Fuel Cards for Nonprofits & Volunteer Organizations

 
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If your nonprofit runs mobile outreach, food delivery, donation pickups, or community programs, you know how hard it is to manage spending when volunteers or rotating team members are behind the wheel.

Most organizations don’t want to ask volunteers to pay out of pocket, but handing out shared credit cards or collecting stacks of fuel receipts isn’t ideal either.

Here are the most common questions we hear from nonprofit leaders — and how Fillip helps simplify fuel access and reduce admin without adding a burden to your team.

1. We rely on volunteers — how do we give them fuel access without asking them to pay upfront?

With Fillip, you can issue a digital fuel card to any volunteer in seconds. No credit card required, no need to reimburse them later. Just enter their name and number, and they’ll get a text to activate their card.

2. Our team changes constantly — will this work for us long-term?

Fillip is built for flexibility. You can scale up during busy seasons or big campaigns, and scale down just as easily. No penalties, no limits on how many users, and no long-term commitments.

3. What if someone volunteers for one event and then disappears?

You can instantly cancel or suspend a card. If they come back to help next month, you can reactivate their card.

4. We have volunteers using their own vehicles — can I still track fuel properly?

Yes. Even if someone’s driving their personal vehicle, the transaction will be logged under their name with full details: date, time, location, amount, and a photo of the receipt uploaded in the app. You can also set spending limits that reflect how much driving they’re doing for the organization. It’s a simple way to offer support without worrying about personal fuel being covered.

5. Can we track fuel spending by program or service area?

Yes. Fillip’s custom tagging system lets you organize spend by project, region, vehicle, or team. This makes it easy to pull reports for grant reporting, budget tracking, or board updates.

6. Can I limit when and how often a card is used?

Definitely. You can set rules by day of the week, time of day, fuel type, transaction amount, or number of uses. It’s a simple way to protect your budget without complicating things for your team.

7. We don’t have a big back office team — how much admin work does this save?

A lot. Receipts are submitted in the app, transactions are logged automatically, and you can export clean reports in minutes. No spreadsheets, no paper trails, no chasing people for receipts.

8. How do I make sure the card isn’t used for personal fuel?

Each card is tied to a specific person, and you’ll see every transaction by name, time, location, and fuel type. You can also use Fillip Connect smart tags to make sure the vehicle is physically at the pump for the card to work — great for teams with rotating drivers.

9. We get fuel donations sometimes — can we still use Fillip for reporting?

Yes. Even if some fuel is donated or prepaid, Fillip gives you clear records for the rest. That means you’ll still have clean data for CRA requirements, audits, and internal tracking — all in one place.

10. How quickly can we set this up?

You can be up and running in under a day — no credit check, no corporate credit card required, and no contracts to sign. Just fund your account and start issuing cards when you need them.

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Fuel Cards That Support the Way Nonprofits Serve

Whether you’re supporting your community from a mobile food van, helping deliver essentials, or managing volunteers across neighborhoods, Fillip helps you: