IFTA Mileage & Fuel Tracker: End the Quarterly Filing Scramble

The problem this kills

Every quarter, someone in your fleet office turns into an IFTA machine. They pull trip miles out of the ELD or off paper trip sheets, gather fuel receipts and fuel-card statements, and then start the spreadsheet grind: total miles by state and province, gallons bought in each jurisdiction, fleet MPG, taxable miles, and finally — the part everyone dreads — tax due or credit for every jurisdiction the trucks rolled through, each at its own rate, some of which changed mid-quarter.

It's slow, it's error-prone, and the mistakes are expensive. A jurisdiction left off, a surcharge state handled wrong, miles double-counted because the same trip got imported twice, an MPG that's obviously off because a fuel purchase landed in the wrong quarter. Get it wrong and you're looking at penalties, interest, and an audit that goes line by line. You don't need to live like this, and you don't need to be a developer to fix it.

What you'll build

A simple internal web tool. You import two things: your trip miles by jurisdiction (from your ELD, GPS, or trip sheets) and your fuel purchases by jurisdiction (from your fuel card or receipts). The tool dedupes trips by vehicle and date, totals miles per state and province, sums gallons purchased per jurisdiction, computes your fleet MPG, splits taxable vs. non-taxable miles, and — using a tax-rate table you maintain — drafts a full quarterly IFTA summary: taxable gallons, tax-paid gallons, and net tax due or credit for every jurisdiction. Compliance opens the draft, checks the flags, fixes anything off, and clicks Approve. Only then does the tool produce a filing-ready report and export you can carry straight into your base-jurisdiction filing.

What's inside the Implementation Plan

The downloadable plan is a step-by-step file you paste into an AI coding agent. It opens by interviewing you about your business — which ELD or GPS system your miles come from, exactly how your trip and fuel columns are named, which jurisdictions you run, how you handle surcharge states and non-taxable miles, your typical and peak trip volumes, and your messy edge cases — and then it tailors the data model, the calculations, and every later step to your answers. This is not a generic template; the agent reflects a short spec back to you and waits for your thumbs-up before it builds anything. From there it walks the agent through the trip import, the fuel import, the miles/MPG/gallons math, the jurisdiction tax-rate table, the compliance review-and-approve screen, and the filing-ready export — each step with a ready-to-copy prompt. There's also a fallback so you can build the whole thing today even with no API to your ELD or fuel-card provider.

The governance it includes (this is the point)

This is real compliance tooling, so it ships with the controls a fleet needs: login so only your team can use it, row-level security so you only ever see your own organization's trips and fuel, a complete audit trail of who reviewed and approved which quarterly summary and when, a hard human-approval gate so no filing-ready report is produced until compliance signs off, and duplicate guards keyed on trip + vehicle + date so the same trip can't be counted twice. The tax-rate table is versioned by quarter, so an old rate can never quietly inflate or shrink what you owe.

Who it's for

Fleet admins, compliance officers, and accounting staff who own IFTA filing and are tired of rebuilding the same fragile spreadsheet four times a year. If you can describe how your fleet logs miles and buys fuel, you can build this.

You've got this — start with the plan, paste the first prompt, answer the interview, and you'll see your miles-and-MPG-by-jurisdiction summary take shape the same afternoon.