A Simple, Straightforward Guide to VAT for Small Businesses
No matter what type of entity you’ve registered, you’ll face a few tax obligations along the way. One of these might be Value‑Added Tax (VAT). If VAT feels intimidating, don’t stress. Here’s a clear, practical breakdown of what it is, when you need to register and how to stay compliant.
When You Need to Register?
SARS has two main VAT registration thresholds:
- Compulsory registration: If your business earns more than R2.3 million (previously R1 million) in any rolling 12‑month period, you must register!.
- Voluntary registration: If you’ve earned more than R50 000 in the past 12 months, you may register voluntarily.
Voluntary registration does add admin, although it can help your cash flow because you’re able to claim the VAT back on your business expenses.
So, What Exactly Is it?
VAT is an indirect tax. That means it’s not taken directly from your income. Instead, it’s added to the price of most goods and services at the current rate of 15%.
Here’s the basic flow:
- You buy goods or services from a supplier. The price you pay includes VAT.
- You sell goods or services to your customers and charge VAT on those sales.
- You pay SARS the difference between what you collected (output VAT) and what you paid (input VAT).
VAT applies whether you’re selling, renting out, or supplying goods or services in almost any form. Any invoice MUST include VAT.
How to Register
To register, you complete the process online via efiling OR go to your local SARS Branch. Once SARS processes it, they’ll send you:
- Your VAT registration number
- The date your registration becomes effective
- Your allocated VAT tax period
A “vendor” is simply anyone required to register for VAT. This includes individuals, companies, trusts and estates. An “enterprise” is any ongoing activity in South Africa where goods or services are supplied, whether you’re making a profit or not.
Staying Compliant
If you make a sale, you must issue a proper tax invoice. This is the most important document in the VAT system. It must include:
- The value excluding VAT
- VAT at 15%
- The total including VAT
- The customer’s name, address and VAT number
- Your business name, address and VAT number
During each VAT cycle, you total your sales and calculate your output VAT using the VAT fraction 15/115. To claim input VAT, you must have a valid tax invoice from your supplier. Input VAT must be separated between capital items and normal operating expenses.
VAT Categories (Tax Periods / Filing Frequency)
- Category A: Filed every two months (ending on odd-numbered months: Jan, Mar, May, July, Sept, Nov).
- Category B: Filed every two months (ending on even-numbered months: Feb, Apr, June, Aug, Oct, Dec).
- Category C: Filed monthly. Mandatory for large vendors whose turnover exceeds R30 million in a 12-month period, or optional for smaller vendors who prefer monthly accounting.
- Category D: Filed every four months. Applicable to specific vendors (often involved in farming activities) with a turnover of less than R1.5 million per year.
- Category E: Filed every six months (ending in February and August for farmers) or annually (for companies/trusts focused solely on letting fixed property or renting out movable goods).
You must submit your VAT return within 25 days after the end of your VAT period. Late submissions attract:
- 10% penalty
- Interest at SARS’ standard rate
Also, keep all VAT‑related records for five years, as SARS can request them at any time.
Making VAT Payments
Your payment deadline depends on how you submit:
- Electronic submissions: Pay by the last business day of the month after your VAT period ends.
- Manual submissions: Pay by the 25th day after the VAT period ends.
You can pay via:
- EFT
- Debit order through eFiling
- Participating banks
For a more in depth look at VAT, read this article
Please note: These are just guidelines and the facts may change. Please contact us to keep up to date.