Tips for Managing Your Cardlock Billing

To make the most of your cardlock program, consider the following tips:

• Regularly Review Invoices: Carefully review each invoice to ensure all transactions are accurate and accounted for.
• Monitor Fuel Usage: Use the reporting tools provided by the cardlock provider to monitor fuel usage patterns and identify any irregularities.
• Set Up Alerts: Take advantage of alert features to receive notifications about unusual transactions or approaching spending limits.
• Maintain Good Communication: Establish a good relationship with our cardlock team and communicate promptly if any issues arise.

Efficient Billing for Efficient Fueling

The billing process in a cardlock program is designed to be efficient, secure, and transparent. By understanding each step, businesses can better manage their fuel expenses and optimize their operations. Whether you are a small business with a few vehicles or a large fleet operator, our cardlock programs at H&S Energy can provide significant benefits in terms of cost control, convenience, and security. Contact us today to get started.