Fuel Tax Recordkeeping Templates and Tools
Organize receipts and mileage data with templates and apps that simplify compliance reporting.
Data You Must Capture
Date, origin, destination, jurisdiction, odometer readings, and fuel gallons for every trip.
Separate records for off-road fuel usage to claim tax credits where allowed.
Templates and Tools
Download our free spreadsheet template or connect telematics systems such as Motive, Samsara, or Geotab.
Ensure your tool exports data in formats your base state accepts (.csv or .pdf).
Audit Readiness
Reconcile fuel receipts to IFTA gallons each quarter and document any variances.
Back up digital records in two locations and restrict access to authorized staff only.
Frequently Asked Questions
How long do I keep fuel records?
Most jurisdictions require four years; some weight-distance states request six years.
Are credit card statements enough?
No. Receipts must show date, seller, fuel type, price, and gallons purchased to count for tax credits.