Just crossed the VAT threshold and out of your depth — who to get in

Crossing the VAT threshold is a milestone that catches many business owners off guard. Revenue has grown — that's good — but suddenly you're liable to register for VAT, your invoices must change, your bookkeeping gets more complex, and you have to file a return every month or quarter. It's real money, real deadlines, and real penalties if you get it wrong. The good news is that you don't have to figure this out alone, and the right help can turn VAT from a source of dread into a routine part of running your business.

When you first register, the temptation is to handle it yourself: you've been managing your books so far, why not just learn VAT? The answer depends entirely on what your time is worth and how comfortable you are with tax law that changes, offset claims that have specific rules, and the cost of a filing mistake. A VAT mistake doesn't just cost you the unpaid tax; SARS adds interest and penalties. For many business owners, handing VAT to someone competent costs less than the risk.

What different providers actually do

The person you need exists somewhere on a spectrum, and understanding the difference saves you hiring the wrong person.

At one end are accountants and tax practitioners who specialise in VAT compliance. They understand the rules deeply, they know how to handle edge cases (like goods you export, or services to other businesses), and they'll spot opportunities to reduce your VAT liability legally. They charge more, but they're built for complexity and they carry professional indemnity insurance. Ask if they're registered with the relevant professional body — this matters if something goes wrong.

In the middle are bookkeepers who offer VAT filing as part of a broader service. They keep your records in order and submit your return on time, but they're not tax specialists. They're reliable for straightforward VAT if your business is uncomplicated, and they're often cheaper and more accessible than a full accounting firm.

At the lower-cost end are people who "do VAT" — sometimes found through word of mouth, sometimes offering services informally. They may be competent, but you have no professional recourse if something breaks, and SARS will still hold you responsible for any errors. This is the riskiest option, especially when you're new to VAT.

The right choice depends on your business type, the size of your VAT liability, and whether you have regular complexities. If you're importing stock, exporting services, claiming substantial input tax, or operating across different VAT categories, a specialist is worth the cost. If you're a simple service business with straightforward invoicing, a competent bookkeeper may be enough.

Getting started on the right foot

Before you hire anyone, make sure your own house is in order. Pull together your business registration documents, your revenue records for the period leading up to registration, all invoices issued and received since you became liable, and any bank statements. The first VAT return is where mistakes often hide because the records aren't clean.

When you talk to a potential provider, ask them what they need from you and how often. Ask whether they'll handle the SARS registration itself or whether you'll do that and hand them the credentials. Ask who's responsible for what — you filing the return yourself with their numbers, or them filing it in your name. Ask how they'll communicate: will they give you a monthly summary, or do you just get the bill? And ask what happens if SARS queries your return — are they included in fixing it, or does that cost extra?

Most importantly, check what records and software they'll expect you to use. Some practitioners want you on QuickBooks or Pastel; others work with simpler spreadsheets. The easier it is to feed them what they need, the smoother things run.

Finding someone who fits

Your first step is to stop guessing and start asking around — accountants at your bank, other business owners in your field, online forums for your industry. Word of mouth still works. Then narrow it down to two or three people and ask for quotes. A quote should spell out what they'll do, how often you'll hear from them, and what it costs per return.

When you're ready to bring someone on, platforms like Strove let you see who's verified and read what others have experienced. You can compare practitioners side by side, see their credentials, and reach out to several without cold-calling. That confidence matters when you're handing over something this important.