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Tax & Compliance · ⛽ Service

Are you claiming every fuel tax credit you're owed?

Federal motor fuel tax, state excise, prepaid sales tax on fuel, off-road / exempt fuel refunds — generalist bookkeepers leave money on the table. Our fuel tax compliance specialists handle motor fuel tax return preparation, fuel excise tax filing, and IFTA filing so gas station owners stop overpaying and start claiming what they're owed.

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The Problem

Why fuel tax is its own discipline

  • 01 Federal motor fuel excise tax is paid at the rack — but credits exist for off-road / exempt use.
  • 02 State excise rates vary by state, by grade, and by use case.
  • 03 Prepaid sales tax on fuel (most states) gets calculated wrong or never reconciled.
  • 04 Off-road, agricultural, and exempt fuel refund claims often go unfiled because owners don't know they can claim them.
  • 05 Motor fuel tax return deadlines vary by state — some monthly, some quarterly — and late filing penalties add up fast for multi-state gas station operators.
  • 06 IFTA filing requirements for fleet fuel and cardlock operations add another layer of fuel tax compliance that most gas station bookkeepers aren't trained to handle.

What's Included

Exactly what you get

Every piece of work delivered as part of this service. No "we'll figure that out" — the scope is the scope.

Federal motor fuel excise tax tracking & return support (Form 720)
State excise tax tracking per state of operation
Prepaid sales tax on fuel reconciliation (against your supplier)
Off-road / exempt fuel refund claim preparation (Form 4136 / state equivalents)
IFTA filing support if you operate cardlock or fleet fuel
Excise tax audit support
Motor fuel tax return preparation — federal and state, every filing period
Fuel excise tax filing with automated deadline tracking
Fuel tax compliance calendar with reminders for every jurisdiction you operate in

How We Do It

The actual process — step by step

1

Map your tax profile

What states you operate in, what programs you participate in (off-road, agricultural, fleet, dyed diesel). This baseline drives your fuel tax compliance roadmap.

2

Reconcile to jobber statements

Excise tax shown on jobber statement gets reconciled and tracked. Prepaid sales tax on fuel reconciled separately — downstream petroleum accounting at the tax level.

3

Claim eligible refunds

Off-road, exempt-use, dyed-diesel — anywhere you're entitled to a credit, we prepare the claim. This is where fuel tax compliance pays for itself.

4

Prep returns & remit

Federal Form 720 quarterly. State motor fuel tax return per state schedule. IFTA filing per quarter. Refund claims at filing or quarterly.

You stop paying tax you don't owe. Refund claims that have been sitting unfiled get filed. Returns are on time and accurate.

— what owners typically say after the first full month

FAQ

Frequently asked questions

Maybe. If you sell to farmers, governments, or other exempt customers, there are refund mechanisms. We review on the intake call.
Motor fuel tax returns are signed and filed by the entity. We prepare them, you (or your CPA) sign and file.
If you operate fleet vehicles or cardlock, IFTA filing and registration may apply. Our fuel tax compliance team supports the filings.
It depends on your state and volume. Some states require monthly motor fuel tax return filing, others quarterly. Federal Form 720 is quarterly. Our fuel tax compliance calendar tracks every deadline for you.
Penalties vary by jurisdiction, but they typically include both a fixed late-filing penalty and interest on unpaid tax. For multi-state gas station operators, late motor fuel tax return filings can stack up quickly. Our fuel excise tax filing service ensures nothing is missed.

Related Services

Often paired with this one

Multi-Category Sales Tax

Sales tax done right — taxable vs. exempt, tobacco taxed one way, prepared food another, multi-state sales tax filing support. Our sales tax c-store service handles the complexity so gas station owners don't face audit surprises.

See the service →

Gas Station Entity Tax Support

Gas station tax preparation, dealer vs. lessee analysis, environmental / UST compliance cost tracking. Whether you're an S-corp gas station, LLC, or partnership — our gas station CPA team prepares returns that reflect how your station actually runs.

See the service →

Jobber / Supplier Statement Reconciliation

Reconcile every fuel delivery to your jobber statement. Catch missing branded fuel supply credits, fleet card rebates, and pricing mismatches. Our jobber statement audit service recovers money most gas station owners never knew they were losing.

See the service →

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Book a Free Books Review

Find out what your numbers are really telling you.

Book a free books review. We'll look at your setup, show you what's missing, and tell you exactly how we'd fix it. No pressure, no obligation.

  • 30-minute call, your time
  • We look at a sample of your books
  • Clear scope & pricing afterward

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