You're ready to submit a tender. Your team has worked on it for a week. You attach all your documents, hit send... and then a week later you get the rejection email: "Tax clearance expired."
One expired document. Hours of work wasted. Tender lost.
This happens to companies constantly because nobody is tracking expiry dates. Here's how to make sure it never happens to you.
Expiry dates that will disqualify your tender
Tax clearance (expires 12 months)
Your tax clearance from SARS is valid for 12 months from issue date. After that, it's expired—and an expired tax clearance means automatic rejection in almost every government tender in South Africa.
What to do:
- Get a new Tax Compliance Status (TCS) from SARS eFiling 6-8 weeks before your current one expires
- Set a calendar reminder for 8 weeks before expiry
- Keep both the PDF and the pin code in a safe place
- Don't wait until the last minute—delays happen and you don't want a gap
B-BBEE certificate (expires 12 months)
Your B-BBEE certificate from a SANAS-accredited agency is valid for 12 months. After that, it's expired.
If you submit a tender with an expired B-BBEE certificate:
- Either you get 0 B-BBEE points (and lose the tender because of it)
- Or you're disqualified entirely if B-BBEE is a mandatory requirement
What to do:
- Start the renewal process 8-10 weeks before expiry (verification takes time)
- Contact your SANAS-accredited verification agency and schedule the verification
- Set a calendar reminder 12 weeks before expiry (to give yourself buffer time)
- For EMEs (under R10 million turnover), you can get a new affidavit quickly from a commissioner of oaths
- Keep your old certificate until you have the new one (don't let it lapse)
Company registration (annual compliance check)
Your CIPC registration isn't strictly an "expiry date" but it can lapse if your company hasn't filed its annual compliance documents. Check CIPC to make sure your registration is active.
What to do:
- Know your annual filing date (usually your company's anniversary)
- File your annual return before the deadline
- Verify on CIPC that your registration is active
- Some tenders ask for a certificate of good standing from CIPC—get one when your registration is active
Professional certifications and licenses
Depending on your industry, you might need:
- CIDB registration (construction) – expires annually, renewal date on your card
- Professional indemnity insurance – typically annual renewal
- Safety certifications (OSHA, site safety, etc.) – check issue dates
- Quality certifications (ISO, SABS, etc.) – usually 3-year validity
What to do:
- Make a list of every certification you use in tenders
- Write down the expiry date for each
- Set calendar reminders 6-8 weeks before each expiry
Bank letter (fresh, recent)
Bank letters don't technically "expire" but most tenders require them to be recent (usually within 3 months). An old bank letter can cause a tender to be rejected or raise flags.
What to do:
- Get a new bank letter from your bank (stamped, original) no more than 3 months before submitting a tender
- Get multiple copies so you have backup
- Store originals carefully—banks won't replace lost originals quickly
The expiry date tracking checklist
Print this out or create a simple spreadsheet. Update it monthly. This is your lifeline for compliance.
| Document | Issue Date | Expiry Date | Reminder Date (8 weeks before) | Renewed? |
|---|---|---|---|---|
| Tax Clearance (SARS) | ||||
| B-BBEE Certificate | ||||
| CIPC Registration | N/A (annual check) | |||
| Professional Certification (CIDB, etc.) | ||||
| Insurance Certificate |
How to never have an expired document when you need it
1. Keep a compliance calendar
Whether it's a shared Google Calendar, Outlook, or a physical wall calendar, mark every expiry date. Set reminders for 8 weeks before each one.
2. Renew early, not on the last day
Don't renew your tax clearance on the exact date it expires. Renew 4-6 weeks before. Delays happen. Processing takes time. You don't want a gap.
3. Store documents centrally
Not scattered across email, drive folders, and desk drawers. One place where you and your team can find any document in 30 seconds.
This is critical if you're working with a team—everyone needs to know where current documents are.
4. Use reminders that actually reach you
Don't rely on your memory. Set calendar alerts, email reminders, whatever it takes. When 8 weeks before expiry hits, you need to know immediately.
5. Use a system that tracks for you
If you're managing this manually with spreadsheets and calendar alerts, you're one busy week away from missing a renewal. BidReady tracks all your compliance document expiry dates and sends you alerts automatically.
What happens if you miss a renewal
If tax clearance expires
Your next tender bid will be rejected at compliance. No exceptions. Learn why tender rejection happens and how to prevent it.
If B-BBEE expires
Your bid will either get 0 B-BBEE points or be rejected if B-BBEE is mandatory. Either way, you lose.
If CIPC compliance lapses
Your company is technically not in good standing. Tenders may be rejected. Large contracts may be at risk if the client discovers this.
If professional certifications expire
You may not meet the tender's requirements. Automatic disqualification.
The cost of an expired document
Renewing a document costs $50-500 depending on what it is and how quickly you need it. Missing a renewal costs:
- Rejected tenders ($10,000-$500,000+ in lost revenue per tender)
- Wasted preparation time (8-20 hours per tender)
- Lost opportunity (tenders don't come around again)
- Damaged reputation (if you were shortlisted, your team will remember you didn't follow through)
The ROI on staying compliant is obvious.
Bottom line
One expired document can cost you millions in lost revenue. Keep all your compliance documents current, track expiry dates obsessively, and renew early before deadlines. This is non-negotiable if you want to win government tenders.
Try BidReady
BidReady automatically tracks all your compliance document expiry dates and sends you alerts 6-8 weeks before each one expires. So you never have to wonder if something is outdated.
Sign up free and stop worrying about expired documents.
