IFTA Report

IFTA Report

Use IFTA Reports to prepare a quarterly diesel fuel worksheet from jurisdiction mileage and tax-paid fuel purchases. Start with your company report settings, check your source data, create the quarter, review the calculations, and download the PDF.

Use the left sidebar to open Settings, Integrations, or Reports. If a page or action described below is missing, ask your company administrator to check your settings, integration, and IFTA view/save/download permissions.

1. Set up Report Settings
2. Use ELD mileage to reduce manual work
3. Create, review, and update a report
4. Download the PDF

1. Set up Report Settings

In the left sidebar, click Settings. In the top link bar, click Report Settings. Complete the IFTA fields below and click Save at the bottom of that page before creating a report.

• Form Title and Form Number: set the heading and optional form reference printed at the top of the PDF. These labels do not convert the worksheet into a state-specific filing form.
• Legal Name and IFTA Account Number: identify the licensee. The account number appears on the report information page and PDF. If Legal Name is blank, the PDF uses your company/name information.
• Base Jurisdiction: select the jurisdiction where your fleet is registered for IFTA. This appears on the report and determines the country used to select tax rates. Check it before creating or recalculating a report.
• Fuel Type Code: identifies the fuel in the PDF heading. The current worksheet uses diesel calculations; changing the heading does not create a different fuel calculation.
• Federal / Tax ID, Fleet Number, and Mailing Address: add identification and address details to the PDF. Leave optional details blank when they do not apply.
• Contact Name, Contact Title, Contact Phone, and Contact Email: provide the contact details printed in the certification area.
• Signer Name, Signer Title, and Certification Text: supply the signer details and declaration printed in the certification area. Entering a name does not electronically sign or submit a return.
• Total Distance Column: shows the total IFTA miles summary and jurisdiction total-distance column in the PDF.
• Non-IFTA Distance: shows the non-IFTA mileage summary. Hiding it does not remove non-IFTA miles from fleet calculations.
• Rate Code Column: shows the PDF column labeled Line type: D for the normal diesel row and S for a surcharge row.
• Interest Column: shows interest and its total in the PDF. Trucking365 TMS does not calculate interest; the report shows zero.
• Certification Block and Disclaimer Block: control whether those sections appear in the PDF. Contact and signer details appear only when the certification block is enabled.
• Amended Return, No Operations, Address Changed, and Cancel License: add the corresponding labels to the PDF. They do not change mileage, clear calculated amounts, notify an authority, or cancel a license automatically.
• Report Notes: add explanatory text near the end of the PDF.

The worksheet displays whole miles and gallons, fleet MPG with two decimal places, and tax amounts with two decimal places. There is no distance/volume precision setting. Changing layout switches changes visibility, not the calculation rules.

To revise these details later, return to Settings → Report Settings, edit the fields, and click Save. Download the PDF again to use the current settings. Review and recalculate the report if you change a calculation-related setting such as Base Jurisdiction.

2. Use ELD mileage to reduce manual work

Click Integrations in the left sidebar. Find your supported ELD provider. For Motive, use Connect to Motive ELD and complete authorization; for Samsara, use Connect to Samsara and enter the requested credentials. If an already connected integration is disabled, use its Enable action. Your administrator can help with provider credentials and access.

An enabled, correctly configured ELD integration allows Trucking365 TMS to import mileage by jurisdiction and reporting period. This reduces manual entry and helps prepare reports faster. Imported data must be available for the quarter before it can be included in a new report; connecting an ELD is not proof that a historical quarter has already been imported.

The Import Drivers, Import Trucks, and Import Trailers actions on Integrations import those records, not an IFTA mileage report. If mileage is missing, ask your administrator to check the ELD connection, provider access, and mileage import for the required quarter.

ELD mileage does not replace fuel purchase records. In the left sidebar, open Expenses and review your fuel entries for the quarter, including purchase date, jurisdiction, and gallons. The IFTA calculation uses recorded fuel quantities, not the purchase dollar amount. Verify imported mileage against your records, especially when more than one provider has data for the same fleet.

3. Create, review, and update a report

1. Click Reports in the left sidebar, then click IFTA in the top link bar.
2. On IFTA Reports, click add new beside the report list heading.
3. In Add New IFTA Report, choose Year and Quarter, then click Save. Q1 covers January–March, Q2 April–June, Q3 July–September, and Q4 October–December.
4. Review the report information and jurisdiction rows. Creation uses the company's imported mileage and recorded fuel for the selected period, together with the available tax rates.

Only one report can be created for the same company/year/quarter. If it already exists, return to Reports → IFTA, choose the Year and Quarter filters, click Apply, and click the report's # number to open it. If creation reports a missing base jurisdiction or missing rates, correct Report Settings or ask your administrator to make the required quarter's rates available.

On the open IFTA Report page, check the licensee number, period, base jurisdiction, average MPG, and totals. For each jurisdiction, review Taxable Miles and Tax-paid Gallons. These are the editable inputs. Taxable gallons, net gallons, and tax/credit are calculated when you save.

• Correct a row: on the report page, edit Taxable Miles or Tax-paid Gallons, then click Recalculate & Save.
• Add a jurisdiction: scroll to Add Jurisdiction on the same page. Select the jurisdiction, enter Taxable Miles and Tax-paid Gallons, and click Add. Then click Recalculate & Save to persist and calculate it. A jurisdiction already in the report cannot be added twice.
• Remove a jurisdiction: click Remove on its row, review the remaining entries, and click Recalculate & Save.

Changes to a saved report do not edit the original ELD mileage or fuel purchases. Later imports and fuel corrections do not automatically replace the saved report's inputs; review and update the report before downloading it again. Wait for saving to finish and check the recalculated totals.

Fleet MPG uses total reported miles divided by total fleet purchased gallons, including non-IFTA quantities. Each normal jurisdiction row calculates whole taxable gallons from taxable miles divided by rounded fleet MPG, then subtracts tax-paid gallons. Negative tax amounts are credits. A surcharge uses the same taxable gallons, independent of purchased gallons; it does not add mileage or fuel consumption a second time. On the editor, the jurisdiction's tax includes its surcharge; the PDF separates D and S rows.

4. Download the PDF

1. Go to Reports → IFTA, apply the Year/Quarter filters if needed, and click the report's # number.
2. On the report page, click Recalculate & Save if you have edited any inputs and wait for the save to complete.
3. Click the printer icon in the upper-right action bar, labeled Print Report. This downloads the PDF for the saved report.
4. Open the downloaded PDF, check the period, licensee details, jurisdiction rows, and totals, then save or print it using your PDF viewer.

The PDF uses the current Report Settings. Surcharge rows show S, taxable gallons in column K, zero in L/M, and dashes for mileage/MPG. Check both normal taxes and surcharges when reconciling the total. If Print Report is unavailable, ask your administrator to check your IFTA download permission.

This is a preparatory worksheet. Downloading it does not file a return or pay tax. Review source records and the finished report before using it to prepare your filing.