Episode 97: How to Creating a Stress-Free Holiday Closure for Bookkeepers & Accountants

Dec 18

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Conquering Workflows & Systems for Bookkeepers & Accountants podcast with Alyssa Lang, founder of Workflow Queen and Magnetic Bookkeeping & Consulting. Episode topic: Plan, Prepare, Succeed: How to Creating a Stress-Free Holiday Closure for Bookkeepers & Accountants.

In this solo episode, Alyssa Lang dives into the details of holiday closures, offering insight on efficiently managing your bookkeeping or accounting firm during this time of the year. Alyssa explains the importance of prepping your clients, effective implementation of holiday pay policies, and using downtime for strategic planning and personal projects, ensuring a smooth and beneficial break for you, your team and clients.

In this episode you’ll hear:

What to do to prepare your firm for a smooth holiday closure
How to handle team pay fairly during time off and holiday closure
Why holiday downtime benefits you and your team
What you can do during holiday closure to recharge and move the needle forward

Resources mentioned in this episode:

💻 Breakthrough for Bookkeepers & Accountants

💻 Effortless Client Requests for Bookkeepers & Accountants

☎️ Book a 15 minute consult call to discuss what program is the right fit for you and your firm

Listen to the Full Episode here 👇🏼

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Are you dreaming of stepping away from your bookkeeping or accounting firm for the holidays, but feeling paralyzed about how to actually make it happen? Or maybe you think shutting your firm down isn’t even an option because of the services you provide.?

Take a deep breath…(seriously, inhale and exhale) because in this post, I’m walking you through exactly how to plan and execute a smooth, stress-free holiday closure. Whether you’re fully shutting down or managing a partial closure, you’ll find actionable strategies to inform clients, manage deadlines, set team expectations, and even create time for yourself.

Plus, I’ll share how I use this time to focus on personal projects, reflect on the past year, and get excited for the year ahead, all while prioritizing family and rest! Sound good? Lets do it.

Step 1: Inform Your Clients Early About Your Holiday Closure

One of the most important steps in a smooth holiday closure is communicating clearly with your clients. Ideally, you want to send out an email 2-4 weeks in advance letting them know:

Your closure dates
Why you’re closing (to rest and recharge, trust me, they’ll appreciate it!)
What to expect (e.g., no responses to emails, no bookkeeping tasks)
When you’ll reopen

Example: How I Inform Clients

Here’s what I typically include in my email:

"We’ll be fully closed from December 21st through January 1st to give our team well-deserved time to relax and recharge. During this period:
We won’t be responding to emails or performing bookkeeping tasks. We’ll pick up right where we left off when we return on January 2nd.
If you have any pressing requests or end-of-year needs, please let us know before December 20th so we can prioritize them."

This sets clear expectations while reassuring clients that their needs will still be met.

Don’t Forget the Auto-Responder

Once your closure begins, set up an out-of-office auto-responder to remind clients of your closure dates and provide any next steps if needed. You can even use it to infuse personality or offer an upsell:

"Hi there! Thanks for reaching out. We’re currently closed for the holidays and will be back on January 2nd. If you’re interested in learning about our services for the new year, click here to book a free consultation for January! Happy Holidays!"

This turns a simple auto-reply into an opportunity to engage potential clients. And if you’re ready to get your systems in tip-top shape for next year, check out Breakthrough for Bookkeepers & Accountants, my coaching program designed to help you streamline, scale, and reclaim your time.

Step 2: Use the Closure for Deep Work or Personal Projects

For me, the holiday closure isn’t just about rest (although that’s important, too). It’s a chance to step away from day-to-day tasks and focus on projects I don’t always have time for.

This year, for example, I’m:

Rebuilding my kitchen pantry (DIY projects are my therapy!)
Creating a cozy coffee and mocktail nook
Reflecting on 2024 and setting personal + professional goals for 2025

You don’t have to work on your business if you don’t want to, but having the option to focus on what you truly want is a gift. Whether it’s deep work on systems, planning for next year, or finally tackling that house project, use this time to recharge in a way that serves you.

Pro Tip: Give Yourself Permission to Relax

If you want to spend the entire break watching holiday movies, getting massages, or baking cookies with your family… do it. The key is to be intentional about how you use this time so it feels fulfilling.

If you’re looking for ways to make client requests easier and stress-free in 2025, consider checking out Effortless Client Requests for Bookkeepers & Accountants. It’s the plug-and-play solution to automate client follow-ups and document gathering, so you don’t head into next year dreading email chains.

Step 3: Manage Client Work and Team Projects in Advance

Before you close your firm, take time to prepare your workflows so nothing falls through the cracks.

Here’s how I manage it:

1. Wrap Up Outstanding Projects

Push deadlines into the new year and focus on completing essential tasks before the closure.

2. Communicate Expectations with Clients

If you process payroll or AP/AR, inform clients they need to submit timesheets and documents early so you can handle everything in advance. For example:

“All payroll submissions must be sent by December 20th at 5 PM so we can process them before our closure.”

3. Create an Emergency Plan (If Needed)

If you offer critical services that require you to stay partially open, consider these options:

Assign a team member to handle essential tasks (like payroll)
Ask clients to manage tasks temporarily (and offer a small discount)
Limit work to essential tasks only, and pause everything else

For firms staying open in some capacity, this hybrid approach allows you to minimize work without dropping the ball.

Step 4: Determine Holiday Pay for Your Team

If you have a team, deciding how to handle holiday pay is key. Here’s how I approach it:

Full-Time Employees: Paid time off that doesn’t count toward their PTO balance
Part-Time Employees: Paid based on their average weekly hours
Contractors: Not paid, since they’re not employees, but they can opt to work on backend projects if they want to

Why It’s Worth Paying Your Team

Offering paid time off during the holidays builds trust, fosters a positive team culture, and rewards your employees for their hard work throughout the year. It’s an incentive to stay with your company and a way to show you value their well-being.

What If You Can’t Fully Close?

Not every firm can shut down completely, and that’s okay!

You can:

Partially close: Limit work to critical tasks only (like payroll)
Create a hybrid plan: Assign minimal work while still giving your team and yourself time to rest

The key is to set boundaries with clients and communicate expectations clearly.

Final Thoughts: You Deserve This Break

Taking time off doesn’t mean your business will fall apart. With clear communication, proactive planning, and a little bit of trust, you can step away from your firm to rest, recharge, and come back stronger.

So, whether you’re shutting down completely or balancing critical tasks with time off, know this: you deserve it. Use this time to care for yourself, connect with family, and reflect on the amazing work you’ve done this year.

And hey, if you’re feeling unsure about how to make this happen or need more support with systems and team processes, my Breakthrough for Bookkeepers & Accountants program is here to help.

Not sure which of my programs is the right fit for your firm? Book a 15-minute consult call with me to talk through your goals and see where you need the most support.

Here’s to a restful, stress-free holiday season!

Want More?

Don’t miss this week’s upcoming episode where I’ll share how to streamline client onboarding using automation with my biz bestie, Brooke Swan. We’ll cover real-life examples, systems we love, and a sneak peek at our brand-new program, Effortless Client Requests, going live December 20th. Stay tuned!

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