Why Fuel Receipts Matter in Trucking
Keeping detailed and organized fuel receipts is essential for any trucking company or owner-operator. These records play a major role in:
- IFTA (International Fuel Tax Agreement) quarterly filings
- Claiming fuel tax credits and deductions
- Preparing business income taxes
- Protecting against audits or penalties
Missing, incomplete, or unreadable fuel receipts can lead to inaccurate tax filings and lost money.
What a Valid Fuel Receipt Should Include
For IFTA and tax purposes, your fuel receipts must show:
- Date of purchase
- Fuel type (diesel, gas, reefer, etc.)
- Price per gallon and total amount
- Gallons purchased
- Seller name and address
- Truck or vehicle ID (if available)
Digital or Paper? Both Work—If You Store Them Properly
Both printed and electronic fuel receipts are acceptable for compliance, as long as they are clear, complete, and stored in an organized way.
Truckers Desk recommends:
- Using a mobile scanning app to back up paper receipts
- Filing receipts by date and state for easy IFTA calculation
- Keeping backup copies on cloud storage or USB
- Storing all fuel receipts for at least 4 years (standard audit window)
How Truckers Desk Helps You Manage Fuel Receipts
- Monthly receipt reviews and IFTA tracking
- Guidance on what to keep and what’s tax-deductible
- Custom spreadsheet templates and digital folders
- Secure digital storage options for audit readiness
- Fuel summary reports for tax season or lender requests
Fuel Receipt Best Practices
- Always collect a receipt—even when using a fuel card
- Write the truck number on multi-unit fleet purchases
- Organize by quarter to match IFTA filing periods
- Double-check that the address is visible on the receipt
- Scan receipts weekly to avoid loss or fading
Frequently Asked Questions
- Can I use credit card statements instead of receipts?
- No. The IRS and IFTA auditors require actual fuel receipts with full transaction details.
- Do I need to separate reefer fuel from truck fuel?
- Yes. Reefer fuel is taxed differently and must be tracked separately from truck propulsion fuel.
- What if I lost a receipt?
- You may need to provide alternative documentation. We’ll help you assess and fill any gaps.
Get Credit for Every Drop
Don’t lose out on fuel tax credits or risk non-compliance. Truckers Desk helps you collect, organize, and file your fuel receipts the right way—so you stay compliant and profitable.
Need help managing your fuel records? Let’s talk.