IFTA Reporting Software for Truckers: Miles and Gallons by State (Video + Steps)

1. See the big picture first (0:00)

Every three months, a truck that drives in more than one state may need an IFTA fuel tax report: how many miles in each state, and how much fuel was bought there. LaneTally keeps your loads, chat, fleet, freight invoices, driver pay, the books and IFTA in one place. The miles come from the loads you delivered and the gallons from your fuel receipts, so nothing is typed twice. LaneTally gives you the miles and the gallons; it does not file the return. The free demo needs no sign-up and no card and uses fake data.

2. Where IFTA is, what it shows, quarters and carriers (1:03)

IFTA is in the left menu, under Carrier money, after Cost per mile. Under the title it says it is the fuel tax report every 3 months, under the International Fuel Tax Agreement: miles driven and fuel gallons bought in each state, built from delivered loads and fuel receipts.

The gray line says Information only: not an official tax form, do not file it, and not tax, legal or financial advice. Check the tax rates, file the return with your base state, and check with your accountant. I understand shrinks it, and Show full text brings it back.

Four buttons choose the quarter, for example quarter 4 of 2026 (October to December), then quarters 3, 2 and 1. Earlier quarters lists the 8 quarters before, for a late or corrected return.

The blue note explains the rules:

• Miles by state are estimates, worked out from each load's stops along the main highways. Empty miles count in the pickup state. Before you file, check them against the driver's real route or the ELD, and press Change on a load to fix them.
• A load counts in the quarter it was delivered. A fuel receipt counts on the day it was sent, and fuel you type counts on its date.
• LaneTally covers the 48 states of the lower 48. Canadian provinces are IFTA members too, but are not in LaneTally yet. Alaska, Hawaii and DC are not IFTA jurisdictions.

The carrier picker at the top left has All carriers together and one line for each carrier.

3. The card: miles, gallons, miles per gallon and difference by state (3:15)

The card of the carrier shows the quarter, the months and the due date, for example January 31, 2027, which is a Sunday, so it usually moves to February 1. It also says when the quarter is still running. Download CSV saves the table as a file that opens in Excel.

The table has one row for each state and five columns: State, Miles, Gallons bought, Gallons used (the miles divided by the miles per gallon) and Difference. The total row adds the miles and the gallons bought and gives the average miles per gallon: in the demo, 705 miles divided by 102.1 gallons is 6.90.

• Each state's gallons used is its miles divided by that average. Florida: 413 miles divided by 6.90 is 59.8 gallons.
• The difference is the gallons used minus the gallons bought. Florida used 59.8 and bought none, so plus 59.8. Georgia used 42.3 and bought 102.1, so minus 59.8.

The small text under the table says: more than zero means the truck used more fuel in that state than it bought there, so tax may be owed to that state; less than zero may mean a credit. The real amount depends on that quarter's tax rates and the tax already paid at the pump, so check the rates and file with your base state. A line also names any load still on the road: miles count when a load is delivered, and fuel counts when its receipt is approved.

4. The two lists: loads and fuel in the quarter (5:45)

Under the table, two lists open. Loads in this quarter shows each delivered load with its route, delivery date, miles and miles by state, with estimate from the route and a Change button. Fuel in this quarter shows each fuel receipt with the state, gallons, the driver, when it was sent and the amount, with its own Change button. Add fuel bought is for fuel with no receipt in LaneTally, for example from a fuel card.

The last lines of the page say again that LaneTally gives the miles and gallons, does not file the return and shows no tax amounts. Miles by state from the truck's GPS have the tag Ready on launch day: they are not working yet.

5. Fix the miles of a load (Miles by state) (7:02)

Open Loads in this quarter and press Change on a load. The popup Miles by state says how LaneTally estimated them: the main highways between the stops, split at the state borders, adjusted to the load's real miles. It shows the route used and the load's miles, loaded and empty, with one box for each state and the total under them.

• The states must add up to the load's miles. If you change one state so the total is short, the total turns red, and Save says the states must add up first. Nothing is saved.
• Change another state so the total matches, then press Save miles by state. The table and the gallons used follow, and the load says corrected by hand.
• Add a state adds a missing state with Its miles; lower another state to keep the total.
• Use the route again appears after a correction by hand and puts the route's numbers back.

The same popup opens from the load itself: in Loads, open the load, and the row Miles by state has the same Change button.

6. Fuel bought: change, add, delete (10:14)

Open Fuel in this quarter and press Change on a receipt. The popup Fuel receipt: gallons and state shows the photo (a gray example box in the demo), the driver, the amount and when it was sent, with Gallons and State where it was bought. If you pick a state the load did not drive through, a yellow box says Check the state; it can be right if the fuel was bought before or after the load. After saving, the table and a yellow note show the receipt whose state does not match, with a Check state tag, so you can look at the photo before filing.

A carrier with no fuel receipts shows the miles but no gallons used and no difference, with a note that gallons come from approved fuel receipts or from fuel you add. Press Add fuel bought: it is for fuel with no receipt in LaneTally, for example from a fuel card statement. It only counts the gallons for IFTA, in the quarter of its date, and is not added to the books, so the money is not counted twice. Fill in the date, the state, the gallons and an optional note, then Add.

Typed fuel shows Typed here in the fuel list, with Change and Delete. Delete asks first, because the fuel stops counting in the IFTA report and it cannot be undone.

7. Fuel receipts from drivers (Carrier books) (13:53)

Fuel receipts come from your drivers and are approved in Carrier books, in the card Receipts from drivers. Press Review: two fields are only for fuel and feed IFTA, Gallons and State where bought. Reading the photo with AI is Ready on launch day. A receipt counts for IFTA once it is approved; one that is still waiting does not count yet.

If a receipt is approved without gallons or a state, IFTA shows a yellow note: the gallons are not counted. Add gallons and state opens the receipt, so you can type them from the photo and save. The average miles per gallon changes with the new gallons.

8. Other quarters, earlier quarters and all carriers together (15:48)

Press another quarter button. A quarter that is over shows its due date and no longer says it is running, with its own states, totals, loads and fuel. For an older quarter, open Earlier quarters; a quarter with nothing in it says there are no delivered loads or fuel. A load counts in the quarter where it was delivered, even when it crosses many states. Pick another carrier in the picker to see its table, or All carriers together to see one card for each carrier. The quarter buttons change all the cards at once.

9. What the carrier owner sees (18:22)

The carrier owner has the same IFTA menu, with the same Information only line, quarter buttons and blue note, and one card for their own company. The table and the Download button are the same. The owner also has the Change button on a load, the Change button on a fuel receipt and Add fuel bought, so they can check the miles and the gallons themselves before the return is filed.

10. What the driver enters (Receipts) (19:09)

The driver has no IFTA menu. What a driver enters for IFTA is in Receipts: take a photo and send it. For a fuel receipt the driver can pick Fuel, and under Add details (optional) type the gallons and the state where the fuel was bought. If the driver leaves them empty, the dispatcher or carrier fills them in from the photo. In My receipts each receipt says Sent while it waits and Approved after it is approved; only approved ones are in the IFTA table.

11. IFTA on the phone (20:05)

On a phone, IFTA is under More, between Cost per mile and Finance. The four quarter buttons sit in one row that slides sideways, with Earlier quarters under it, and the extra rules fold under More about these numbers. The table becomes one block for each state, with the miles, gallons bought, gallons used and difference each named, and a total block. The Change popup and Add fuel bought fill the width of the phone, with the fields one under the other.

12. The driver on the phone (22:02)

On the phone the driver has no IFTA menu either. Fuel receipts go in Receipts, in the bar at the bottom: pick Fuel, and under Add details type the gallons and the state, both optional. My receipts shows Sent or Approved.

13. Wrap-up and the free demo (22:58)

That is the whole IFTA menu. LaneTally is dispatch and accounting software, now in beta. It gives you information only: it does not file IFTA returns, and it is not tax, legal or financial advice. Check the rates and file with your base state. For the due dates and the steps of filing, read How to file IFTA. You can open the same screens yourself in the free demo: no sign-up, no card, fake data.