How To Go on Vacation if You’re a Small Business Owner
Figuring out how to take a vacation as a small business owner can feel overwhelming — especially if it’s a service-based business where clients rely directly on your time. In fact, research shows that only 57% of small business owners schedule time off, proving just how common this struggle is.
Whether you handle everything solo or have a staff, the idea of being away usually comes with lots of worries. However, you should remember that vacations are necessary for you to recharge and avoid burnout. With some planning, clear communication, and the right systems in place, you can take a vacation without your business falling apart!
That’s why we’ve put together this article to help small business owners (especially those running service-based businesses) prepare accordingly.
8 Tips for Going on Vacation When You Own a Small Service Business
Below are our top tips for how to go on a vacation when you own a business.
1. Pick dates that won’t hurt revenue
Look back at the last 6–12 months of bookings or sales. Which weeks were naturally slower? That’s your window of opportunity for taking time off, so that fewer customers are inconvenienced and revenue impact is minimal.
If you haven’t tracked this before, try a 4–5 day “test break period” first. Observe what hiccups appear, and how this break affects bookings before, during, and after. From there, you’ll have real data to plan a longer vacation with confidence.
Tip: If you’re using a scheduling tool like Bookedin, you can easily check your booking history to spot slow periods.
2. Tell customers early and set expectations
Give a friendly heads-up around 2–4 weeks before you go. Share your away dates, who to contact while you’re out, and (if applicable) how to reschedule. Post the same message everywhere customers look: your website, booking page, social media, and voicemail.
If you’re solo or clients book you personally, block your vacation dates on the booking calendar right away so those times show as unavailable.
However, if you have a team, just mark your profile unavailable but keep other staff visible and bookable. Add a line on the booking page like this one:
“While [Your Name] is away, book with [Team Member] at the same rate.”
This prevents last-minute “urgent” requests, steers clients toward open slots or other team members, and sets clear expectations without back-and-forth.
3. Delegate clearly and leave instructions
List the tasks you handle in a normal week. Then, mark which ones your team can take over and which truly require you.
Assign one person to be second-in-command who’ll make decisions while you’re away, and give them a single, simple escalation rule. For instance, this escalation rule can be, “Only call me for safety issues, legal concerns, or any expenses over $400.”
Create one-page “how-to” sheets for common issues like refunds, reschedules, vendor hiccups, and angry customer calls. Print out these sheets and put them in a shared folder that your key staff members can access.
Also read: How To Organize Your Workday for Maximum Productivity
4. Set clear rules for when you’ll be reachable
Many business owners struggle to disconnect. In fact, a recent study shows that 49% of business owners still end up doing work-related tasks even if they’re supposed to be on vacation.
That’s why you should decide beforehand whether you’re going to fully unplug or have short check-ins at the same time each day (e.g., 8:30 AM–9:00 AM). Tell your team when you’ll be reachable and what counts as “urgent.”
Having a limited but predictable availability window keeps your break restful and nudges the team to make day-to-day decisions without you. Outside that time, resist the urge to dig into emails or client messages unless something truly requires you.
5. Automate the routine before you leave
If customers book time with you, automation should be your safety net while you’re away. Turn on instant booking confirmations, plus a 48-hour reminder and a day-of reminder.
Allow self-rescheduling with a sensible cutoff (e.g., 12–24 hours before start time), and require deposits for high-demand or long services. Of course, make sure your policies (cancellations, late arrivals, no-shows) are visible on the booking page.
Tip: Use Bookedin to send reminders, collect deposits, enforce cutoffs, allow self-rescheduling, and sync calendars. That way, scheduling tasks are still covered while you’re away!
6. Stabilize your cash flow ahead of time
One of the biggest stressors for any small business owner on vacation is worrying about money coming in. An unpaid invoice or last-minute cancellation can throw off your monthly revenue, and you won’t want to deal with chasing payments from the road.
That’s why it’s important to follow up on any unpaid invoices at least two weeks before you leave. Add an online payment link so clients can settle balances quickly.
If the payment still hasn’t arrived by the day before you leave, delegate the follow-up to a trusted staff member or virtual assistant. That way, you’re not checking your inbox for “payment received” messages while trying to relax.
For appointments or classes scheduled during your absence, consider collecting deposits (or even full prepayment) — especially your high-demand slots. That way, if someone cancels last-minute while you’re away, you don’t lose out entirely.
The goal is to keep income steady while you’re away and avoid payment headaches cutting into your downtime.
7. If you must close, do it with care
Sometimes the best move is to hit pause rather than try to keep things running while you’re away. For example, if you’re a solo massage therapist with no staff, or a tutor whose clients only want you specifically, it might make more sense to temporarily close shop instead of scrambling to cover appointments.
If you do decide to close, make it crystal clear. Update your Google Business Profile hours, add a banner to your website, pin a social media post, and change your voicemail message. Include a friendly note like the example below:
“We’ll be closed from [Date range]. You can still book your next appointment for any time after we return. We look forward to seeing you soon!”
You can also provide a referral for emergencies (e.g., another small business owner who offers the same services you do). This will help reassure clients you value them even while you’re away.
8. Give yourself some buffer when you return
Jumping straight from vacation into back-to-back client work is a recipe for stress. Instead, block off at least your first morning (though ideally, a full day) to catch up on emails, voicemails, invoices, and any admin tasks that piled up while you were away.
This breathing room will help you get organized, handle surprises calmly, and return to client-service work refreshed instead of frazzled.
Your Pre-Vacation Checklist (Start 7–10 Days Ahead)
Before you head out, run through this quick checklist that’ll help you step away without any last-minute stress.
- Dates set: Vacation dates blocked on the calendar/booking page
- Customer notices out: Email/SMS, site banner, voicemail, and social post scheduled
- Delegation done: Main person-in-charge assigned; team briefed; one-page instructions printed and shared
- Automations on: Confirmations, reminders, deposits, self-reschedule, cutoff times, class caps
- Cash handled: Deposits collected; aging invoices sent; payouts scheduled
- Emergency info ready: Vendor contacts, building management, IT help, and your escalation rule
- Test the flow: Book, reschedule, and cancel a test appointment on your phone. Fix any friction
How To Take a Vacation as a Small Business Owner: Conclusion
For any small business owner, a vacation is definitely possible without the stress when your staff knows what to do, customers know what to expect, and routine admin runs itself.
That’s where Bookedin helps. From one dashboard, you can:
- Publish a clear schedule and blackout your vacation dates.
- Collect deposits and accept online payments.
- Send automatic confirmations and up to three reminders.
- Let clients reschedule themselves (with cutoffs and policies).
- Run class scheduling (caps, reminders, online links) if you offer workshops and group classes.
Set those up once, hand off the rest to your team, and actually enjoy your time away! Try Bookedin for free and see how much easier a real vacation can be when your booking system has your back.
FAQs About Going on Vacation as a Small Business Owner
Can small business owners take a vacation?
Yes, of course they can — but it takes planning. Start with a short break, like a long weekend, while using tools like deposits, reminders, and clear away messages to keep things steady. As you build confidence in your systems, you can extend your time off to a full week or more without stressing over the business.
Is it better to reduce hours or fully close?
If you have staff you trust to cover, reduced hours keep things running. However, if you’re the only one doing servies and/or quality would suffer, it’s better to close for a few days. Just communicate it clearly and encourage clients to book before or after your break.
Do deposits and reminders really make a difference?
Yes. They reduce no-shows and last-minute cancellations, which will likely be the most common headaches when you’re away.
What if clients push back on deposits or prepayments?
Most clients understand that deposits secure their spot and keep the schedule reliable. Frame it as protecting both sides and making check-in smoother.
If someone hesitates, explain it’s standard while you’re away, and for long-term trusted clients, you can choose to make exceptions. Clear, kind communication usually wins people over.
