10 Best PTO tracking software for 2025 (best leave management tools)

Managing paid time off (PTO) manually can quickly become a challenge. Without the right system, businesses often run into miscommunication, errors in PTO accrual, scheduling conflicts, and delays in approving time off requests. These issues can disrupt workflows, impact payroll accuracy, and create frustration for both employees and managers.

PTO tracking software helps businesses avoid these problems by automating the process. This results in a streamlined approach that helps with accurate record-keeping, better workforce planning, and a smoother experience for everyone. With many time tracking software options on the market, however, choosing the right one can be a challenge in itself. 

This article covers everything you need to know about PTO tracking software, including how it works, common challenges, and key benefits. We share some of the best PTO tracking tools for 2025, comparing features, pros, and cons. You’ll also learn how to choose the right software and which features matter most. 

What is PTO tracking software?

PTO tracking software is a tool that helps businesses manage paid time off and time off requests in one place. It automates the process of tracking PTO accrual, approvals, and balances. This means HR teams and managers don’t have to rely on spreadsheets or manual calculations to get it right.

With PTO tracking software, employees can submit PTO requests online, managers can approve or decline them instantly, and the system keeps track of any remaining time off balances. It also accurately records vacation days and other leave types, which can help businesses avoid scheduling conflicts and payroll errors.

For HR teams, PTO tracking software eliminates administrative stress by automatically enforcing PTO policies, calculating leave balances, and integrating with payroll. Essentially, it facilitates a smoother, more efficient system for managing time off.

PTO tracking and leave management challenges

Tracking paid time off manually comes with several challenges that can create confusion, disrupt business operations, and lead to payroll errors. Here are some of the most common issues managers face and examples of how they can impact businesses:

Balancing employee needs with business operations

Employees need paid time off, vacation time, sick leave, and personal days to recharge. However, unplanned absences or overlapping time off requests can create scheduling issues. Managers have to balance approving time off requests to ensure business operations continue smoothly.

Example: A small customer support team has three employees who submit PTO requests for the same week. Without a clear system, a manager may approve all three without realizing that no one will be available to handle customer calls. As a result, service slows down, response times increase, and customers get frustrated.

Accurate tracking and record keeping

Manually managing PTO accrual and tracking vacation days can lead to miscalculations. If balances don't update properly, employees may think they have more or less available time off than they actually do. Payroll errors can also occur if there are inaccuracies in the recording of PTO.

Example: An HR team uses a spreadsheet to track time off requests but forgets to update an employee’s balance after a recent vacation. The employee assumes they still have five days left and books another trip, only to find out later that they’re out of paid time off. This leads to frustration and confusion for the employee, and HR has to spend time fixing the mistake.

Setting up company PTO policies

A PTO policy needs to be clear and consistent. Without set rules, employees may not know how much paid time off they have, how PTO accrual works, or how far in advance to submit PTO requests. Without a structured process, some employees might struggle to take time off, while others get their requests approved more easily.

Example: A company gives employees 15 days of vacation time each year but doesn’t set clear guidelines on when to request time off or how managers should handle overlapping PTO requests. Some employees plan ahead and submit requests early, while others wait until the last minute. As managers approve requests on a case-by-case basis, some employees always get the time off they want. Others don't because too many people have already booked leave. The lack of structure leads to frustration and a feeling that the system isn’t fair.

Approval workflow

Without a structured approval process, managers may delay or forget to approve PTO requests, causing uncertainty for employees. If different managers have different approval standards, some employees may get their requests approved immediately, while others wait days for a response.

Example: An employee submits a paid time off request for a family trip months in advance but never hears back from their manager. As the departure date gets closer, they follow up multiple times with no response. The manager finally approves the request at the last minute, but by then, the employee has already canceled their trip.

4 benefits of leave management software

Managing PTO manually can be overwhelming, especially as a business grows. Leave tracking software simplifies everything. Here’s how the right system can improve efficiency, accuracy, and overall employee experience:

1. Better employee experience

A PTO tracking system gives employees a simple way to check their PTO and vacation days, submit leave requests, and track approvals. Most systems include a self-service portal, so employees can view their PTO accrual, see upcoming scheduled leaves, and send requests without relying on emails or paperwork.

Managers receive instant notifications, making approvals faster and more organized. Employees still need approval, but they no longer have to chase down their manager or wonder if their request got lost. They get immediate confirmation that their request went through, so they know it’s in progress.

A clear, automated system also creates fairness. Instead of approvals depending on who asks first or who reminds their manager the most, requests follow a structured process based on company PTO policies. 

Example: An employee wants to take a week off but doesn’t know how much paid time off remains. Instead of emailing HR and waiting for a response, they log into the PTO tracking system, check their balance, and submit a leave request. Their manager gets an instant notification and approves it the next day. The employee sees the approval and books their trip without stress.

2. Time savings

Manually tracking leave requests, calculating PTO accrual, and ensuring compliance with company policies takes up valuable time. A PTO tracking system automates these tasks, reducing administrative work for HR and managers. 

With automation, leave balances update in real-time, and PTO requests follow a structured workflow. Managers receive instant notifications, approve or decline requests with a couple of clicks, and avoid the hassle of back-and-forth emails.

Example: An HR team managing 100 employees used to spend hours updating PTO spreadsheets and handling payroll adjustments. After switching to a PTO tracking system, the software automatically calculates PTO accrual, syncs with payroll, and updates employee balances. Now, HR only steps in for exceptions, saving several hours per week.

3. Improved accuracy

Errors in PTO tracking can lead to payroll discrepancies, employees being denied time off because of miscalculations. It can also lead to compliance risks if labor laws require specific PTO policies. Vacation tracker software helps calculate everything correctly and ensures that employees receive the PTO they have a right to.

With an automated system, businesses can enforce custom PTO policies, prevent employees from exceeding their allocated paid time off and vacation time, and maintain accurate records for audits or compliance checks.

Example: A company with remote employees in multiple states follows different PTO laws based on location. Some states require unused vacation time to roll over, while others allow companies to reset PTO balances each year. Manually tracking these variations was causing payroll errors and compliance risks. After switching to PTO tracking software, the system automatically applies the correct PTO policy based on the employee’s work location, ensuring that balances stay accurate and compliant with local labor laws.

4. Better resource planning

When managers have a clear overview of employee schedules, they can make better staffing decisions. Some PTO tracking software can provide a centralized calendar showing who’s off and when, helping teams plan for coverage and avoid disruptions.

With real-time visibility, businesses can prevent staffing shortages and avoid approving overlapping PTO requests that could leave critical roles unfilled.

Example: A hospital emergency department kept running into last-minute staffing shortages when too many nurses took paid time off at once. Managers used spreadsheets to track PTO requests but often approved leave without realizing shifts didn’t have enough coverage. After switching to PTO tracking software, they reviewed all leave requests in one place, set limits on overlapping time off, and caught conflicts before approving requests.

5. Integration with payroll and HR systems

Innovative PTO tracking tools integrate with payroll, time tracking, and HR platforms, reducing manual data entry and eliminating payroll errors. These integrations ensure that when an employee takes leave, it automatically reflects in payroll, preventing miscalculations or overpayments.

Instead of tracking time off separately and then adjusting payroll manually, everything updates in one system, making payroll processing faster and more accurate.

Example: A construction company struggled with payroll mistakes because HR manually tracked PTO requests. Some employees received full paychecks despite taking time off, while others didn’t get paid for approved leave. After integrating PTO tracking software with payroll, HR no longer had to adjust pay manually. The system deducted PTO hours automatically, ensuring accurate paychecks and eliminating payroll errors.

10 best PTO time tracking software

Below, you can find a list of some of the best PTO time tracking software available, along with their key features, pros, cons, and use cases: 

1. Rippling 

Rippling is an all-in-one global workforce management system encompassing HR, Payroll, IT, and Spend, that also includes a powerful PTO tracking system. 

Key features

• Automated PTO accrual and balance tracking
• Customizable PTO policies and approval workflows
• One-click approvals for leave requests
• Real-time calendar syncing for team scheduling
• Instant integration with payroll to prevent errors
• Employee self-service portal for checking balances and requesting time off
• Multi-location compliance support for different PTO regulations
• Detailed PTO reporting and analytics

Pros

• Rippling fully integrates with payroll and HR tools, eliminating the need for manual data entry.
• Businesses can customize PTO policies for different employee types and locations.
• The dashboard is intuitive and easy to navigate for both employees and managers.
• The system automatically applies state and local PTO laws, helping businesses stay compliant.

Cons

• Pricing isn't available without requesting a custom quote.
• An internet connection is necessary to access most of the features.

Best for: Companies of all sizes looking for a fully automated PTO tracking system with built-in payroll integration and compliance management. It's a perfect fit for businesses that need a vacation tracker solution that scales as they grow.

2. Gusto

Gusto is a payroll and HR platform that includes PTO tracking software as part of its suite of time and attendance tools.

Key features

• Automatic PTO accrual tracking within Gusto’s payroll system
• Employee self-service portal for submitting PTO requests
• Manager dashboard for approving or denying leave
• Payroll integration to adjust paychecks based on PTO usage
• Calendar syncing to track team availability
• Limited policy customization based on employee type

Pros

• Gusto includes built-in PTO tracking as part of its payroll system, eliminating the need for separate software.
• The platform offers an easy-to-use interface for both employees and managers.

Cons

• PTO policies have limited customization compared to other tools.
• Gusto doesn't offer standalone PTO tracking. Businesses must use its payroll service.
• The system provides fewer reporting features than some competitors.

Potential use cases: Small to mid-sized businesses already using Gusto for payroll or looking for an all-in-one HR and payroll platform with built-in PTO tracking software.

3. Bamboo HR

BambooHR is a human resources software platform that includes built-in PTO tracking software.

Key features

• PTO accrual tracking and balance updates
• Employee self-service portal for submitting and tracking PTO requests
• Basic policy customization for different employee categories
• Manager approval workflows with notifications
• Integrated team calendar to prevent scheduling conflicts
• Basic PTO reporting tools

Pros

• BambooHR provides an easy-to-use interface.
• The centralized dashboard allows businesses to track PTO requests in one place.

Cons

• BambooHR’s PTO tracking is only available as part of its HR software. 
• Employees can only see accrued PTO, not their full annual allowance, which makes long-term leave planning difficult.
• The system offers limited customization for businesses with complex PTO policies.

Potential use cases: Small to mid-sized companies that need HR software with built-in PTO tracking and don’t require advanced payroll integrations.

4. Deel

Deel is a global payroll and compliance platform that includes PTO tracking software as part of its HR tools.

Key features

• PTO accrual tracking for global teams
• Customizable PTO policies for different countries and employment types
• Manager approval workflows for time-off requests
• Compliance tools for international labor laws
• PTO tracking integrated with Deel’s payroll and contractor management
• Dashboard for tracking time off across multiple locations

Pros

• Deel supports PTO tracking across multiple countries.
• The platform offers customizable PTO policies.

Cons

• Deel’s PTO tracking software is only available as part of its payroll and HR suite.
• Users report that the platform can be slow and buggy, leading to delays in processing PTO requests.
• Businesses with only domestic employees may find Deel’s international compliance features unnecessary.

Potential use cases: Companies managing international teams that need PTO tracking software with built-in global payroll and compliance management.

5. UKG Pro

UKG Pro is a workforce management and HR platform that includes PTO tracking software as part of its broader suite of tools.

Key features

• PTO accrual tracking with real-time updates
• Customizable PTO policies aligned with company rules
• Employee self-service PTO requests
• Manager approval workflows with notifications
• Payroll integration to help with PTO deductions
• Workforce scheduling tools to prevent staffing shortages

Pros

• UKG Pro integrates PTO tracking with payroll and scheduling, offering a unified workforce management system.
• It enables customizable PTO policies to accommodate complex leave structures.

Cons

• Users report that the platform can be slow and difficult to navigate, leading to frustration when managing PTO requests.
• The system requires extensive setup and training, which may not be ideal for small businesses.
• Some users find the reporting features to be less intuitive in comparison to competitors.

Potential use cases: Mid-sized to large businesses that need PTO tracking software integrated with scheduling, payroll, and workforce management tools.

6. ADP

ADP is a payroll and HR platform that offers PTO tracking software as part of its time and attendance solutions.

Key features

• Automated PTO accrual tracking with real-time updates
• Customizable PTO policies to match company leave rules
• Employee self-service portal for submitting and tracking leave requests
• Manager approval workflows with real-time notifications
• Integration with payroll to apply PTO deductions automatically
• Mobile access so employees can request PTO from any device

Pros

• ADP integrates PTO tracking with payroll.
• The platform provides customizable PTO policies, allowing businesses to align with labor laws and company policies.

Cons

• Users report that the platform can be slow and difficult to navigate, making PTO management more time-consuming.
• The system requires a complex setup process, which may be challenging for smaller businesses.
• The mobile app experience is inconsistent, with some users reporting issues submitting PTO requests on the go.

Potential use cases: Businesses of all sizes that need PTO tracking software fully integrated with payroll, compliance management, and workforce scheduling.

7. Paychex

Paychex is a payroll and workforce management platform that includes PTO tracking software as part of its time and attendance solutions.

Key features

• Automated PTO accrual tracking with real-time updates
• Customizable leave policies to align with company and compliance requirements
• Employee self-service portal for requesting and tracking PTO
• Manager approval workflows with instant notifications
• Integration with payroll to automatically apply PTO deductions
• Mobile access for submitting and reviewing leave requests on the go

Pros

• Paychex provides PTO tracking and payroll integration.
• Employees can request time off and track their balances through the self-service portal.

Cons

• Users report that PTO balances aren't always accurate, leading to confusion when requesting leave.
• The system doesn't always update PTO accruals in real time, causing delays in approvals.
• Some users find the interface difficult to navigate, making it harder to manage PTO efficiently.

Potential use cases: Small to mid-sized businesses looking for an integrated PTO tracking solution that works with payroll and time-tracking tools.

8. Paycor

Paycor is a human capital management (HCM) platform that includes PTO tracking as part of its broader time and attendance tools.

Key features

• Automated PTO accrual tracking, with balance updates
• Customizable PTO policies to fit different employee types and company rules
• Employee self-service PTO requests through desktop and mobile apps
• Approval workflows for managers with real-time notifications
• PTO tracking integrated with payroll
• Workforce scheduling tools to prevent conflicts and maintain coverage

Pros

• Paycor's PTO tracking is part of its broader HCM suite, allowing for integration with scheduling, payroll, and compliance tools.
• Employees can manage their PTO through a self-service portal.

Cons

• Users report that the initial setup process is time-consuming and requires extensive configuration.
• Customer service response times can be slow, with some users experiencing delays in issue resolution.
• Users mention limitations in customization options for PTO policies and reporting in comparison to other platforms.

Potential use cases: Small to mid-sized businesses that already use Paycor for payroll and workforce management and need a PTO tracking system integrated with their existing HCM platform.

9. Paylocity

Paylocity is a cloud-based payroll and HR software that includes PTO tracking as part of its time and labor management system.

Key features

• PTO accrual and balance tracking with automated calculations
• Customizable PTO rules for different employee classifications
• Employee self-service PTO requests via mobile and desktop platforms
• Managerial approval workflows with instant notifications
• Payroll integration for automated time-off deductions
• Reporting and analytics tools for tracking PTO trends across the company

Pros

• PTO tracking integrates with Paylocity’s HR and payroll platform.
• Employees can track and request PTO from a mobile app, improving accessibility for remote teams.

Cons

• Users report that the dashboard is overly complex, making it difficult to navigate for those unfamiliar with the platform.
• Vacation balances can be inconsistent across different areas of the platform, causing confusion for employees and HR teams.
• Users describe customer support as underwhelming, with slow response times and limited issue resolution.

Potential use cases: Businesses looking for PTO tracking within a payroll and HR software ecosystem, especially if they already use Paylocity for payroll processing.

10. Paycom

Paycom is an all-in-one HR and payroll platform that includes PTO tracking as part of its time and attendance solutions.

Key features

• Automated PTO accrual and real-time balance updates
• Employee self-service portal for requesting and tracking time off
• Manager approval workflows with instant notifications
• Customizable PTO policies to match company leave structures
• Integration with payroll to automate PTO deductions
• Reporting and analytics tools for tracking PTO trends

Pros

• Paycom’s PTO tracking integrates directly with payroll.
• Employees can request and track time off from a self-service portal.

Cons

• Users mention that the initial setup and implementation require extensive time and multiple Zoom calls.
• PTO accruals and usage tracking can be confusing for employees and managers.
• The system's high level of customization makes it difficult for support representatives to provide accurate guidance, as changes in one setting can impact other configurations.

Potential use cases: Businesses looking for PTO tracking within a broader payroll and HR management system, particularly those already using Paycom for workforce automation.

How to choose the best PTO tracking software

Choosing the right PTO tracking software requires considering more than just automation. The best system improves efficiency, simplifies leave management, and integrates with existing business processes. Here are some of the key factors to consider:

Invest in software that is intuitive and easy to use

A PTO tracking system should make leave management easy for employees, managers, and HR teams. If employees struggle to submit leave requests or check their PTO balances, they'll likely resort to emailing HR instead, defeating the purpose of automation. Managers also need a system that presents pending leave requests, balances, and approvals in an organized way.

Look for a platform with a clean dashboard, self-service tools, and a simple approval process. HR teams should be able to configure PTO policies, adjust accrual rules, and generate reports without needing extensive training. Avoid software with overly complex interfaces that slow down everyday tasks and create more work instead of solving problems.

Ensure instant PTO notifications & alerts

Delays in processing PTO requests can create scheduling issues, payroll discrepancies, and frustration for employees waiting for approval. A good PTO tracking system should send real-time notifications for every step of the process. For instance, when an employee submits a request, when a manager approves or denies it, and when the system updates leave balances.

Without instant notifications, employees may not know whether their request went through, and managers might forget to approve leave on time. Choose software that keeps everyone informed automatically.

Look for support for different leave types

Not all PTO policies are the same. Some businesses offer unlimited PTO, while others follow structured accrual-based leave. Some require employees to take a minimum amount of time off, while others allow PTO rollover. A PTO tracking system should accommodate different leave types, including vacation, sick leave, bereavement, unpaid leave, and legally mandated time off.

HR teams need software that allows them to customize leave categories, set accrual rules, enforce eligibility requirements, and track different types of absences separately. A system that lacks flexibility can lead to tracking inconsistencies, forcing businesses to manage certain leave types manually.

Consider additional features like payroll and HR integrations

PTO tracking doesn't operate in isolation. A system that integrates with payroll ensures that time off deductions occur automatically, preventing errors in paychecks. HR software integrations allow seamless record-keeping, making it easier to track leave balances, manage employee schedules, and comply with labor laws.

Without payroll and HR system integrations, HR teams must manually update PTO records and payroll entries, increasing the risk of miscalculations. A PTO system should sync with these essential functions to eliminate extra administrative work and maintain accuracy across departments.

6 essential features of PTO management software

The right PTO tracking software should do more than just help with the approval of leave requests. It should streamline the whole process, improve compliance, and provide real-time workforce insights. Here are six essential features to look for when evaluating PTO management software:

1. All-in-one dashboard for quick PTO management

An effective PTO system should present all leave-related information in one place. Managers should be able to view pending leave requests, employee leave balances, and upcoming absences without navigating multiple tabs or platforms. Employees should have an at-a-glance view of their available PTO, past leave history, and pending requests.

2. Self-service portal

Employees should be able to request time off, check their available leave balance, and view approval statuses without contacting HR. A self-service portal streamlines the process by enabling employees to manage their PTO independently, reducing the number of routine inquiries HR teams have to handle. This can increase transparency and minimize miscommunication about leave entitlements.

3. Automated approval workflows

PTO tracking software should remove the need for manual approvals by automatically routing requests to the appropriate manager or HR personnel. Workflows should include instant approvals for standard leave requests, conditional approvals based on company rules, and automatic escalations for requests requiring higher-level authorization. This ensures consistency in PTO approvals while preventing delays caused by lost or overlooked requests.

4. Customizable leave policies to fit your business needs

Companies have varying leave structures, from fixed PTO accruals to unlimited leave policies. PTO tracking software must support a range of policy configurations, including accrual-based systems, carryover rules, and country-specific legal requirements. Without customization options, businesses may struggle to align their software with internal policies, leading to manual workarounds and potential compliance risks.

5. Real-time notifications

Instant notifications keep employees informed about their leave requests and prompt managers to take action without delays. Innovative PTO systems send alerts when employees submit requests, when managers approve or deny them, and when the system updates leave balances. Without real-time notifications, employees may feel uncertain about their request status, and managers may overlook pending approvals.

6. Calendar integration

A PTO tracking system should sync with company calendars to provide visibility into who's on leave at any given time. This prevents scheduling conflicts, allows managers to plan coverage in advance, and ensures that critical roles remain staffed during peak business periods. By integrating directly with shared calendars, teams can make informed scheduling decisions without requiring manual coordination.

Automate employee PTO, leave, and vacation tracking with Rippling

Rippling's PTO tracking system seamlessly integrates with the platform’s Payroll, HR, IT, and Spend features, offering businesses a single source of truth for workforce management. Instead of juggling multiple platforms, Rippling enables companies to manage employee schedules, time tracking, and PTO within an all-in-one system that automatically syncs data across every function. This reduces manual work, helps with compliance, and provides real-time insights into workforce availability.

Seamless PTO and time tracking

Rippling’s Time & Attendance tool tracks employee hours the moment they clock in and instantly syncs them to payroll, eliminating the need for manual entry. Managers can create, assign, and adjust schedules in real-time, ensuring optimal staffing and reducing scheduling conflicts. Employees can easily track their schedules, request PTO, and clock in and out from their mobile devices or computers.

Automated compliance and PTO policies

Rippling automates compliance with federal, state, and local labor laws, flagging potential violations related to overtime, sick leave, meal breaks, and PTO policies. By enforcing company-specific and legally mandated PTO rules, Rippling helps businesses stay compliant without additional administrative burden.

Full integration across Payroll and HR

Rippling’s PTO tracking system merges directly with payroll, applying PTO deductions accurately and ensuring employees receive the correct pay. The system instantly updates approved PTO in payroll, reducing errors and streamlining leave request processing. With all data in one system, HR teams can track PTO balances in real-time without manual reconciliation or payroll adjustments.

Data-driven workforce management

By unifying workforce data in one system, Rippling gives businesses real-time insights into PTO usage, absenteeism trends, and labor costs. Managers can view leave patterns, identify potential understaffing risks, and make data-backed decisions to optimize scheduling.

PTO tracking software FAQs

What is the best way to track PTO?

The best way to track PTO is by using employee vacation tracking software, which automates leave requests, accrual calculations, and approvals while assisting with compliance with company policies and labor laws. Some modern PTO tracking systems, like Rippling, integrate with payroll, eliminating manual adjustments and reducing the risk of payroll errors. They also provide real-time visibility into employee leave balances, helping managers plan schedules efficiently.

Self-service portals allow employees to check their PTO balance and request time off without needing HR intervention.

Which is the best software for project hours tracking?

The best software for tracking project hours depends on business needs, but leading tools typically include time tracking, billable hours reporting, and workforce productivity insights. Platforms with time tracking software allow employees to log hours worked on specific projects, track overtime, and integrate with payroll for accurate invoicing.

Businesses managing large teams often prefer software with automated time tracking, real-time reporting, and integrations with accounting and project management tools to streamline billing and compliance.

How do I create a time off tracker in Google Sheets?

To create a vacation tracker in Google Sheets, follow these steps:

1. Set up columns: Create columns for employee names, leave start and end dates, leave type (vacation, sick leave, unpaid leave, etc.), and total days taken.
2. Use conditional formatting: Highlight scheduled leave using color-coded formatting to make tracking easier.
3. Apply formulas: Use formulas like =SUMIF() to calculate total PTO accrual and remaining leave balances per employee.
4. Share the sheet: Allow HR, managers, and employees to view or update leave requests in real time.
5. Automate approvals: Link the sheet with Google Forms to collect leave requests and set up email notifications for approvals or denials.

While Google Sheets can work for small teams, it lacks automation and integration with payroll, making dedicated PTO tracking software a far better solution for growing businesses.

Does Clockify work as a PTO tracker?

Yes, Clockify functions as a vacation tracking software. However, it has limitations when it comes to PTO tracking capabilities in comparison to dedicated leave management tools. Clockify allows employees to log vacation time, track absences, and generate leave reports, but it lacks built-in PTO accrual automation and integration with payroll systems. 

Businesses needing advanced PTO tracking, compliance management, and payroll syncing are likely to prefer a more comprehensive leave management solution.

This blog is based on information available to Rippling as of March 14, 2025.

Disclaimer: Rippling and its affiliates do not provide tax, accounting, or legal advice. This material has been prepared for informational purposes only, and is not intended to provide or be relied on for tax, accounting, or legal advice. You should consult your own tax, accounting, and legal advisors before engaging in any related activities or transactions.