What information should someone else be able to access?

When you run a one-person business, continuity rests on a surprisingly small set of facts and access points. If you are temporarily unavailable, a trusted person should be able to keep cash flowing, clients informed, obligations met and sensitive risks contained. This list is not theoretical. It is a practical pack you can assemble and test so someone else can operate your business for a short period without guessing or breaking things.

Treat this as an operational kit: the specific accounts, documents and contacts to provide, the minimum context they need, and the safety steps to preserve your security and reputation. The goal is short-term continuity, not handing over ownership. Keep the instructions precise, prioritized and regularly reviewed.

Critical accounts and credentials

Identify every account a stand-in will need and the specific level of access required. Provide credentials or delegation and a short note on how the account is used daily.

• Email (primary business inbox): administrative access or delegated mailbox; forwarding rules to monitor; known filters.
• Bank accounts and payment processors: visibility vs transaction authority, account numbers, online login with MFA recovery, contact at your bank.
• Accounting software: admin access to send invoices, record payments, reconcile; include any integrations (Stripe, PayPal, payroll).
• Domain registrar and hosting: access to DNS and files for client sites and email continuity.
• Client portals and file storage: Google Workspace, Dropbox, Notion, project management tools with at least editor rights.
• Business insurance, payroll provider, merchant account and any second-factor methods with recovery steps.

Essential documents and templates

Give the minimum set of documents that allow someone to keep operations moving. Keep them organized, named consistently, and stored where the temporary operator can find them quickly.

• Client list with status: contact info, billing terms, active projects, next deliverable, critical deadlines and client communication preferences.
• Contracts and statements of work: editable copies and final signed PDFs, plus instructions for renewals or quick amendments.
• Invoices and billing templates: standard invoice language, payment terms, late fee policy, how to issue credits or refunds.
• Standard operating procedures (SOPs) for recurring tasks: how to onboard a client, process payroll, upload deliverables, run backups.
• Tax documents and recent financials: last filed returns, quarterly estimates, profit and loss summary, where to find account reconciliations.
• Supplier and vendor information: who to call for refunds, replacements, or urgent deliveries.

Financial operations and limits

Make the rules explicit. Whoever steps in must know what they can spend, what they must not, and how to handle payments under pressure.

• Monthly cash flow summary and critical upcoming outflows with dates and amounts.
• Authorized payment methods and thresholds: what can be paid without your sign off, emergency fund access instructions.
• Recurring payments list and how to pause or cancel subscriptions safely.
• Refund policy and step-by-step for processing disputes with card processors or marketplaces.
• Where to find receipts and bookkeeping notes so entries can be recorded accurately.

Clients, projects and communications

Maintain client trust by copying the right people and using preapproved language. A temporary operator should reduce friction, not create it.

• Top-priority clients: one-line summary of status, next steps, and the single best contact for the client inside your business.
• Communication templates: short email scripts for delays, handoffs, billing reminders and emergency notifications.
• Access to deliverables and version history so you do not overwrite work in progress.
• Escalation list for customer issues: who to call at suppliers, technical contacts, or legal help if needed.

Handover, security and storage

A good handover is brief, tested and reversible. Prioritize security first: give only what the person needs, document everything, and plan revocation.

Store the operational kit in two places: a password manager with granular sharing and an encrypted file repository for documents. Do a live walkthrough and confirm access before you need it.

• Handover checklist: verified logins, tested email forwarding, one paid invoice issued or reconciled, sample client message sent with approval.
• Security actions after return: rotate passwords, revoke temporary access, reissue any API keys and review account activity.
• Legal considerations: a limited power of attorney only if necessary, or a short written authorization to act within defined limits.
• Regular review schedule: update the pack quarterly or after any major change (new client, new payment method, or service migration).