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SARS Correspondence Integration in DataGrows

Keeping track of SARS correspondence can be time-consuming, especially when managing hundreds or thousands of client records.

Written by Mariska

DataGrows simplifies this process by centralising SARS correspondence management, allowing your team to download, organise, track, and link SARS communications directly to your workflows.

Once connected to the SARS API, DataGrows helps ensure that important SARS correspondence is visible, accessible, and linked to the right client and task.

The goal is simple: spend less time searching for SARS letters and more time acting on them.

Before You Start

Before using the SARS Correspondence module, your firm's SARS eFiling portfolio must already be connected through the DataGrows SARS API.

If you have not yet completed the integration, please refer to the:

Connect SARS to DataGrows via API guide first.

You will also need:

✅ A linked SARS Portfolio

✅ Correct client registration numbers

✅ Linked taxpayers in DataGrows

Without these prerequisites, correspondence cannot be retrieved successfully.

What is SARS Correspondence Download?

The SARS Correspondence feature allows DataGrows to retrieve SARS-issued notices and letters and store them within the system.

Examples include:

  • Assessments

  • SARS Notifications

  • Compliance Letters

  • Verification Requests

  • Tax Correspondence

  • Registration Communications

  • Other SARS-issued Documents

Instead of manually downloading and filing these communications, DataGrows helps centralise them within your client records and workflows.

How the Correspondence Integration Works

Once your SARS API integration is active:

  1. DataGrows connects to SARS.

  2. Correspondence is retrieved for linked taxpayers.

  3. Letters become available within DataGrows.

  4. Documents can be linked to relevant SARS tasks.

This provides a central repository for client correspondence and improves visibility across the team.

Client Setup Requirements

The most important requirement is maintaining accurate client registration information.

For correspondence to be downloaded successfully, the relevant SARS reference numbers must be saved on the client record.

Examples include:

Income Tax Number

Required for Income Tax correspondence.

VAT Number

Required for VAT correspondence.

PAYE Number

Required for PAYE-related correspondence.

Important: Simply having an Income Tax Number does not allow DataGrows to retrieve VAT or PAYE correspondence. Each registration number must be maintained separately.

Downloading SARS Correspondence

If correspondence has not yet been downloaded automatically, or you need correspondence immediately, you can request it directly.

Step 1: Navigate to the Clients Table

Open the Clients Table and locate the clients for whom you want to retrieve correspondence.

Step 2: Select the Clients

Tick the checkboxes next to the relevant clients.

You can:

  • Select a single client

  • Select multiple clients

  • Process clients in bulk

Step 3: Run the Download Action

Click:

Actions → Download SARS Correspondence

DataGrows will request available correspondence from SARS.

Step 4: View Downloaded Letters

Navigate to:

Task Departments → SARS → SARS Correspondence

This table displays all downloaded correspondence available within DataGrows.

Step 5: Download Documents

A download link will appear for each letter.

Simply click the download icon to:

  • View the document

  • Save a copy

  • Share it with colleagues

  • Send it to clients where appropriate

Automatic Correspondence Retrieval

As DataGrows continues to expand its automation capabilities, correspondence retrieval is increasingly being automated to reduce manual intervention.

The goal is for DataGrows to retrieve correspondence without requiring staff to:

❌ Log into SARS repeatedly

❌ Search individual taxpayers

❌ Download documents manually

❌ Save correspondence into folders

❌ Monitor multiple SARS portfolios constantly

This significantly reduces administrative work.

Managing SARS Correspondence

Downloading the document is only the first step.

The real value comes from managing correspondence within your workflow.

Linking Correspondence to SARS Tasks

One of the most powerful features of DataGrows is the ability to link correspondence directly to SARS tasks.

This ensures:

✅ The letter stays attached to the relevant work item

✅ Staff have complete context

✅ Documentation remains organised

✅ Audit trails are maintained

Example Workflow

A SARS verification letter is received.

The letter is:

  1. Downloaded into SARS Correspondence.

  2. Linked to the relevant SARS task.

  3. Attached to the correct tax period.

  4. Made available to the staff member responsible for the work.

Everyone involved can then access the document from the task itself.

Viewing Existing SARS Tasks

Within the SARS Correspondence area you can:

  • View existing SARS tasks for the client

  • Connect correspondence to a specific task

  • Associate letters with a particular tax period

This provides much stronger workflow management compared to storing correspondence separately.

Creating Missing Tasks

If correspondence exists but the relevant SARS task does not:

  1. Create the task in the SARS Tasks section.

  2. Link the correspondence to the newly created task.

This ensures that all SARS communications are tied back to operational work.

Maintaining a Complete Audit Trail

By linking correspondence to tasks, DataGrows creates a complete history of:

  • SARS communications

  • Task actions

  • Submission activities

  • Staff involvement

  • Client responses

This improves compliance management and simplifies future reviews.

Benefits of Managing Correspondence Through DataGrows

Improved Efficiency

Less time spent searching emails, eFiling, and folders.

Better Client Records

All correspondence becomes part of the client's permanent history.

Improved Team Collaboration

Anyone working on the task can access the correspondence immediately.

Stronger Compliance Visibility

Managers can easily monitor:

  • Outstanding matters

  • SARS responses

  • Compliance activities

Better Accountability

Linked correspondence makes it easier to:

  • Track turnaround times

  • Monitor progress

  • Follow up with SARS

  • Ensure nothing is missed

Best Practices

Keep Client Numbers Updated

Ensure Income Tax, VAT, and PAYE numbers are captured accurately.

Link Correspondence Immediately

Attach letters to the relevant SARS task as soon as possible.

Use Task Notes

Include notes explaining:

  • What the correspondence relates to

  • Required actions

  • Deadlines

  • SARS turnaround expectations

Review Correspondence Regularly

Checking newly downloaded correspondence should form part of your team's regular workflow.

Key Takeaways

✅ DataGrows centralises SARS correspondence management through the SARS API.

✅ Client registration numbers must be maintained correctly for correspondence retrieval to work.

✅ Correspondence can be downloaded individually or in bulk.

✅ Downloaded letters are stored within the SARS Correspondence table.

✅ Correspondence can be linked directly to SARS tasks and tax periods.

✅ Linked correspondence creates a complete audit trail for the client.

✅ Teams gain faster access to important documents and improve workflow management.

✅ Tracking correspondence inside DataGrows reduces the risk of missed communications and improves compliance visibility.

Remember: The real value of SARS Correspondence isn't simply downloading letters—it's linking them to the work that needs to be completed. By keeping SARS communications attached to client tasks, your team gains better visibility, stronger accountability, and a much more efficient compliance process. 🚀

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