Questions to ask before letting someone file VAT in your name

You're sitting across from someone who's offered to handle your VAT filings. Maybe they've been recommended by a friend, quoted you a rate that sounds reasonable, or promised they'll take the stress off. Before you hand over access to your VAT portal, bank details or tax records, you need answers to some hard questions—not because you're paranoid, but because your liability doesn't end when you pass the work on.

Here's what you need to know: a VAT submission carries your name and your signature (or your authorisation). SARS holds you accountable for what gets filed, regardless of who submitted it. Getting this wrong isn't a minor accounting hiccup; it can mean penalties, interest, audit headaches, and reputational damage. So before you hand anything over, ask the right questions and listen to how they answer.

The questions that matter most

"What's your registration with SARS and how do I verify it?" A legitimate tax practitioner—whether they're a registered tax practitioner, a CPA, or another qualified professional—should have a recognisable registration number or standing with SARS. Ask for it directly. They should volunteer this information without hesitation. If they say "I don't need one, I just help friends" or "SARS doesn't track us", that's a red flag. They might be competent with spreadsheets and forms, but there's no accountable trail if things go wrong. You should be able to verify their status yourself; if they can't tell you where to look, walk away.

"Who actually submits the return to SARS—you or me?" Listen carefully here. Some practitioners will file on your behalf using their own credentials; others guide you to submit it yourself. Both approaches can work, but they have different implications. If they're submitting it using your VAT registration number, ask how they authenticate to SARS (are they a SARS approved e-filer?). If you're submitting it yourself, ask them to walk through exactly what you'll do and when. A vague answer like "I'll sort it out" leaves you guessing about who SARS will chase if there's a problem.

"What happens if I disagree with the return before it goes in?" A good practitioner will show you the draft return and give you a window to review and question it. They should be open to explaining line items and adjusting if you've got a legitimate point. If they say "Just trust me" or "You don't need to see it until it's done", that's a warning. You're signing off on this (directly or by authorisation), so you need to understand it. A practitioner who rushes this step or dismisses your questions is not managing your risk—they're managing their time.

"What records do you need from me and how will you store them?" They should ask for specific items: invoices, bank statements, expense receipts, payment proof, journal entries. If they're vague about what they need, their return will be guesswork. On storage, they should explain whether they'll keep records digitally, how long they'll hold them, and whether your data is encrypted or backed up. Given POPIA and general sense, a professional should treat your financial records with real care.

Red flags and what to do

Watch for practitioners who:

• Quote a price with no mention of what's included or how many returns that covers
• Can't explain why the return looks the way it does
• Rush you or don't want questions
• Won't give you any written agreement or scope
• Suggest aggressive deductions "everyone uses" without audit trail or documentation
• Have no verifiable background or references

If someone ticks two or more of these boxes, find someone else. Whatever a practitioner charges, make sure that price includes a written scope, verifiable credentials, and a willingness to show you the draft return before it's filed—those are the things that actually protect you from a botched return, not the fee itself.

When you're ready to move forward with someone you trust, make sure they're willing to put the key points in writing: what they'll do, when, what you need to provide, and how you'll communicate. On Strove, you can find verified bookkeepers and tax practitioners who have background checks and client reviews—a good starting point if you're starting from scratch and need to know you're not guessing.

Your VAT practitioner is not just someone who fills out forms. They're someone who's protecting your business from tax problems. Choose accordingly.