Taking Time Away From Your Bookkeeping Business

Downtime is inevitable in any business. Whether it's planned (a well earned holiday), or unplanned (sickness), it's important to have the systems in place to help you manage it - so you can successfully step away from your business and not fear that everything is going to fall apart.

I talk to a lot of bookkeepers about how to manage capacity, delegate effectively, and have a contingency plan, and the importance of having proper processes and procedures mapped out for your key functions and clients (and the associated team training, so people know where to find them and how to follow them!). All of this is super important in terms of running a best-practice, compliant and efficient business, though it is also vital in terms of allowing you to take a step back and spend time away from the business. 

This time of year is the perfect opportunity to reflect on how you are going to create a business that allows you to step away from it from time to time. 

For bookkeepers, who often carry the mental load of supporting clients, finding balance during this time is essential. However, some aspects of our work can’t be put on pause – payrolls need processing, suppliers still need paying, and essential deadlines must be met. The key is to plan effectively and communicate clearly, so you can still enjoy downtime while keeping things ticking over for your clients.

If your practice needs to stay partially open to support clients, preparation and teamwork are essential. In my practice, we map out everything that needs to happen over the holiday period, ensuring we’re well-organised and stress-free. We identify key tasks as a team, looking at payroll due dates and how public holidays may affect these. Shifts in processing timelines might mean certain tasks need to be done earlier than usual. We set skeleton hours, covering only essential work such as payroll processing and supplier payments, to ensure the important things are handled while still allowing team members time to rest.

If you don't have a team, you can still move to a reduced work schedule over this period. Postpone non-essential tasks until after the break, and identify priority tasks that can be rescheduled to allocated working blocks (i.e., move all required tasks to be processed over a 1 or 2 day block, so you can take the rest of the week off). You could also look at hiring a virtual assistant or casual/temp staff member to take care of admin and field incoming queries and create a buffer between you and the business.

I also make sure to communicate with clients well in advance about our limited availability. This includes deadlines for submitting timesheets and payroll information, public holiday impacts and adjusted timelines, and where to send any urgent emails if their usual bookkeeper is on leave. For team members on leave, we ensure a backup is briefed and ready to handle critical tasks so there’s no disruption to service. By planning ahead and setting expectations, we minimise last-minute stress and ensure clients have what they need without it becoming overwhelming for us.

Clear communication is key to ensuring everyone is on the same page. Here’s an example of a message you can send to clients:

“Our office will be operating on skeleton hours from [date] to [date] to allow our team some well-deserved rest over the holiday period. Please ensure any payroll information, timesheets, or urgent requests are submitted by [deadline] to avoid delays. For any emergencies, please email [designated email]. We wish you a wonderful holiday season!”

Resting is about more than just turning off your laptop or stepping away from your desk. True rest allows your mind and body to reset, and your creativity to recharge. This is crucial for returning in the new year with fresh energy and a clear perspective. Set designated "off-duty" hours where you turn off notifications and fully engage in the holiday spirit. Spend quality time with family and friends or enjoy some peaceful moments alone. Prioritise self-care – rest isn’t just about sleep; it’s about doing things that make you feel good. Take a walk, enjoy a hobby, or treat yourself to a well-deserved indulgence.

The idea is to create space for yourself, free from the usual demands of work. Even if you’re covering essential tasks, ensure you’re not sacrificing your well-being entirely. I know it takes me a good three days to truly get out of 'work mode', though once I do, it is so worth it!