Keeping the right documents for SARS isn’t just about being organised — it’s about protecting your business in the event of an audit or verification.
So what does SARS expect you to keep on file?
Here’s a simple breakdown to help you stay compliant and audit-ready.
1. How Long Do You Need to Keep Records?
SARS requires businesses to keep certain records for at least 5 years from the end of the relevant tax period.
⚠️ Important: If you’ve been selected for an audit or your tax has not been assessed yet, you must keep those documents for longer.
2. What Financial Records Should I Keep?
Whether you’re a sole proprietor or running a (Pty) Ltd, here’s what you should retain:
✅ General Ledger / Trial Balance
✅ Annual Financial Statements
✅ Invoices issued and received
✅ Bank statements and reconciliations
✅ Cashbook records
✅ Debtors and creditors listings
✅ Petty cash records
3. VAT-Registered? Keep These Too:
If you’re VAT registered, SARS may request documents like:
✅ Tax invoices (with VAT number)
✅ Credit notes and debit notes
✅ Input VAT claim support
✅ Zero-rated and exempt supply evidence
📌 Pro tip: Don’t claim VAT without a valid tax invoice — it’s one of the most common triggers for a VAT audit.
4. What About Payroll Records?
If you’re paying employees (even just one), keep:
✅ Monthly payslips
✅ EMP201 returns (monthly PAYE submissions)
✅ EMP501 recon summaries
✅ IRP5/IT3a certificates
✅ Employment contracts
✅ UI-19 forms
SARS can request these as part of PAYE verification — even years later.
5. Business Expenses & Proof
You’ll need to support business expense claims with documents like:
✅ Supplier invoices or receipts
✅ Proof of payment (EFT, bank debit, etc.)
✅ Travel logbooks (for vehicle claims)
✅ Loan agreements (if claiming interest)
💡 If you claim it, keep the paperwork.
6. Store It Securely (and Digitally)
Paper fades. Files get lost. SARS accepts digital records — so we strongly recommend:
- Scanning all documents monthly
- Using a secure cloud backup (like Google Drive, Dropbox, or Sage)
- Keeping files neatly labelled by year and category
At BeanWise, we offer digital file reviews and backups as part of our monthly service.
Final Word: If SARS Asks, You Need to Show It
Your accountant can’t fix missing paperwork — and SARS won’t accept “I didn’t know” as an excuse.
✅ Keep your records.
✅ Organise them by tax year.
✅ Review them annually.
And if you’re unsure whether something needs to be kept — keep it anyway.
📦 Want help getting your records SARS-ready?
Let BeanWise do a quick compliance audit — we’ll let you know what’s missing before SARS does.