Tools
Fuel Receipt Organizer
A lightweight browser table for fuel receipts, gallons, jurisdiction, amount, and vendor.
Who this tool is for
Owner-operators who don't have full bookkeeping software and want a simple way to enter fuel receipts and get a CSV for month-end review or to send to a bookkeeper. Also useful for carriers who have drivers submitting paper receipts and want a quick way to compile them into a sortable file without setting up a spreadsheet from scratch. No account, no login, and no data leaves your browser.
How to enter data
Click Add Row to enter each fuel purchase. One row per receipt — or one row per fuel card transaction if you're working from a statement rather than individual receipts. Fill in all columns you have: date, state or province, vendor name, gallons, total amount, and truck unit number. Missing fields are acceptable, but more complete data makes the CSV more useful when you run totals at month-end.
Jurisdiction field
Enter the state or province where the fuel was physically purchased — this is the IFTA reporting jurisdiction for that purchase, regardless of where you were driving at the time. Use standard two-letter state abbreviations (TX, CA, IL, OH) and the standard two-letter Canadian province codes (ON, AB, BC) for consistency. The jurisdiction field is the most important column for IFTA use; if it's wrong, the quarterly jurisdiction-by-jurisdiction fuel totals will be off.
Exporting and using the CSV
Click Export CSV to download a plain-text file that opens in Excel, Google Sheets, or any spreadsheet tool. Save the CSV with the month and truck unit in the filename — '2025-10_UNIT01_fuel.csv' — so it's easy to find when assembling the quarterly IFTA records. Once in a spreadsheet, sort by jurisdiction to get per-state fuel totals, or sort by date to reconcile against a fuel card statement.
What this tool does not do
The fuel receipt organizer does not calculate IFTA tax liability, verify gallon totals against your fuel card statement, or submit anything to a jurisdiction. It's a data entry aid — the kind of tool that's useful for getting receipts off the dashboard and into a file. After exporting, compare the CSV totals to your fuel card statement, flag any gaps, and use the verified totals when preparing your quarterly IFTA return.
Use the result carefully
General educational use only. This is not tax, legal, or accounting advice. Verify with IRS guidance or a qualified tax professional. The result is an estimate or checklist, not a filing instruction.
What to do next
Save or print the result with your supporting records, then compare it with the related guide pages before making a filing or tax-prep decision.
FAQ
Is the CSV an official IFTA report?
No. It is a recordkeeping helper only. Your IFTA quarterly return is filed through your base jurisdiction's filing system — this tool helps organize the source data that supports that return.
What if I'm entering from a fuel card statement instead of individual receipts?
That works fine. Enter one row per transaction line on the statement. If the statement groups multiple purchases on one line, break them out by date and jurisdiction when possible — per-jurisdiction accuracy matters for IFTA.
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