Shut Down for Christmas Without Coming Back to Chaos

Every year it's the same story. The last fortnight before Christmas is flat out, everyone's trying to squeeze in "just one more job", and then the tools go down and the laptop shuts.

Then January rolls around. There's a pile of unanswered messages, three invoices nobody sent, a client who booked online for a day you were at the beach, and no idea which jobs were meant to start first.

It's not a work problem. It's a systems problem. And the good news is that most of it can be sorted in an afternoon before you finish up.

Whether you're a tradie running ServiceM8 or NextMinute, or a clinic, cleaning business or NDIS provider using Splose, Zanda or Dubsado, here's the checklist I run through with my clients every December.

1. Get Every Invoice Out a Week Before You Finish

This is the big one. If an invoice goes out on your last day, it's sitting in someone's inbox while they're on holidays too. You probably won't see that money until late January.

Aim to have everything invoiced at least a week before you close.

• Trades: In ServiceM8, filter your jobs for anything completed but not invoiced. In NextMinute, check for finished work and variations that haven't been billed yet.
• Service businesses: In Splose or Zanda, run your uninvoiced appointments report. NDIS providers, this matters even more this year: the new 90 day claim window starts on 1 December, so make sure December sessions get claimed in January and don't slip through.
• Everyone: Turn on automatic payment reminders if you haven't already. Let the system do the chasing while you're off.

2. Tell Customers When You're Closed (Before They Ask)

Don't make people guess. A quick heads up in November saves a lot of "are you open?" messages in December.

• Add your closure dates to your quote and invoice templates, and to your email signature.
• Send a short message to your regular customers or clients with your last day and your first day back.
• Update your Google Business Profile hours so they show as closed for the public holidays and your break.

3. Close the Online Booking Window

This is the one that catches people out. If your online booking is still open, someone will book you for 30 December.

• ServiceM8: Check your online booking settings and block out the dates you're closed.
• Splose and Zanda: Block the closure dates in every practitioner's calendar, not just yours, so online bookings can't land there.
• Dubsado and HoneyBook: Check your scheduler availability and add the closed dates.

Then do a test booking yourself for a day you're closed. If it lets you book, it's not fixed yet.

4. Set Up Your Auto Replies

An auto reply buys you time and stops people thinking you've ignored them.

Keep it short and friendly:

Thanks for getting in touch. We're closed from [date] and back on [date]. We'll reply to every message when we're back. For urgent [plumbing / electrical / client] matters, please call [number or service].

Set it on your email, and check whether your phone or job system can send an automatic text reply to missed calls or new enquiries.

5. Pause or Check Your Automations

Your system doesn't know you're on holidays. Automations that send reminders, follow ups and review requests will keep running unless you tell them not to.

• Check any automatic follow ups on quotes. Nobody wants a "just checking in on your quote" text on Christmas Eve.
• In Dubsado, look at active workflows and pause any that would send while you're away.
• In Splose or Zanda, check appointment reminders are only going out for real appointments in January.
• Keep your payment reminders running though. Those are the ones you want working.

Using ServiceM8's new Office Agent? Check any recurring tasks you've set up so they're not drafting things for a diary that's empty.

6. Write a Quick Handover for Every Open Job

For jobs or clients that run across the break, write down where everything is up to while it's fresh in your head. Put it in the system, not on a sticky note.

• What's done, what's left, and what's waiting on materials, approvals or the client.
• Any promises you've made about dates.
• Who's doing what in January.

In ServiceM8 or NextMinute, add a job note. In Splose or Zanda, add it to the client's file. Future you will be very grateful.

7. Line Up January Before You Leave

The quickest way to have a slow January is to start planning it in January.

• Move any jobs that can wait into January, and tell those customers the new dates now.
• Book your first fortnight back, even if it's loose.
• Set a reminder for your first morning back to call or message January clients and confirm.
• Service businesses: send recall or rebooking reminders before you close, so clients book their January appointments now.

The 10 Minute Version

Short on time? Do these four and you've covered most of it:

1. Every completed job or appointment invoiced.
2. Online booking closed for your break.
3. Auto reply on.
4. January's first week booked in.

Not sure how your ServiceM8 is set up? Start with the ServiceM8 Health Check. It's 25 quick checks and only takes a few minutes.