Taxes and compliance
Trip Sheet Generator
Log the odometer at each state line and every fuel stop. You get miles and gallons by state, an odometer check, and a trip sheet PDF for your IFTA records.
- Free, no sign-up
- Shows the math
- Official sources
- PDF export with Pro
Total miles this trip
1,018 mi
4 jurisdictions · 160 gal bought
GOMatches the odometer
| State | Miles | Gallons | Fuel cost |
|---|---|---|---|
| TX | 71 | 0 | $0.00 |
| OK | 391 | 88.4 | $305.78 |
| MO | 289 | 71.6 | $252.68 |
| IL | 267 | 0 | $0.00 |
| Total | 1,018 | 160 | $558.46 |
- Odometer miles
- 1,018 mi
- Logged − odometer
- 0 mi
- MPG this trip
- 6.36
Quarter done? Add up your trip sheets and run them through the IFTA calculator.
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Show the math
Miles in TX
Odometer leaving the state − odometer entering it
412,371 − 412,300 = 71 mi
Miles in OK
Odometer leaving the state − odometer entering it
412,762 − 412,371 = 391 mi
Miles in MO
Odometer leaving the state − odometer entering it
413,051 − 412,762 = 289 mi
Miles in IL
Odometer leaving the state − odometer entering it
413,318 − 413,051 = 267 mi
Total logged miles
Add the miles in every state
71 + 391 + 289 + 267 = 1,018 mi
Odometer check
Ending odometer − starting odometer, compared with logged miles
1,018 vs 1,018 = Matches
Gallons bought
Add the gallons on every fuel receipt
88.4 + 71.6 = 160 gal
MPG
Total miles ÷ gallons bought
1,018 ÷ 160 = 6.36
Your state miles should add up to what the odometer says, within about 1 mile for rounding. If they don't, a reading is probably wrong or a state is missing. MPG for one trip swings with how much fuel was left in the tanks at the start and end, so judge your MPG over a full quarter.
How this calculator works
Miles in a state = odometer when you left it − odometer when you entered it. Total miles should equal ending odometer − starting odometer. MPG = total miles ÷ gallons bought.
IFTA doesn't require a particular form. Section P530 of the IFTA Procedures Manual says adequate records can be produced by any means and kept in any format your base jurisdiction can audit. What matters is what's on them. Section P540 says distance records that aren't from a GPS tracking system are accepted as adequate when they substantially document the fleet's operation and contain:
- the beginning and ending dates of the trip
- the trip origin and destination
- the route of travel
- the beginning and ending odometer (or hubodometer or ECM) reading
- the total distance of the trip
- the distance traveled in each jurisdiction
- the VIN or vehicle unit number
This trip sheet has a field for every one of those. For fuel, section P550.300 says a receipt, invoice, or transaction listing used for tax-paid credit must show the date, the seller's name and address, the gallons, the type of fuel, the price per gallon or total price, the vehicle the fuel went into, and the purchaser's name. Keep the receipts themselves. The fuel lines on this sheet are a summary, not a substitute.
Under P510, you keep these records for four years from the date the IFTA return was due or filed, whichever is later. When the quarter ends, add up the miles and gallons by state from all your trip sheets and enter them in the IFTA calculator.