IFTA report from your Excel spreadsheet
Keep miles and fuel in Excel? Drop the workbook in and get the quarterly return worksheet, plus — with Pro — an Excel workbook with the return lines and monthly summary by truck.
Use the templates or your own sheet
Download the Excel template (a Miles sheet and a Fuel sheet), or use your own. Haulfile reads each sheet and recognises the columns. Pro writes the return lines, the monthly summary by truck and jurisdiction (P560), MPG by unit, the receipt list, the checks and the rates used, into one workbook to keep with your records for 4 years (P510).
Files it reads
A state-mileage (jurisdiction) report from your ELD or trip sheets, and a fuel-card or receipt export, as CSV or Excel. One row per vehicle, trip or day and jurisdiction for miles, and one row per purchase for fuel. Column names like Unit/Vehicle, State/Jurisdiction, Miles/Distance and Gallons/Quantity are recognised, along with kilometres and litres. Several files at once are fine. You can also drop IFTA's own rate-matrix XML for a quarter that isn't built in yet.
How the numbers are worked out
- Average MPG = all miles in all jurisdictions (IFTA and non-IFTA) ÷ all fuel put in the trucks, rounded to 2 decimals.
- Taxable gallons per jurisdiction = taxable miles there ÷ average MPG.
- Net taxable gallons = taxable gallons − tax-paid gallons bought there.
- Tax = net gallons × that quarter's rate. A negative result is a credit.
- Surcharge (Kentucky, Virginia) = taxable gallons × the surcharge rate, with no tax-paid credit.
That's the method in the IFTA-13 return instructions: miles and gallons as whole numbers and MPG to 2 decimals.
Your miles and receipts stay on your computer
Haulfile reads your mileage and fuel files with JavaScript in your browser tab. Nothing is uploaded and there's no account to create. Close the tab and the data is gone. With Pro you can save each carrier's name, license number and base jurisdiction in this browser. Miles and fuel are never saved.
How it works
- Drop your mileage and fuel files (CSV or Excel), or try the sample, or start a zero-mile quarter.
- Pick the quarter and your base jurisdiction, and type the carrier name and IFTA license number once.
- Fix what it flags, then print the return worksheet and enter the figures in your base jurisdiction's IFTA system by the due date. With Pro, also download the CSV, the Excel workbook and the monthly summary by truck.
FAQ
What is the IFTA quarterly return?
Carriers that run qualified motor vehicles (two axles over 26,000 lb, three or more axles, or a combination over 26,000 lb) in more than one IFTA jurisdiction report all their miles and fuel to their base jurisdiction every quarter. The return works out the fuel used in each state and province from your average MPG, credits the tax-paid fuel bought there, and nets the tax due or credit for each one.
Is my data uploaded?
No. Your files are read by JavaScript in your browser tab and never sent to us or anyone else. Miles and receipts aren't stored, so closing the tab clears them. With Pro you can save carrier details (name, IFTA license, base jurisdiction, units, signer) in this browser. Miles and fuel are never saved.
Which files can I use?
CSV, tab-separated or Excel. For miles: the state or jurisdiction mileage report from your ELD, or trip sheets, with one row per unit, trip or day and jurisdiction. For fuel: a fuel-card or receipt export with one row per purchase. Column names like Unit, State, Miles, Gallons, Litres, Vendor and Tax Paid are recognised. Download the templates to see the layout.
What's free?
Importing and checking any quarter for any number of trucks, fleet and per-truck MPG, the total tax due and the due date, and the full calculation for 3 jurisdiction lines, on screen and in print with a small footer. Pro shows and prints every line without the footer, and adds the CSV, the Excel workbook, the monthly summary by truck and saved carriers.
Which quarters and rates are included?
IFTA's final rate matrices for Q4 2025 to Q3 2026 are built in, covering all 58 member jurisdictions with surcharges. For a later quarter, download the matrix XML from IFTA's tax-matrix page and drop it in with your files.
Does it file the return?
No. Haulfile prepares a worksheet with every figure. You enter them in your base jurisdiction's IFTA system or on its form and pay there. Haulfile isn't affiliated with IFTA, Inc. or any jurisdiction, and isn't tax advice.