WA IFTA (International Fuel Tax Agreement) — Report total miles and gallons per vehicle.
Submit to WA Dept of Licensing quarterly. Account #: 0549027.
Tax rates vary — use the official WA DOL form FT-441-241 with these figures.
WA IFTA — Per Vehicle Summary
| Unit | Vehicle | Fuel Type | Total Miles | WA Miles | OR Miles | Total Gal | WA Gal | OR Gal | MPG |
|---|---|---|---|---|---|---|---|---|---|
| Select a quarter and click Run Reports. | |||||||||
WA IFTA — Fill-Out Helper (WA Jurisdiction)
| Juris. | Fuel Type | Total Miles (Col B) | Taxable Miles (Col C) | Total Gal (Col E) | Tax Rate |
|---|---|---|---|---|---|
| Run reports to populate. | |||||
💵 Fuel Tax Refunds — WA owes Bella Terra money back every quarter, two ways:
① the IFTA credit (fuel bought in WA but burned on Oregon miles — Oregon collects weight-mile instead), and
② the off-road refund (WA fuel tax paid at the pump on diesel that went into unplated equipment).
Claims are filed in License Express — deadline is 13 months after purchase.
DOL deducts use (sales) tax from off-road refunds, so the check is smaller than the gross.
Settings used by both refunds
① IFTA Credit — CDL trucks (diesel)
| Run reports to populate. |
② Off-Road Refund — equipment diesel (no plates)
| Run reports to populate. |
⚠ Data checks — fix these before filing
Run reports to populate.
The same checks run automatically every Friday and email Office@1BellaTerra.com when something is off.
Fix entries on the 📋 Raw Log tab.
Refund tracker — this quarter
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How Liz files the claim (License Express)
- Sign in to License Express (secure.dol.wa.gov) → prorate & fuel tax account
0549027. - IFTA credit: file the quarterly IFTA return as usual — the credit shows as a negative Total Amount Due. Choose refund instead of letting it roll to next quarter.
- Off-road: open Fuel Tax Refunds → new claim → enter the equipment diesel gallons from box ② above. Keep fuel invoices — DOL can ask for them.
- Mark the claim Requested in the tracker above; when the check arrives, mark Received and enter the amount.
Oregon Heavy Highway (Weight-Mile Tax) — Report Oregon miles per vehicle per quarter.
File with ODOT Commerce & Compliance Division. Due: Q1→May 31, Q2→Aug 31, Q3→Nov 30, Q4→Feb 28.
Use Form 735-9002t. Attach fuel invoices if claiming fuel tax credit (Box 2).
Oregon Miles — Per Vehicle
| Unit # | Vehicle | Make | Fuel Type | OR Miles (Col I) | Total Miles | OR Gal | Notes for ODOT Form |
|---|---|---|---|---|---|---|---|
| Run reports to populate. | |||||||
Fuel Cost by Project — Quarterly
| Project / Job | Fill-ups | Total Gal | Diesel Gal | Gas Gal | |||
|---|---|---|---|---|---|---|---|
| Run reports to populate. | |||||||
🔗 QBO Export Setup
The QBO Journal Entry reallocates fuel off Shop - 1 onto each job. For a clean upload, every job below needs an exact QBO Name and a Class. Accounts used: Vehicle & Equipment Expense:Equipment Fuel (diesel) and :Vehicle Fuel (gas).
Step 1 · Upload / refresh your QBO customer list
Re-upload the "Customer and Customer Project Names" CSV from QuickBooks any time it changes (new jobs, renames, deletions). Each upload replaces the list with the latest — names dropped from QBO are removed, new ones added. Stored privately in your portal (never in code).
— customer names ·
Not imported yet
Just a few new jobs? Add them here instead of re-downloading the whole list. Copy/paste the exact name from QuickBooks (it must match QBO character-for-character), one per line — e.g. Customer Name:Job Site - 30521
Step 1b · Residential jobs → one customer
Pick the QBO customer that all residential jobs post to — any cost code ending in R (BLR, HYR, CAR, IRR…). Set it once and every Home-Owner job auto-fills below; you only hand-pick the commercial/government ones. The Class still carries which work it was, so the CAD-does-bark case is just changing that job's class to BLR.
Step 2 · Map each job → QBO Name + Class (🏠 = auto residential)
Run a report (top of page) to list this period's jobs here.
Period Breakdown
| Period | Fill-ups | Total Gal | Diesel Gal | Gas Gal | |
|---|---|---|---|---|---|
| Run reports to populate. | |||||
Fuel by Equipment (all jobs)
| Unit | Vehicle | Category | Fuel Type | Fill-ups | Total Gal | |
|---|---|---|---|---|---|---|
| Run reports to populate. | ||||||
📤 Upload Fuel Invoice or Receipt
Upload a Wilcox & Flegel invoice (PDF or photo) or an employee fuel receipt photo. AI will extract the date range, fuel type, and price per gallon. You can edit results before saving.
Click to choose a file or drag & drop here
PDF, JPG, PNG accepted
Saved Invoices
| Vendor | Date Range | Diesel $/gal | Unleaded $/gal | Diesel Gal | Unl Gal | Total $ | Verified | Notes | Doc | |
|---|---|---|---|---|---|---|---|---|---|---|
| Loading… | ||||||||||
📷 Hubodometer Photo Archive — All CDL truck wheel hub readings with photos.
Required for WA IFTA audits. Records must be retained 7 years.
Logged by crew via the Fuel Log form — AI reads the dial from the photo.
📷 Upload Hubodometer Photo
Baseline readings · Historical photos · Any truck, any dateSelect a date range and click Load.
All Readings — Table View
| Date | Unit | Vehicle | Reading | AI Read | Source | Logged By | Photo | Notes |
|---|---|---|---|---|---|---|---|---|
| Select a date range and click Load. | ||||||||
📥 Import Historical Fuel Records
Upload a CSV file of prior fill-up records to back-populate IFTA data.
Each row = one fill-up event for one truck. WA and OR miles are tracked separately by setting the State column.
Tip: Download the template below, fill it in from your paper records or Wilcox & Flegel invoices, then upload.
Opens in Excel — fill in your historical data, then upload below
CSV Column Guide
date — Fill-up date (YYYY-MM-DD)unit_number — Truck # (e.g. 114, 120)gallons — Gallons pumped (e.g. 85.4)state — WA or OR (where fueled)odometer — Hub reading at fill-up (optional)fuel_type — Diesel or Unleadeddriver — Driver first + last namenotes — Any notes (optional)Click to choose your CSV file or drag & drop here
CSV files only
All Fuel Entries —
Click Edit on any row to fix it — the change saves to the fuel log and every tab (WA IFTA, Oregon, Job Costing) updates right away.
| Date | Employee | Vehicle | Category | Project | State | Gal | Odometer | Fuel Type | Notes | Edit |
|---|---|---|---|---|---|---|---|---|---|---|
| Run reports to populate. | ||||||||||