Every year, as April rolls around and the days get shorter, many South African business owners start to feel a familiar tension in the air—not from the changing seasons, but from the looming pressure of tax season. For some, it’s a frantic scramble through drawers of receipts and spreadsheets filled with numbers that no longer make sense. For others, it’s a quiet, gnawing anxiety: Did I miss something? Will SARS come knocking?

But tax season doesn’t have to feel like a storm you didn’t see coming. With the right preparation, it can be a moment of clarity—a chance to take stock of your business’s progress, tighten your operations, and even find new ways to save.

I remember sitting with a client, a small-business owner from Cape Town, who’d come to me just weeks before the filing deadline. Her books were all over the place, payroll figures didn’t line up, and she hadn’t submitted a VAT return in months. She looked at me and said, “I honestly don’t know where to start.” Within two weeks, we’d not only filed everything correctly but helped her discover missed deductions from earlier in the year—enough to make a noticeable difference to her cash flow.

This article is designed to help you avoid that last-minute panic. Whether you’re a seasoned business owner or just getting started, you’ll learn the key steps to prepare your business for tax season—calmly, confidently, and on your terms.

Know Your Tax Deadlines

Let’s start with the simplest, yet most overlooked tax preparation step—knowing your deadlines.

Deadlines are like traffic signs on the business highway. Miss one, and you could be facing penalties, interest charges, or worse—a visit from SARS. Yet, every year, thousands of SMEs file late or scramble to beat the clock, simply because they didn’t have their dates mapped out.

Here’s what you need to remember:

• Provisional taxpayers (including many SMEs) need to file twice a year—first by end of August and again by end of February.

• Non-provisional taxpayers typically submit once a year between July and October (dates may vary based on SARS announcements).

• VAT submissions, PAYE filings, and other regulatory reports come with their own monthly or bi-monthly due dates.

If you’ve ever missed a deadline, you’re not alone. One client in Durban once told me, “I thought I had until the end of the year.” Turns out, he was three months late on a VAT return and was facing a 10% penalty plus interest. The kicker? It could’ve been avoided with a simple calendar reminder.

Here’s what to do:

• Use a digital calendar (like Google Calendar or Outlook) to set recurring reminders.

• Subscribe to the SARS eFiling calendar for real-time updates.

• Consider using accounting software like Xero or Sage, which sends automated filing alerts.

• Most importantly, block off time in your calendar—not just to file, but to review and prepare in advance.

Deadlines aren’t just dates on a page. They’re opportunities to build habits, create order, and show SARS (and yourself) that your business is on top of its game.

Organise Your Financial Records Year-Round

If tax deadlines are the road signs, then your financial records are the vehicle you’re driving. And let’s be honest—no one wants to arrive at tax season driving a car with missing tyres and no steering wheel.

One of the most common reasons small businesses run into trouble during tax season is disorganised or incomplete records. I once worked with a Gauteng-based entrepreneur who ran a successful courier service. Brilliant at operations, but his “filing system” was a shoebox under his desk stuffed with fuel receipts, tollgate slips, and handwritten notes. We had to spend hours sorting through faded slips and guessing which expenses belonged to which month. The delay cost him both time and missed deductions.

What you should be keeping track of:

• Invoices issued and received

• Bank statements

• VAT documents

• Payroll records and EMP201 submissions

• Receipts for business-related expenses

• Loan and asset documents

And here’s the kicker: SARS can request supporting documents years after submission. If your filing system is based on memory or the “I’ll do it later” method, you could be setting yourself up for stress and possible non-compliance.

Simple ways to stay organised:

• Use cloud-based tools like Dext, Zoho Books, or Xero, which allow you to scan and upload receipts in real-time.

• Reconcile your accounts monthly—not just at year-end. This means matching every expense and income entry with a supporting document.

• Store your digital records in folders by category and month, and always back them up securely.

Consider this:

• Are your financial documents scattered across WhatsApp, email, and desk drawers?

• If SARS called today, could you produce supporting documentation within 24 hours?

One of my clients, a bakery owner in Bloemfontein, started doing monthly check-ins with his accountant. Not only did he breeze through tax season, but he also found R30,000 in overpaid VAT through proper documentation. That’s what staying organised can do—it’s not just about survival, it’s about uncovering opportunities you might otherwise miss.

Understand What You Can Claim

Imagine trying to complete a puzzle but throwing away half the pieces before you even start. That’s what it’s like when SMEs overlook deductible expenses—they miss out on legitimate savings that could make a real difference to their bottom line.

Many business owners in South Africa, especially those just starting out, either don’t know what they can claim or are too cautious to try. Others get caught in the opposite trap—claiming too much and triggering a red flag at SARS. The sweet spot lies in understanding what qualifies, keeping proof, and applying it correctly.

So, what can SMEs typically deduct?

• Home office expenses (if it’s a dedicated business space)

• Travel costs, including fuel and vehicle wear-and-tear

• Internet and phone bills (proportional to business use)

• Marketing and advertising

• Professional services (legal, accounting, consultants)

• Staff salaries, UIF, and benefits

• Training, software subscriptions, and business tools

A client in George, who runs a design agency from home, once told me, “I didn’t know I could claim part of my rent and electricity.” After walking him through the criteria, he saved over R10,000 in one year by fairly apportioning his home expenses.

But here’s the catch:

You need documentation—invoices, receipts, logs—to back every claim. And the expense must be directly related to the running of your business. That dinner out with friends? Probably not deductible. But the fuel to meet a client? Absolutely.

Ask yourself:

• “Am I missing out on deductions I don’t even know exist?”

• “Am I confident that everything I’m claiming could pass a SARS audit?”

If there’s uncertainty, this is exactly where a professional accountant can add value—not just in compliance, but in identifying legal, ethical ways to reduce your tax burden. It’s not about bending rules—it’s about knowing the rules and using them wisely.

Hire a Professional (and Why It’s Worth It)

Think of your accountant like a GPS for your business finances. You can get to your destination without one—but you’re likely to take longer, hit more detours, and possibly land in the wrong place entirely.

Many South African business owners hesitate to hire a professional because they see it as an unnecessary cost. But here’s the reality: a good accountant doesn’t just help you submit your tax return—they help you strategise, save, and stay compliant all year round.

I once worked with a construction company in Nelspruit that had been handling their own taxes for years. When they brought me in, we uncovered overlooked VAT refunds, unclaimed depreciation on equipment, and payroll compliance issues that could have resulted in hefty penalties. After fixing everything and streamlining their processes, they were shocked to see how much they had left on the table. Their accounting fees paid for themselves several times over.

Benefits of working with a professional:

• Expert knowledge of SARS regulations, deductions, and compliance requirements.

• Tailored advice based on your industry and business model.

• Time savings—you focus on growth while they handle the paperwork.

• Audit protection—proper documentation and preparation reduce your risk.

What to look for in an accountant:

• Registered with a recognised body (e.g., SAIPA, SAICA, or SAIBA).

• Experience working with SMEs in your industry.

• Transparent pricing and clear communication.

• Willingness to engage proactively—not just at year-end.

Consider this:

• “Am I confident in my ability to handle complex tax issues alone?”

• “Do I know what my accountant has saved me this year—or just what they’ve charged?”

Working with the right accountant isn’t a cost—it’s a business advantage. It’s the difference between reacting to tax season with stress, or approaching it with strategy.

Use the Right Tools

You wouldn’t try to run a modern business with a fax machine and a flip phone—so why manage your finances with outdated methods? In today’s fast-paced business environment, the right tools can turn tax season from chaos to control.

I once consulted with a retail business in Polokwane that was still doing all their bookkeeping in Excel. Every VAT return meant manually tallying hundreds of transactions, checking slips, and reconciling mismatched figures. After introducing them to cloud accounting software, they cut their monthly admin time by over 70%. The owner told me, “I finally have time to focus on the business instead of being stuck in it.”

Top tools for South African SMEs:

• Xero – Ideal for small businesses. Offers bank feeds, automated invoicing, and VAT reporting.

• Sage Business Cloud – Well suited for local compliance. Great for payroll integration.

• QuickBooks Online – Easy to use, solid reporting, and excellent support.

• Receipt Bank (now Dext) – Scan and store receipts digitally with ease.

• SimplePay – Seamless, compliant payroll for SA businesses.

What these tools can help with:

• Automate VAT calculations and submissions.

• Track income and expenses in real time.

• Generate SARS-compliant reports at the click of a button.

• Create digital audit trails with backups of every document.

Questions to consider:

• “Is my current system helping me work smarter—or making life harder?”

• “Do I have real-time visibility into my business’s financial health?”

Investing in technology isn’t just about efficiency. It’s about confidence. With the right systems in place, tax season becomes less of a guessing game—and more of a smooth, repeatable process.

Conclusion: Take Charge of Tax Season—Before It Takes Charge of You

Tax season doesn’t have to feel like an ambush. With a bit of planning, the right tools, and a strong support system, it can become just another part of running your business—predictable, manageable, and even empowering.

We’ve walked through the key steps:

• Knowing your deadlines

• Keeping your records tidy

• Understanding what you can claim

• Knowing when to call in a pro

• Leveraging technology

• And planning ahead—before the pressure mounts

Each step is a small investment in clarity and control. And when combined, they help you move from reactive to proactive—so you’re not just surviving tax season, you’re using it as a checkpoint for smarter decision-making and long-term growth.