PTO tracking that keeps every balance correct
What this feature does
PTO tracking lives in the same place you track work hours. Your team requests vacation, sick days, or any category you set up, and the request goes straight to their manager. Balances accrue and draw down on their own, so nobody has to keep a spreadsheet. Because leave sits next to tracked time, you can see who is out and who is free before you promise a client a date.
PTO balances accrue on their own and sit next to tracked work hours, so you are not running a separate leave tool beside your timesheets.
How to set up PTO tracking for your team
Set up your PTO policies
A policy holds one type of time off, such as vacation or sick leave, and how many days people earn over a year.
Enter opening balances
Give everybody the PTO balance they already carry, so your first year on the system does not start from nothing.
Let people request time off
A request names the type of time off and the dates, and the number of days is worked out from them.
Approve or decline
The request goes to that person's approver. An approved request comes straight off their PTO balance.
What admins and owners see
See every PTO request waiting on you
Pending requests are listed with who asked, which type of time off it is, and the dates covered, so you can approve a week's worth in one sitting instead of digging through email.
Check the balance before you say yes
Each type of time off keeps its own running balance, so you can see what someone has left and who else is already booked off that week before you approve.
Export PTO for payroll
Requests and balances export to CSV, which is what payroll usually needs from you at the end of a period.
What your team sees day to day
Ask in a few taps
Pick the type of time off and the dates. The request shows how many days it will use before you send it, so there is no guessing.
Watch your own PTO balance
Your balances sit on the same screen as the request form, so you can see what is left before you ask for more.
Popular features
Employee time tracking your team will actually use
One click starts a timer, or people type hours in by hand. Every entry ties to a client, project, and task, so the record stays clean.
Explore Time Tracking→Bill for every hour you earn
Mark each entry billable or non-billable while you work. Approved hours roll straight into reports you can bill from.
Explore Billing→See where the time really goes
Break hours down by client, project, and team member. Find the work that pays off and the projects that run over.
Explore Reports & Dashboards→Expense management software built for client work
Log a cost against the project it belongs to, attach the receipt, and send it for approval. Approved expenses go on the client invoice.
Explore Expenses→Invoicing software that bills from tracked hours
Approved time turns into itemised invoice lines with tax and multiple currencies handled for you. Check it over, then send it.
Explore Invoicing→
Keep projects on track and in budget
Define project phases, set budget caps, and track work progress in real-time. See margins and utilization without building reports manually.
Explore Project Management→Configure custom rates for every agreement
Manage complex billing agreements with ease. Set client rates, assign member role pricing, and handle multi-currency projects with zero confusion.
Explore Rates→Timesheets your team submits on time
Hours build into a timecard as people work. Send the week for approval, lock it once it is signed off, and bill from a number that cannot quietly change.
Explore Timesheets→A worked example
Five days of PTO, balance updated
Derek Mullins asks for vacation from Jul 20 to Jul 24, which is 5 days. The request sits as pending until Karen Whitfield approves it. The vacation balance was 12 days, so it drops to 7. The sick and personal balances of 6 and 3 days are untouched.
Limits and edge cases
- PTO is tracked in days against a policy, so it is not the same thing as the working hours your team tracks.
- A balance only changes once a request is approved, not when it is asked for.
- Payroll is fed by CSV export. There is no direct connection to a payroll provider.
- Each type of time off carries its own balance, so a spare sick day cannot cover a vacation day.
- There is no FMLA or leave of absence case management, so statutory leave tracking needs an HR system.
Frequently asked questions
- Can employees request time off in the app?
- Yes, team members can easily submit requests for vacation, sick leave, or any other custom category directly through the platform.
- How do approvals work?
- Requests are automatically routed to the employee's designated manager. Managers receive an email notification and can approve or deny the request with one click.
- Does it track time-off balances?
- Yes, the system automatically tracks accrued and used balances for each time-off category, so employees always know how many days they have left. If you are still deciding how your policy should work, start with what PTO is and how it accrues.
- Can I create custom time-off policies?
- Absolutely. You can set up custom policies for different departments or regions, including accrual rules and carry-over limits.
- Does time off show up on the team schedule?
- Yes, approved time off is immediately reflected on the capacity planning dashboard and team schedule to prevent overbooking.
- Can we track public holidays?
- Yes, you can define public holidays for different office locations, and they will automatically be blocked out on the team calendar.
- How does it handle partial days off?
- Employees can request time off in hours or full days, allowing for flexibility when someone just needs a morning off for an appointment.
- Is there a team calendar view?
- Yes, there is a centralized calendar where everyone can see who is out of the office on any given day.
- Can I export time-off reports for payroll?
- Yes, you can generate detailed reports of all approved time off for any date range and export them for payroll processing.
- Does it integrate with Slack or Teams?
- Yes, you can set up automated alerts to notify a Slack or Teams channel when someone is out of the office for the day.
Start tracking time today
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