What’s new and why it matters now
A new entrant in the AI-for-tax arena, TaxGPT, is pitching itself as a 24/7 copilot for tax professionals and businesses, with features that resonate for owner-operators and fleet finance teams. The platform promises cited answers to complex tax questions, quick drafting of client-ready memos and IRS notice responses, and document analysis that pulls insights from returns, financials and IRS letters. It also touts “Agent Andrew,” an AI review tool for 1040s, 1065s, 1120/1120-S and more, flagging potential errors and savings opportunities. For multi-state operations, TaxGPT highlights a state-by-state “Tax Matrix,” plus a client intelligence hub to store filings and entity relationships. The company says it’s SOC 2 Type II compliant, encrypts data at rest and in transit, and does not train models on client data. A free 14‑day trial is advertised.
Context for trucking: per diem and meal deductions
Meals and incidental expenses (M&IE) are a major line item for over-the-road drivers. Effective for travel on or after October 1, 2025 (covering the 2025–2026 period), the IRS kept the transportation industry’s special per diem at $80 per day within the continental U.S. and $86 outside CONUS. Owner-operators can use these rates to substantiate M&IE instead of saving every receipt, provided they meet the usual “away from home” and substantiation rules.
Separately, drivers subject to Department of Transportation hours-of-service limits may deduct a higher portion of meal costs than the general rule—an important nuance for independent truckers deciding between standard per diem and actual expenses. IRS Publication 463 explains which workers qualify and how the higher deduction works.
How fleets and owner-operators could use an AI tax copilot
- Draft faster IRS responses: When a CP2000 or other notice arrives, TaxGPT can help assemble a first-draft reply that cites relevant authority, saving hours before a CPA finalizes it.
- Research on the fly: Need to confirm whether per diem applies to a particular trip, or how state rules interact with your business structure? The tool’s cited Q&A and “Tax Matrix” aim to surface answers quickly.
- Review returns before filing: For small fleets filing as partnerships or S corps, “Agent Andrew” can flag mismatches, carryover issues, or overlooked elections across common trucking forms.
- Centralize documents: Upload K‑1s, prior returns, and driver paperwork for searchable analysis and a single audit trail during tax season.
- Anchor decisions to current thresholds: With per diem unchanged at $80/$86 for 2025–2026, AI‑assisted memos can document the rate used and support your files if questions arise later.
Data protection and practical cautions
Tax data is among a carrier’s most sensitive information. TaxGPT says it uses SOC 2 Type II controls, AES‑256 encryption, role-based access, and U.S.-based storage; it also states it doesn’t train its AI on your firm’s data. Those are table stakes for any platform touching SSNs, EINs, and driver records. Still, fleets should validate vendor claims, limit user permissions, and keep their Written Information Security Plan (WISP) current.
Treat AI output like a sharp tool—not a substitute for professional judgment. Have a qualified tax pro review memos or notice responses before they go out, and make sure your bookkeeping, driver logs, and per diem records align with IRS rules. Publication 463 remains the definitive reference for who qualifies for the higher meals deduction and what documentation the IRS expects.
Bottom line for trucking
Between tight margins and constant rule changes, time is money in trucking. An AI assistant that can generate cited answers, draft IRS correspondence, and cross-check returns could reduce the hours you and your CPA spend on routine work—freeing capacity for planning decisions that move the needle. Start by using it to standardize per diem documentation at the $80/$86 rates now in effect, pre-draft responses to common IRS notices, and perform a tech-aided “second look” on business returns before filing. Pair that with sound data hygiene and a pro’s final review, and AI can become a practical edge for both one-truck shops and midsize fleets.
Sources Consulted: TaxGPT product and security pages; IRS Notice 2025‑54 on transportation per diem; IRS Publication 463 (Travel, Gift, and Car Expenses).
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This article was prepared exclusively for truckstopinsider.com. For professional tax advice, consult a qualified professional.
