This guide is specifically for Australian sole traders and bookkeepers looking to take well-earned leave while keeping their business on track.
Holiday Planning Tips for Sole Traders
- Give Clients Plenty of Notice
Inform your clients about your planned leave at least 4 to 6 weeks in advance. Be clear about:
- Your last working day
- Your return date
- Any limitations in service or response times while you’re away
Include this in your emails, newsletters, or even a client portal message.
- Plan Around Quiet Business Periods
Schedule your holiday during slower seasons, ideally after major milestones like:
- BAS lodgement deadlines
- End of Financial Year (EOFY) reporting
- School holidays or seasonal downtimes
Timing your break well ensures minimal disruption to clients and your cash flow.
- Automate Daily Tasks
Automate what you can to keep things running:
- Set auto-replies to manage inbox expectations
- Schedule invoices and payments using accounting software
- Use cloud storage for file accessibility and backups
Tools like Xero, QuickBooks, or MYOB can handle most financial admin tasks in your absence.
- Arrange Backup or Temporary Cover
You don’t have to leave your clients hanging. Collaborate with a trusted peer or subcontractor to step in while you’re away.
Partner with a service like Business Genie, which offers holiday relief for bookkeepers and sole traders.
Create a Simple Handover Document:
- List of current clients and projects
- Logins (temporary access where needed)
- Key processes and SOPs
- Contact details and emergency instructions
Training & Documentation for Ongoing Backup
If you’re the only one in your business, it’s essential to create systems that others can use when needed:
- Train a peer or casual support person to handle basic admin
- Record video walkthroughs for routine tasks (tools like Loom are perfect for this)
- Maintain up-to-date SOPs for client workflows and tools
Having even a basic plan allows others to step in during emergencies or planned leave.
Communicating Time Off Like a Pro
Strong communication is key to maintaining trust with clients. Here’s how to do it:
- Plan leave 2–3 months ahead, especially during busy seasons
- Send a clear message to clients with:
- Exact leave dates
- Last working day
- Date you’ll be back online
- Encouragement to submit urgent tasks early
✉️ Example:
“I’ll be on leave from September 10–24. Please submit any urgent work by September 1 so we can complete it before I go.”
Stay Partially Available (Only If You Want To)
Some sole traders choose to:
- Check emails once a day at a set time
- Respond only to urgent issues
- Let clients know this upfront to manage expectations
Of course, you’re not obligated to stay connected. If a full disconnect helps you recharge—go for it! Just set expectations beforehand.
Why Taking Time Off Is a Business Strategy
Rest isn’t optional. It’s essential for sustainability and creativity. Clear boundaries, strong systems, and proactive planning let you step away without guilt.
And when your clients are kept informed, they’ll usually be happy to accommodate your break—many will even respect you more for setting healthy work-life boundaries.
Need Holiday Support for Your Business?
At Business Genie, we help sole traders and bookkeepers:
- Arrange holiday cover
- Build clear handover packs
- Document client processes and SOPs
- Manage client admin while you recharge
Get started with a free half-hour consultation to plan your next break without the stress.
