Compliance
Fuel Receipt Capture: Photographing Fuel Receipts Into the IFTA Return
The distance half of an IFTA return comes from the GPS; the fuel half has always come from a shoebox of receipts. Fuel Receipt Capture lets the driver photograph the receipt at the pump, reads the fields, and files the purchase against the vehicle and jurisdiction, so the quarter's fuel is in the platform before the truck leaves the station.
The Half of IFTA the GPS Cannot Do
An IFTA return needs two numbers per jurisdiction: distance travelled and fuel purchased. Telematics produces the distance as a report from continuously logged position. The fuel has to come from purchases, and for a fleet without a single fuel card it comes from paper receipts collected from drivers at the end of the month, keyed into a spreadsheet by someone in the office, and matched to trucks and states by memory. A faded receipt from a truck stop in Ohio with no jurisdiction recorded is the auditor's favourite finding.
What the Add-In Does
Fuel Receipt Capture runs in the Geotab Drive app. At the pump the driver photographs the receipt; the add-in reads the date, station, litres or gallons, fuel type and amount, and files the purchase against the vehicle the driver is logged into and the jurisdiction the GPS says the truck is in. The office sees the purchases as they happen, corrects any field the reader got wrong, and at quarter end the fuel-by-jurisdiction figures sit beside the distance-by-jurisdiction figures in the same platform. The receipt image stays attached to the record for the four-year retention period IFTA requires.
Where It Fits With Fuel Cards
Fleets on a single fuel card program already get purchases electronically, and for them the add-in covers the exceptions: a cash purchase where the card was declined, a station off the network, a driver using a personal card on a weekend. Fleets running several cards, or paying drivers back for fuel, use it for everything. Either way, the goal is the same: every litre in the platform with a jurisdiction, matched to a vehicle, before anyone has to reconstruct the quarter.
At Audit
An IFTA auditor asks for fuel purchases by jurisdiction, with receipts, tied to a vehicle and a date, and for the distance those vehicles travelled in the same jurisdictions. A fleet that can export both from one platform, receipts attached, answers in an afternoon. High Point GPS configures Fuel Receipt Capture alongside the IFTA distance reporting for carriers in Quebec, Ontario and the northeastern US.
Frequently asked questions
What is Fuel Receipt Capture?
A Geotab Drive add-in that lets a driver photograph a fuel receipt at the pump, reads its fields and files the purchase against the vehicle and the jurisdiction the GPS places the truck in.
Does it replace a fuel card?
No. It covers purchases a fuel card does not capture, and it is the whole record for fleets without a single card program.
Is the receipt image kept?
Yes, attached to the purchase record for the retention period IFTA requires.
How does it know the jurisdiction?
From the vehicle's GPS position at the time of the photo.
Can the office correct a misread field?
Yes. Purchases appear in MyGeotab as they are captured and any field can be edited before the quarter is filed.
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