Templates
Fuel Receipt Tracker Template
Track fuel purchases by date, jurisdiction, gallons, vendor, and amount.
Fuel receipt tracker
| Date | Jurisdiction | Vendor | Gallons | Amount | Truck |
|---|---|---|---|---|---|
Who should use this template
Owner-operators tracking fuel by hand when a digital export isn't available, carriers whose drivers submit paper receipts, and anyone managing fuel cards across more than one truck who needs a per-vehicle breakdown. It's also useful as a backup log when an ELD or fuel card portal is down or unavailable for a period — capturing the data from paper receipts keeps the IFTA records intact.
Column-by-column explanation
- Date — the calendar date of the purchase, not the billing date or card posting date
- Jurisdiction — the state or province where fuel was physically purchased; this is the IFTA reporting jurisdiction
- Vendor — station name or chain (Pilot, Love's, TA, Flying J) plus store number if available; matches the card statement
- Gallons — quantity purchased from the receipt, not an estimate
- Amount — total cost as shown on the receipt or card statement; be consistent about whether you record pre-tax or post-tax
- Truck — unit number or license plate; required if tracking more than one vehicle
Example entry
A complete entry for a fill-up looks like: 2025-11-03 | TX | Pilot Flying J #0342 | 122 gal | $438.72 | UNIT-01. This connects the receipt to a specific fuel card transaction (same date, amount, and location) and to the Texas line on your IFTA quarterly fuel totals. The vendor and store number help resolve discrepancies when the card statement shows a slightly different amount than the receipt.
At month-end
Total the gallons and amount columns. Compare to the fuel card statement totals for the same period. Any gap between the tracker total and the statement is either an unrecorded purchase or a data entry error — investigate before closing the month. Save the completed tracker with the corresponding fuel card statement in the IFTA quarter folder for that month.
Connection to IFTA
The jurisdiction column feeds directly into your quarterly IFTA fuel purchase summary. When the quarter ends, sort the tracker by jurisdiction to get per-state gallon totals — that's the input your base jurisdiction needs for the fuel purchased section of the IFTA return. Keeping jurisdiction accurate at the receipt level means you don't have to reclassify entries at quarter-end.
Helpful Tools
FAQ
What if I lose a fuel receipt?
Check your fuel card statement — it typically shows the same date, location, gallons, and amount as the receipt. If neither is available, make a note with as much detail as you remember: date, approximate amount, location, and why the receipt is missing. A documented gap is more defensible than an unexplained missing entry. Photograph or scan receipts shortly after purchase to avoid fading (thermal paper fades quickly).
Should I track cash fuel purchases separately?
Cash purchases should go on the same tracker — use the same column structure. For cash, there's no card statement to cross-reference, so keep the receipt and enter it immediately. Mark cash purchases in the Truck column or add a 'Payment' column if you have a mix of cash and card. IFTA jurisdictions expect all fuel purchased, regardless of payment method.
Sources Used
- Recordkeeping — Internal Revenue Service; accessed 2026-05-25
- International Fuel Tax Association — International Fuel Tax Association; accessed 2026-05-25
- International Fuel Tax Agreement (IFTA) — California Department of Tax and Fee Administration; accessed 2026-05-25