Generate SARS-compliant expense reports and exports
Exporting Expenses for SARS
Generate SARS-compliant expense reports and exports for your tax return.
Overview
When it's time to file your tax return or meet with your accountant, ProcessX makes it easy to export your expense data in formats that meet SARS (South African Revenue Service) requirements.
Export Options
1. CSV Export
Ideal for:
- Sharing with accountants
- Importing into other software
- Detailed analysis in Excel
2. PDF Report
Ideal for:
- Printing for records
- Submitting as supporting documents
- Professional presentation
3. Summary Report
Ideal for:
- Quick overview for tax return
- Category totals for ITR12
- Year-end review
How to Export Expenses
Step 1: Go to Reports or Expenses
You can export from two locations:
- Reports > Expense Summary
- Expenses > Export button
Step 2: Select Date Range
Choose the tax year you're exporting for:
- 2024/2025 Tax Year: March 2024 - February 2025
- Custom Range: Select specific dates
Learn more about tax year dates on SARS.
Step 3: Apply Filters (Optional)
Narrow down your export:
- By category
- By vendor
- By amount range
- Include/exclude specific items
Step 4: Choose Format
Select your preferred format:
- CSV: Spreadsheet format
- PDF: Document format
- Excel: .xlsx file
Step 5: Download
Click Export or Download to get your file.
Understanding the Export
CSV/Excel Fields
| Column | Description |
| Date | Expense date |
| Description | What was purchased |
| Category | Expense category |
| Vendor | Where purchased |
| Amount | Total including VAT |
| VAT | VAT portion (if applicable) |
| Net Amount | Amount excluding VAT |
| ProcessX Category | SARS ITR12 Section |
| Office Supplies | Paragraph (a) - Other expenses |
| Professional Services | Paragraph (a) - Legal/Accounting |
| Travel | Paragraph (a) - Travel expenses |
| Vehicle (actual) | Paragraph (a) - Motor vehicle expenses |
| Vehicle (logbook) | Travel Allowance section |
| Home Office | Paragraph (a) - Home office expenses |
Deduction Summary Report
For easy tax filing, use the Deduction Summary:
This report shows:
- Total deductible expenses
- Non-deductible items (excluded)
- Category totals matching SARS requirements
- Supporting notes
What to Give Your Accountant
When sharing with your accountant, provide:
Need a registered tax practitioner? Find one on the SARS website.
Keeping Records
SARS requires you to keep records for 5 years. See the SARS record-keeping requirements. ProcessX stores:
- All expense data
- Uploaded receipts
- Export history
- Report archives
You can always re-export historical data.
Provisional Tax Payments
For provisional tax (IRP6), export quarterly:
- First period: March - August
- Second period: September - February
- Third period (top-up): After year-end
External Resources
- SARS eFiling - File your tax returns online
- SARS Personal Income Tax - Official tax information
- SARS Tax Rates - Current tax tables
Related Articles
- Managing expense categories
- Deduction summary reports
- Exporting for your accountant
- Understanding tax computation
Last updated: March 2025
Topics covered: