Why fuel receipts matter for IFTA
Your quarterly return reports tax-paid gallons by jurisdiction. Receipts prove those gallons were purchased and support the fuel tax already paid at the pump. Without receipts, auditors may disallow tax-paid gallons and increase tax due.
What a fuel receipt should show
- Date of purchase
- Seller name and location (city/state or province)
- Number of gallons purchased
- Fuel type (diesel, gasoline, etc.)
- Vehicle or unit identification when available
- Price totals (helpful for reconciliation)
Credit card statements alone usually are not enough without gallon detail.
Digital receipts and photos
Photos of paper receipts and PDF invoices are widely accepted when legible and complete. Store them by month or quarter so you can produce them quickly during an audit.
IFTAfy lets drivers attach receipt images to fuel stops. See receipt management.
Matching receipts to fuel logs
Every fuel log entry should have a matching receipt—or a documented reason for the exception. Gallons on the log should match the receipt within normal rounding tolerances.
How long to keep fuel records
Most base jurisdictions require carriers to retain IFTA records for at least four years. Keep digital copies backed up and organized by quarter.
Audit tips for fuel records
- Sample-check receipts against fuel logs monthly
- Flag missing receipts before quarter-end
- Separate personal fuel purchases from commercial fuel
- Keep bulk or card-lock invoices with gallon summaries
Review IFTA audit checklist for a full records review.