Get started with IFTA

1. Who this page is for

The fuel tax manager or compliance lead who will own the numbers, the settlement lead if owner-operators are paid weekly, and the IT or telematics admin who connects the feeds. It walks the setup in order, then the reconciliation pilot we run before anything goes live, then the weekly and quarterly cadence once it does.

If you already run TollTally, TollMatch or FuelGuru with MapUp, most of this is done: IFTA reads the same telematics connection and the same unit list. Skip to enabling IFTA and fuel purchases.

2. Before you start: the unit list

IFTA joins miles from one system to gallons from another. The join key is the truck, and the truck has a different name in every system it passes through. Send one list, one row per unit, with every identifier you have. Blanks are fine; wrong values are not.

A unit missing the weight a program needs is not skipped silently. It is flagged as missing weight for that program and surfaced for input.

3. Enable IFTA on your account

1. 1

   Sign in or sign up at platforms.mapup.ai

   One MapUp account carries TollGuru, TollTally, TollMatch, FuelGuru and IFTA. If several people will log in, either use a shared mailbox or have each person sign up and tell us the emails so we add them to one organization. Your dashboard URL looks like platforms.mapup.ai/<account-id>/dashboard.

2. 2

   Connect your telematics under Settings, My integrations

   Geotab: select Geotab, choose region, vehicle type and currency, enter your myGeotab database name, username and password, click Authenticate MapUp. Motive, Samsara and Platform Science follow the same pattern. One connection per provider; a fleet on two ELDs connects both. This is the same connection TollTally uses, so if it is already live nothing changes here.

3. 3

   Ask us to enable IFTA

   Write to ifta@mapup.ai with your account email and the unit list from section 2. IFTA appears in your product list on the next login. Historical GPS already ingested for tolls is backfilled, so the first view is not empty.

4. 4

   Confirm the units

   Open Units and check that every truck on the list is present, active, and carries the identifiers you sent. A unit the ELD reports that is not on your list shows as unmatched until it is mapped or excluded.

4. Send fuel purchases

Mileage by jurisdiction is computed from GPS alone. Taxable gallons, fuel credits and the net position need purchases. Until they arrive, the dashboard shows the tax figure with a gross-estimate banner. Send fuel one or more of these ways, in whichever combination matches the fleet.

Every purchase is normalized into one transaction model, deduplicated, matched to the truck through the card ID mapping, and tagged with its source, tax-paid status and tax-paid gallons. DEF is excluded from fuel totals automatically. The import format is on the API documentation page.

5. Odometer and mileage bases

Nothing to set up. Odometer readings come with the ELD feed where the provider exposes them, and Geotab, Motive, Platform Science and others do. Two mileage bases are then kept on every jurisdiction segment:

• Odometer miles from the engine (ECM), treated as authoritative.
• Map-matched GPS miles, reconstructed from the raw pings to the road network, used to validate the odometer delta and as the fallback when the odometer is missing or disagrees.

The difference between the two is reported per segment and drives the reconciliation flag. How to read it is in the fuel tax manager guide.

6. Multiple operating entities

A customer with several operating companies or IFTA accounts is set up as one MapUp organization with one entity per account. Each entity carries its own base jurisdiction and reporting, and units are mapped to their entity. A fleet on more than one ELD provider is reconciled in one place regardless of which entity a truck belongs to. Tell us the entity structure with the unit list and we set it up.

7. The reconciliation pilot

No fleet should switch fuel tax systems on trust. Before IFTA feeds a filing or a settlement run, we take six to twelve months of your history, run it through the engine, put our output next to what you actually filed, and explain every difference. This is what we need for it.

What we validate

Acceptance

1. Every jurisdiction with a material difference has an explanation both teams accept, and the explanation names the source.
2. Special jurisdiction treatment matches yours, or you have agreed to change yours and documented why.
3. Unmatched units are mapped or excluded; no truck is reporting under two identities.
4. The weekly settlement figures reconcile to your run for at least two consecutive finalized weeks.
5. The delivery method for production is chosen: dashboard and report, API, files, or a combination, with the weekly cutoff agreed.

Oregon and Connecticut often produce differences against older filings: a legacy process that included Oregon in fuel tax totals, or did not carry Connecticut separately in periods before the highway use fee. These are corrections, and the pilot documents them as such.

8. Timeline

9. The operating cadence

ELDs buffer GPS and odometer data on the device and send it when connectivity returns. Late-arriving data is a fact of life, so IFTA finalizes records on a three-day rolling window. The most recent three days show best-available data and are marked incomplete until they finalize.

The same cadence applies on the API: requests inside the window return 202 with data_complete: false; re-fetch on day three for the finalized record. Details on the API documentation page.

10. Troubleshooting

11. Raising a ticket

Write to ifta@mapup.ai with your fleet name, the unit, the jurisdiction, the period, and for API issues the error_id from the response. Screenshots of the record or the exception help.