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Return Preparation Workflows

Tax return preparation follows a structured cycle in AtlasOS, from initial document collection through to filing confirmation. Task templates standardise this process across your client base, ensuring consistency and reducing the risk of missed steps.

The return preparation cycle​

Every tax return follows a four-stage workflow:

1. Preparation​

The account manager collects supporting documents, captures relevant data, and prepares the return workpapers. During this stage:

  • Source documents are requested via the client portal or collected through the Smart Inbox
  • Checklists ensure all required schedules and supporting information are gathered
  • The compliance obligation status moves to In Progress

2. Review​

A partner or senior manager reviews the completed workpapers and return calculations. During this stage:

  • The obligation status moves to Under Review
  • Review notes and queries are logged against the task
  • If corrections are needed, the task is sent back to the preparer with comments

3. Submission​

Once approved, the return is submitted to SARS via eFiling. The obligation status moves to Submitted and the submission date is recorded.

4. Filing confirmation​

After SARS acknowledges receipt, the obligation status moves to Filed. Any assessment notices or correspondence are captured in the Smart Inbox and linked to the entity.

Task templates​

Task templates define the standard checklist for each return type. You can create templates for:

  • ITR14 company returns -- Financial statements, tax computation, assessed loss schedules, SBC qualification checks
  • ITR12 individual returns -- IRP5 certificates, medical aid certificates, retirement fund contributions, rental income schedules
  • ITR12T trust returns -- Trust deed review, distribution resolutions, beneficiary allocations, IT3(t) reconciliation
  • Provisional tax calculations -- Estimated taxable income, turnover projections, prior year assessment comparison
  • VAT201 returns -- Input/output reconciliation, import VAT, deemed supplies, apportionment calculations

Templates are created in Settings > Task Templates and can be assigned to compliance obligations automatically or manually.

Using checklists​

Each task template includes a checklist of items that must be completed before the task can advance to the next stage. Checklists support:

  • Mandatory items -- Must be ticked before the task can be marked as complete
  • Optional items -- Informational steps that are useful but not blocking
  • Assignee-specific items -- Steps allocated to a specific team member
  • Document links -- Checklist items can reference uploaded documents in the entity's file store

Bulk operations​

For practices managing a large client base, AtlasOS supports bulk operations across return preparation workflows:

  • Bulk assign -- Allocate a batch of returns to a team member based on entity portfolio
  • Bulk status update -- Move multiple obligations forward in the workflow simultaneously
  • Bulk template application -- Apply a task template to all entities of a given type for a specific tax period
  • Progress dashboard -- View completion rates across your full client base, filterable by return type, team member, and status

Linking to the compliance calendar​

Return preparation tasks are linked directly to compliance calendar obligations. When a task is completed and marked as Filed, the corresponding compliance obligation updates automatically. This two-way linkage ensures that the compliance calendar always reflects the true state of return preparation.

Next steps​