FleetCollect, a trucking-compliance software platform serving owner-operators and small fleets across the United States, has announced a new IFTA audit-readiness resource designed to help drivers prepare for state fuel-tax audits. The company's iPhone app automatically logs state-by-state mileage and fuel purchases, and exports the data in spreadsheet formats that auditors accept.
Under the International Fuel Tax Agreement (IFTA), each jurisdiction is required to audit approximately 3% of its licensed accounts each year, with many selections made at random. This means an operator can be audited without any wrongdoing. Carriers must retain distance and fuel records for four years, and audits can reach back that far. For drivers keeping paper logs and fuel receipts, reconstructing a year of travel on demand is challenging. The key is not whether the miles were driven, but whether the operator can prove where they were driven.
FleetCollect's app records a continuous GPS breadcrumb for every trip and assigns each mile to the correct jurisdiction using high-resolution state-line detection. Distances are computed from the GPS track, providing a defensible, timestamped record of dates, coordinates, route of travel, total distance, distance by jurisdiction, and vehicle unit number — the core elements an auditor requests for GPS-based records.
Drivers can log fuel stops in seconds, capturing the date, station, gallons, price, and the state that earns the tax credit. A photo of the receipt is stored alongside the entry, ensuring the seller's full address and fuel type are documented. The app exports data as CSV summaries, multi-sheet XLSX workbooks with jurisdiction totals, trip logs, per-vehicle breakdowns, and raw GPS points, as well as PDF summaries. These records can be used to prepare quarterly IFTA returns and are the same ones handed to an auditor.
“Most owner-operators don't get audited because they did something wrong — they get picked at random, and then they're asked to rebuild a year of miles they never wrote down,” said Herman Armstrong, founder of FleetCollect. “The point of this is simple: the best time to have an audit-proof mileage log is the day before the letter arrives. If you're tracking with FleetCollect, the answer to an audit is a download, not a month of digging through receipts.”
FleetCollect's IFTA tracking is available on the iPhone App Store and Google Play Store. The audit-readiness guide, including the full checklist of records auditors request, is available at fleetcollect.net. The company also offers DOT Driver Qualification File management and a nationwide DOT drug and alcohol testing consortium.
