1. Waiting until quarter-end to gather records
Reconstructing twelve weeks of trips and fuel from memory, texts, and glove-box receipts is slow and error-prone. Drivers who log trips and fuel as they go file faster and with fewer surprises.
2. Missing fuel receipts
Tax-paid gallons without receipt support are a top audit finding. Photograph receipts at the pump and attach them to fuel log entries the same day.
See fuel receipt requirements.
3. Incorrect jurisdiction mileage
Transposed digits, missing trips, and state totals that do not match trip detail all create filing and audit risk. Review jurisdiction miles monthly—not only at the deadline.
Read IFTA mileage records guide.
4. MPG calculation errors
Fleet MPG drives taxable gallons in every jurisdiction. Using the wrong gallon totals, excluding purchases, or applying a different MPG per state without documentation will skew tax due.
Review how to calculate IFTA taxes.
5. Mixing personal and commercial miles
Only qualified commercial miles belong on the IFTA return. Personal deadhead or non-qualifying movement should be excluded and documented separately when applicable.
6. Missing filing deadlines
Quarterly due dates are strict. Calendar reminders two weeks before each deadline give time to fix gaps. See IFTA quarter dates.
7. Spreadsheet version chaos
Multiple spreadsheet copies, manual formula errors, and driver-specific templates make fleet rollups unreliable. Standardize one workflow or use software with consistent exports.
How to build better habits
- Log trips and fuel weekly at minimum
- Run a pre-filing checklist every quarter
- Sample-check receipts against fuel logs monthly
- Keep one source of truth for jurisdiction totals
IFTAfy helps drivers and fleets stay organized throughout the quarter. Explore quarterly reports and the filing checklist.