Let’s be honest: this is not the cheeriest topic I’ve ever written about. It’s not even in the top ten. But it is one of the most important — and thanks to the Tax Practitioners Board’s QMS requirements that came in on 1 July 2025, it’s now officially something every solo practitioner has to think about.
Yes, friends. We’re talking about what happens to your clients if you suddenly can’t work.
I know. Morbid. But stay with me.
Why this matters (and why it’s not just a “future me” problem)
As bookkeepers, we’re the quiet backbone of our clients’ businesses. We keep the wheels turning, the payroll running, the BASes lodged, and the accountants calm. But if something happens to us — illness, injury, or a surprise plot twist courtesy of life — our clients can’t just sit in limbo.
The TPB now requires solo practitioners to have a documented plan for who steps in and how the work is handed over. It’s not optional. It’s not “nice to have.” It’s part of QMS.
And honestly… it’s smart.
What I’ve done (AKA: Meet my newly appointed VP of Health Disasters)
I already had an XBert workflow mapping out every step of what needs to happen if I’m suddenly out of action. Because of course I did. I love a workflow.
I’ve also trained my husband on how to log into XBert and follow the steps to pass my client work to my “designated survivor”. He now knows exactly what to do if I’m unexpectedly horizontal. He’s basically my VP of Health Disasters — a title he didn’t ask for but now wears with pride.
But here’s the funny thing: I’d been asked by a couple of peers to be their VP of Health Disasters… and I hadn’t nominated my own. Classic bookkeeper behaviour. We’re brilliant at looking after everyone else first.
Now I have. And it feels good.
What other bookkeepers are doing
When I’ve chatted to peers about this, the most common response has been:
“I’ll just notify the clients and hand their bookkeeping back to their accountant until the crisis is over.”
Totally valid. Totally acceptable. Totally compliant.
But also… not the only option.
Alternatives you could consider
Here are a few other ways to meet the requirement — and maybe even make life easier for your clients during a crisis.
1. Nominate a trusted bookkeeper buddy
This is the most seamless option (and what I chose). Someone who knows Xero, understands your style, and can step in with minimal fuss.
You can:
It’s basically a bookkeeping buddy system. Like primary school, but with BAS deadlines.
2. Create a “triage pack” for clients
If you don’t want someone stepping into your files, you can prepare a simple pack that helps clients (or their accountant) keep things afloat while you recover.
This might include:
Think of it as the “break glass in case of emergency” kit.
3. Engage a temporary contractor
If you have a trusted contractor or subcontractor, they could step in under your practice temporarily. This works well if you want continuity but don’t want to hand clients off externally.
4. Pre-agree with the accountant
Some accountants are more than happy to take over temporarily — but it’s worth having that conversation before you need them. Surprises are for birthdays, not for bookkeeping continuity plans.
5. Automate as much as possible
The more your practice runs on rails, the easier it is for someone else to step in.
Think:
Automation is your friend. Especially when you’re not available to be one.
The real message here
This isn’t about being dramatic. It’s about being responsible, prepared, and kind — to your clients, your family, and yourself.
Having a plan doesn’t make something more likely to happen. It just means you’re not leaving chaos behind if it does.
And honestly? It’s one of the most loving things you can do for your business.
Stay healthy and hit the beach!
