Provisional Tax Season Is a Team Sport, and Here's How We Get Through It

We’re in the final stretch before the provisional tax deadline, and for many South African accountants, this is when the pace picks up and every hour feels shorter. Provisional tax season isn’t just about submissions; it’s about coordination, planning, and managing both clients and internal teams so that everything gets done on time, without unnecessary stress. With technology and client expectations constantly evolving, the firms that thrive are the ones that treat provisional tax season like a team sport, with everyone playing their part.

The challenge, of course, is that the last few weeks before the deadline can be a blur of client follow-ups, data gathering, SARS submissions, and double-checking calculations. It’s easy to get stuck reacting instead of proactively managing the process. But this is where a structured, collaborative approach makes all the difference.

Here are some actionable steps to keep your team focused and on track in these final weeks:

Start with a priority list. 

Identify the “problem cases” first: the clients who are historically slow to respond, have incomplete records, or require more back-and-forth. Getting them out of the way early means you won’t be scrambling at the last minute when the clock is ticking. This also gives you time to deal with any SARS-related issues that might arise without disrupting the rest of your schedule.

Work in phases, not chaos. Instead of tackling tasks randomly as they come in, split your workload into clear phases: data collection, review, submission, and follow-up. This allows the team to work in sync, with everyone knowing exactly which stage each client is in. By grouping similar tasks, you cut down on context-switching and reduce the risk of errors.

Keep communication centralised. Whether it’s email, SMS, or an internal messaging system, keep all client communications in one place. This way, you don’t lose track of who has been reminded, who has sent in their documents, and who still needs a follow-up. If you can bulk-message clients in similar categories, like those in the same industry or with the same service type, you save time and keep messaging consistent.

Assign clear ownership. In a busy season, “someone will handle it” can quickly become “no one handled it.” Assign each client to a specific team member, and make sure they’re responsible for moving that file forward. This creates accountability and makes it easy to see where progress is stalling.

Make SARS eFiling work for you. Integrations and bulk actions are your friend. If your software allows you to submit multiple IRP6s in one go or automatically pull through client data from SARS, use it. Manual submissions eat up time and increase the risk of human error. There’s no reason to be stuck in a purely manual process when smarter tools, like www.DreamTax.co.za can take care of the repetitive work.

Set internal deadlines ahead of SARS. If the official deadline is at the end of the month, create an internal deadline a few days earlier. This buffer is your safety net for unexpected delays, whether that’s a client’s late payment, a SARS system downtime, or a last-minute change to the calculation.

Debrief and document for next time. Once the season ends, take the time to note what worked well and what didn’t. Which clients caused delays? Which processes could be automated? Which communication templates saved the most time? Treat each season as an opportunity to refine your workflow for the next one.

Provisional tax season will always be busy, but it doesn’t have to be chaotic. By planning ahead, working as a coordinated team, and using the right tools, you can get through these final weeks with fewer late nights and more confidence in every submission you make. In the end, it’s not just about meeting the deadline; it’s about building a process that works year after year.