Free IFTA Mileage Calculator for Excel

An Excel worksheet that fills in your truck miles per state automatically — plus a one-formula summary of every jurisdiction you drove.

IFTA reporting comes down to one tedious number: how many miles you drove in each state or province. Measuring that by hand, trip by trip, is the worst part of the quarter. This free Excel worksheet does it for you — type each trip's start and end address and the miles in every jurisdiction fill in, ready for your quarterly fuel-tax return.

Download the free IFTA worksheet (.xlsx)

No email required. Works in Excel for Windows, Mac, and the web. Auto-fill needs the free RouteMetrics add-in.

What the worksheet does

Trip Log — one row per trip; a column per state returns the truck miles driven there, plus the lane's toll cost and whether your truck can legally run it.
Fuel Purchases — one row per fuel ticket. These are the tax-paid gallons that get credited against what you owe.
IFTA Summary — a single formula lists every jurisdiction your trips crossed, so you never miss one.
Tax Calculation — all 58 IFTA jurisdictions with the return arithmetic wired: fleet MPG, taxable gallons, tax-paid gallons, net, tax due, and the IN / KY / VA surcharges.
Empty miles — the trip log has a Loaded / Empty column, because IFTA taxes deadhead exactly like loaded freight and leaving it out is a common audit finding.

Tax rates are the one thing the worksheet does not ship. They change every quarter, and a stale rate baked into a file would quietly produce a wrong return — so the column is there, everything downstream of it is calculated, and the sheet links you to the current IFTA, Inc. rate matrix.

The formulas that do the work

RouteMetrics adds real truck routing to Excel formulas. Four of them are built for IFTA, per-state mileage and lane costing:

=ROUTE.STATEMILES("Columbus, OH", "Chicago, IL", "IN", "truck")

→ the truck miles that trip drives in Indiana. Put a column per state and copy it down your whole trip list — it fills like any other formula.

=ROUTE.IFTA(A2:A100, B2:B100, "truck")

→ one formula over your From and To columns spills a complete table: every state your trips crossed and the total miles in each.

=ROUTE.TOLLS("Chicago, IL", "New York, NY", "truck")

→ the toll cost for that lane, as a number you can add straight into cost-per-mile.

=ROUTE.RESTRICTIONS(A2, B2, "truck")

→ “OK”, or what the only available route violates — a low bridge, a posted weight limit, a hazmat prohibition.

Routes planned for your truck

Travel mode “truck” keeps you off roads closed to trucks outright. It cannot check a low bridge or a posted weight limit on its own, because those depend on the vehicle. Set your gross weight, height, axle count and any hazmat class once in the RouteMetrics task pane — it saves into the workbook and every truck formula in the file uses it.

gross=80000lb; height=13'6"; width=102; axles=5

→ routes, per-state miles, tolls and legality all computed for that rig rather than a generic truck.

Multi-stop lanes work too: pass a load's pickups and drops in order and the miles are counted through them, which matters for IFTA because a detour puts the truck in states the direct route never enters.

ROUTE.STATEMILES returning truck miles per state for each trip in an Excel IFTA trip log, with quarter totals per jurisdiction — A column per jurisdiction, filled down the trip log — each column sums to your quarter miles for that state.

ROUTE.IFTA spilling a table of every state a quarter of trips crossed with the total truck miles in each — The same quarter through `ROUTE.IFTA` — one formula, every jurisdiction the trips crossed, totalled to the same miles.

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How to calculate IFTA miles in Excel, step by step

List your trips — one row each, with the From and To address for the quarter.
Name your states — put a column for each jurisdiction you run (OH, PA, IN…).
Fill the miles: =ROUTE.STATEMILES(from, to, "OH", "truck") in each state column, copied down.
Total each column with =SUM(...) — that's your per-jurisdiction mileage.
Double-check with =ROUTE.IFTA(...) to list any state you forgot a column for.
Log your fuel — every tax-paid ticket, by jurisdiction. Those gallons are your credit.
Enter this quarter's rates and the worksheet computes taxable gallons, net gallons and tax due per jurisdiction.

The downloadable worksheet already has all of this wired up across five tabs: Trip Log, Fuel Purchases, IFTA Summary, Tax Calculation, and How to use.

No API key, and no macros to enable

Most Excel IFTA and distance tools are macro-enabled workbooks that call Google Maps from your machine — which means creating a Google Cloud project, generating an API key and putting a card on file before you can calculate a single mile, then paying the mapping provider per lookup on top of whatever the workbook cost.

RouteMetrics does the routing on its own servers. There is no key to manage, no second bill, and nothing asking you to click “Enable Content” — it is a sandboxed Office add-in from Microsoft AppSource, so it also runs in Excel for the web, where macro workbooks cannot run at all. Start with 100 free searches that never expire, then pick a monthly plan or a one-time credit pack — the right shape when your filing is quarterly. More on why that matters →

Frequently asked questions

How do I calculate IFTA miles by state in Excel?

List each trip's From and To address, then use ROUTE.STATEMILES in a column per state to return the truck miles in that jurisdiction, and sum each column. ROUTE.IFTA can spill every jurisdiction across all trips in one formula.

Does this use truck routing?

Yes — miles come from HERE truck-legal routing, not car directions. They're estimates for planning and IFTA prep; verify against your records.

Does it calculate the tax, or only the miles?

Both. Add your fuel tickets and this quarter's tax rates and the Tax Calculation tab works out fleet MPG, taxable gallons, tax-paid gallons, net gallons and tax due for all 58 jurisdictions, including the Indiana, Kentucky and Virginia surcharges. Rates are not shipped in the file because they change every quarter — you copy them from the IFTA, Inc. matrix.

Does it include tolls?

Yes — ROUTE.TOLLS returns the toll cost for a lane, priced against your truck profile. Toll prices are best-effort and vary by payment method and vehicle class; when a lane can't be priced, the cell says so rather than returning zero.

Do I have to log empty miles?

Yes. IFTA taxes deadhead and repositioning exactly like loaded miles, and omitting them is one of the most common audit findings. The trip log has a Loaded / Empty column so you can track both.

Is the IFTA worksheet free?

Yes — download it above. Filling the miles automatically needs the free RouteMetrics add-in.

This guide is general information, not tax or compliance advice. Truck miles are routing estimates and are not a certified mileage source; IFTA rules, rates, and accepted mileage standards vary by jurisdiction. Confirm current requirements with your base jurisdiction or a professional.