For trucking companies and independent owner-operators, IFTA (International Fuel Tax Agreement) reporting isn’t just a routine task—it’s a quarterly obligation that directly impacts compliance and cost control. If your business involves crossing state or provincial lines, IFTA filing is mandatory. As we approach the next critical deadline of July 31, 2025, TMS-Digital is here to help you streamline the process with advanced automation, trip tracking, and accurate IFTA reporting built into our Trucker and Dispatch Software.
What Is IFTA?
The International Fuel Tax Agreement is a cooperative agreement among the lower 48 U.S. states and 10 Canadian provinces. It simplifies fuel tax collection and reporting for interstate commercial carriers. Instead of filing separate fuel tax reports for each state or province, carriers submit one consolidated IFTA report to their base jurisdiction, which then redistributes the taxes.
Why Accurate IFTA Reporting Matters
Non-compliance or errors in IFTA filing can lead to audits, penalties, or the suspension of your license to operate. Staying ahead with accurate reporting not only keeps your fleet compliant but also gives you control over fuel costs and routing efficiency.
2025 IFTA Filing Schedule
Mark your calendar with these quarterly IFTA deadlines for 2025:
- Q1 – April 30, 2025
- Q2 – July 31, 2025 ✅ (Next Due Date)
- Q3 – October 31, 2025
- Q4 – February 2, 2026
Remember, if a deadline falls on a weekend or holiday, reports are due the next business day. Certain states may allow annual reporting—check with your home jurisdiction for eligibility.
What Records You Need for IFTA Reporting
According to the FMCSA, IFTA-compliant carriers must keep the following records for at least 6 months:
- Fuel Receipts: Document every fuel purchase, showing the fuel type, date, location, gallons purchased, cost per gallon, vehicle number, and total cost.
- Mileage Records: Track all mileage by jurisdiction and per trip, including odometer readings and route information.
- Trip Sheets: Include start and end dates, origin/destination, and routes traveled.
TMS-Digital automatically logs these essentials through GPS and manual entries in our Trucker and Dispatch Modules, creating a reliable audit trail for every trip.
How to File IFTA Reports
To calculate IFTA fuel tax, you need:
- Total miles driven in each jurisdiction
- Total gallons of fuel purchased per jurisdiction
- Current fuel tax rates (available via the International Fuel Tax Association each quarter)
With TMS-Digital, our platform aggregates mileage and fuel data across states and provinces, applies the latest tax rates, and auto-generates ready-to-file IFTA reports. Reports can be exported or uploaded through official filing services like ExpressTruckTax, EDI, or your state’s IFTA web portal.
How TMS-Digital Makes IFTA Reporting Seamless
TMS-Digital’s IFTA reporting tools are designed with carriers and fleet operators in mind. Here’s how we simplify compliance:
- ✅ Automated Mileage and Fuel Tracking: We track all movement across jurisdictions using integrated GPS and dispatch data.
- ✅ Digital Trip Reports: Automatically generated from dispatch and driver inputs.
- ✅ Centralized Fuel Purchase Data: Sync fuel purchases directly from your fleet cards.
- ✅ Quarterly Reporting Summaries: Easily export reports with totals grouped by fuel type, state, and truck.
Unlike manual spreadsheet tracking, TMS-Digital reduces human error and ensures you’re always audit-ready.
Trucker + Dispatch Software Built for Compliance
Our platform doesn’t just support IFTA filing. It offers:
- Fleet scheduling and trip planning
- Driver performance monitoring
- Integrated fuel management
- Real-time tracking and dispatch automation
By combining dispatch, compliance, and fuel tax reporting into one ecosystem, TMS-Digital gives your team a smarter, faster way to manage operations.
Final Thoughts
IFTA filing doesn’t have to be stressful or time-consuming. With the Q2 deadline of July 31, 2025, quickly approaching, now is the time to adopt a smarter solution.
TMS-Digital’s IFTA reporting tools eliminate the guesswork and reduce the administrative burden, letting you focus on running your business. Whether you manage 5 trucks or 500, we help you stay compliant, efficient, and ready for every deadline.
