IFTA reporting feels simple until you're the one running the trucks, dispatching loads, and trying to keep mileage logs straight at the same time. Here are the three mistakes that show up most often with 3–5 truck operations.
1. Estimating Miles Instead of Tracking Them
Rounding mileage by state "close enough" is the fastest way to trigger a discrepancy during an audit. Even small gaps compound across a quarter and across multiple trucks.
2. Missing Fuel Receipts
Every gallon needs a receipt tied to a state and a truck. When receipts get lost in a glovebox or a group text, you end up owing more than you should — or scrambling at filing deadline.
- Keep receipts digitized as they happen, not batched at quarter-end
- Match fuel purchases to the truck and driver, not just the total
- Reconcile mileage against ELD data, not driver memory
3. Filing Late
Quarterly deadlines sneak up when you're the one also handling dispatch, recruiting, and billing. Late filings mean penalties and interest — money that should've stayed in your business.
None of this requires more hours in your day. It requires someone tracking it consistently, every week, instead of scrambling every quarter.