Manually tracking PTO with spreadsheets, emails, and calendar chaos slows everything down. Balances get outdated, approvals fall through the cracks, and no one’s ever sure who’s actually off. 

I dug into the top PTO tracking software to find out which ones actually solve these problems without creating more admin work. Here’s what I found.

What did I look for in the top PTO tracking software

I focused on tools that eliminate manual tracking, reduce HR workload, and give employees full clarity over their time off. The essentials:

• Real-time PTO balances: So employees always know how much time off they have without asking HR.
• Custom policy rules: To handle accruals, carryovers, and different leave types without workarounds.
• Simple approval workflows: Because chasing managers for approvals wastes time and delays planning.
• Calendar visibility: Teams need to see who’s off to avoid scheduling conflicts and coverage issues.
• Mobile access: Field and remote teams need to request and approve time off without a desktop.
• Tool integrations: Sync with calendars and chat apps so time off updates show where people already work.
• Usage reporting: HR needs visibility into trends, burnout risks, and policy compliance.
• Scalability: Systems must work for small teams and also grow without breaking processes.
• Automation: No one should manually adjust balances or chase missing data.
• Clean interface: If the tool’s confusing, no one uses it—and PTO tracking falls apart again.

1. Thrivea

Thrivea’s PTO system is built for teams that want time-off management to be clear, predictable, and fully automated. Instead of juggling spreadsheets, email chains, and manual balance updates, everything lives in one central dashboard where HR, managers, and employees always see the same information. 

Requests move through a simple approval flow, balances update automatically, and policies stay consistent without extra admin work.

What stood out to me is how fast it removes confusion. Employees always know how much time off they have. Managers see upcoming absences before schedules collide. HR gets real-time visibility into usage patterns, carryover rules, and compliance. It’s straightforward, but it solves the biggest frustrations teams usually have with PTO.

Key features:

• Central dashboard for all requests, balances, and approvals
• Custom PTO policies (accrual, unlimited, hybrid, location-based)
• Automated approvals and instant notifications
• Real-time balance tracking for employees and managers
• Calendar sync (Google and Outlook) for approved absences
• Built-in compliance for rules, accrual schedules, and carryovers
• Integrations with payroll and HR platforms
• Self-service portal for employees to request and track time off

Pros:

• Very easy for employees to use: Requests take seconds, and balances are always visible.
• Managers avoid scheduling conflicts: Upcoming absences show directly in the dashboard.
• Automation removes manual work: Accruals, approvals, reminders, and updates run on their own.
• Calendar integration is clean and accurate: Approved PTO shows up automatically in Outlook or Google.
• Policies can match any company structure: Useful for distributed or international teams.

Cons:

• No native time tracking or attendance module: If you need clock-in/clock-out, you’ll need another tool.
• Doesn’t replace payroll: PTO syncs well, but actual payroll calculations still rely on external systems.
• Advanced absence analytics are still basic: You get visibility, but deep forecasting isn’t there yet.

Pricing: Thrivea’s PTO Tracking is a paid add-on. The Core HR platform is free forever, but the PTO module requires a subscription. You can activate a 14-day free trial to test the full feature set before upgrading.

Best for: Automated, policy-driven PTO tracking

2. BambooHR

BambooHR serves small- to midsize businesses and offers built-in PTO tracking as part of its time and attendance suite. It allows employees to submit a PTO request through a web dashboard or mobile app, with managers reviewing and approving leave via automated notifications. 

The system supports unlimited PTO policies, fully customizable based on location, role, or seniority, and tracks all types of leave, including vacation, sick days, and personal time. Approved time off syncs directly with employee timesheets and the team vacation calendar to minimize scheduling conflicts.

The PTO tracker integrates tightly with other HR tasks like payroll processing, performance, and employee data management, ensuring seamless recordkeeping across departments. 

Employees can view their real-time PTO balance, upcoming leave, and past PTO usage without involving HR. Admins can generate reports to analyze trends, such as PTO accruals and usage by department, improving visibility into overall leave management. 

The system also offers a “Who’s Out” calendar and a PTO calculator to streamline planning for office managers and HR staff.

Key features:

• Employees can request PTO directly through the mobile app or desktop
• Real-time PTO balances and automatic accrual tracking
• Unlimited customizable leave types with separate rules per policy
• Time-off data syncs with timesheets, calendars, and payroll
• Who’s Out calendar shows active and planned absences
• Integrated PTO reporting and usage insights
• Supports PTO carryover, negative balances, and auto-resets
• Secure cloud-based access with employee self-service tools

Pros:

• Intuitive interface simplifies managing PTO and tracking employee leave
• All-in-one HR software eliminates the need for separate PTO tools
• PTO approvals and scheduling are integrated with the timesheet and calendar
• Mobile app supports full PTO request and approval workflow
• Accurate PTO data enhances payroll processing

Cons:

• Not suitable for companies that don’t need full HR software
• Pricing is per-employee and not fully transparent
• Setup may require full employee data entry and onboarding effort
• No built-in integrations with Google Calendar or Microsoft Teams

Pricing: 

• The Core plan starts at $10 per employee/month and includes PTO tracking.
• Higher-tier plans like Pro and Elite offer broader HR management features but require a custom quote.
• No free plan is available.

Best for: HR teams needing integrated PTO + HR tools

3. Connecteam

Connecteam is built for deskless teams and offers integrated PTO tracking within its HR hub. Employees can submit PTO requests via the mobile app, view balances, and track approvals in real time. 

Managers get alerts for leave requests, can approve or reject instantly, and see who’s out to avoid scheduling conflicts. PTO data syncs with scheduling, time tracking, and timesheets for streamlined employee time tracking and payroll processing.

The PTO tracking feature supports unlimited leave types, custom PTO policy settings, automatic accruals, and conflict alerts. Admins can assign different policies by role or location, track vacation usage, and prevent time-off requests during blocked periods. 

The platform automates PTO calculations and helps with managing PTO across departments through centralized dashboards. It’s ideal for businesses that want vacation tracker, PTO requests, and task management in one mobile app.

Key features:

• Mobile app for PTO requests, approvals, and real-time balance updates
• Supports unlimited PTO policy types with custom accrual rules
• Tracks vacation, sick leave, unpaid time, and custom leave types
• Auto-updates PTO balances on approval and prevents overuse
• Manager alerts for overlapping leave and scheduling conflicts
• Time off syncs with employee timesheets and scheduling calendar
• Custom year settings for PTO tracking and carryover
• Centralized leave tracking dashboard for HR management

Pros:

• Free for small teams (up to 10 users)
• Real-time PTO tracking prevents errors and confusion
• Mobile-first design simplifies employee access and task management
• Full integration with time tracking and scheduling modules
• Low per-user pricing for small to midsize teams

Cons:

• Limited policy customization on lower-tier plans
• No native Google Calendar integration
• Designed for mobile use; desktop experience is secondary
• Lacks advanced HR software features like employee document storage

Pricing: 

• Free plan: Up to 10 users with full PTO tracking included
• Basic plan: $29/month for up to 30 users (includes PTO requests, balances, and basic policies)
• Advanced plan: $49/month for up to 30 users (adds carryover rules, more leave types, conflict alerts)
• Expert plan: $99/month for up to 30 users (unlimited PTO policies, advanced approval workflows)

Best for: Mobile-first PTO tracking for deskless teams

4. Buddy Punch

I tested Buddy Punch as PTO tracking software and found it built primarily for businesses that need robust attendance tracking with integrated vacation-tracking tools. It lets employees submit PTO requests via desktop or mobile app, while managers approve or deny them with a single click. 

PTO balances are updated in real time, and approved time off is automatically inserted into employee timesheets to simplify payroll processing. The platform also supports custom PTO policies, automatic accruals, and blackout dates to block leave on critical days.

PTO tracking in Buddy Punch ties directly into time tracking, leave management, and scheduling features. I was able to define multiple leave types, enforce balance limits, and restrict requests without available hours. Managers can see who’s out, track PTO usage, and prevent scheduling conflicts from a central dashboard. It’s ideal for teams that need accurate time tracking and PTO management in one tool.

Key features:

• Employees track time and submit PTO requests in the same mobile app or desktop dashboard
• Automatic PTO accruals with customizable rules (hourly, weekly, monthly, annually)
• Real-time PTO balance visibility for both employees and managers
• Approved PTO auto-fills employee timesheets for accurate payroll processing
• Supports unlimited leave types with separate policy settings
• Blackout dates and holiday auto-fill to prevent scheduling conflicts
• Alerts for new PTO requests via email and push notifications
• PTO usage reports and balance tracking inside the employee timesheet view

Pros:

• All-in-one time tracking and PTO management software
• PTO requests and timesheets are fully integrated
• Mobile app simplifies remote access for both staff and managers
• Supports accruals, carryovers, caps, and negative balance restrictions
• Unlimited admin users are included without additional fees

Cons:

• No free plan; all tiers require a monthly base fee
• Fixed base fee makes it less cost-effective for very small teams
• Focused on attendance tracking; limited if only PTO tracking is needed
• No built-in integration with Microsoft Teams or Google Calendar

Pricing:

• Starter: $4.49/user/month + $19/month base fee (includes PTO tracking, time clock)
• Pro: $5.99/user/month + $19 base (adds scheduling, job codes)
• Enterprise: $10.99/user/month (adds SSO, API, advanced controls)
• 14-day free trial available

Best for: PTO tied to time tracking and payroll

5. Clockify

I tested Clockify’s PTO tracking feature as part of its broader time tracking and timesheet system. To use it, I had to upgrade from the free version, but once enabled, it offered full control over leave management. 

I was able to create custom PTO policies, track time off in hours or days, and configure automatic PTO accruals with carryover limits. Employees submit a PTO request directly in the web or mobile app, and approved leave shows on the team calendar and employee timesheet.

The platform handled vacation tracking, sick leave, and even partial-day requests. It also lets you link time off to a project, so approved leave shows on reports and payroll exports. Clockify’s calendar made it easy to see who’s out and avoid scheduling conflicts. It’s not a full HR software, but it’s solid for teams that already track time and want integrated PTO tracking software.

Key features:

• Time off requests and approvals are managed inside the mobile app or browser
• Create unlimited leave types with custom PTO policy rules
• Supports PTO accruals, balance expirations, carryovers, and negative balances
• Employees view PTO balance, request history, and usage in real time
• Team calendar shows upcoming leave and vacation tracking per user
• Partial-day PTO requests supported (hours or minutes)
• Approved PTO shows in the employee timesheet and reports
• Attendance tracking integrates PTO, time tracking, and overtime in one report

Pros:

• Built-in leave tracking inside a time tracking platform
• Supports detailed PTO rules and multiple leave types
• Real-time PTO balance visibility improves transparency
• Affordable pricing for mid-size teams with no base fees
• Clean user interface and easy to use

Cons:

• PTO tracking is not available in free or basic plans
• No free plan for leave tracking
• Not a complete HR management software (no employee data tools)
• No Microsoft Teams or Google Calendar integration
• No proactive PTO conflict alerts; a manual calendar check is needed

Pricing:

• Standard plan: $5.49/user/month
• Pro: $9.99/user/month adds invoicing, labor costs, and expense tracking
• Enterprise: $14.99/user/month includes SSO, audit logs, custom subdomains
• A free plan exists, but it  does not include PTO features

Best for: Teams already using Clockify for time tracking

6. Absentify

Absentify is a PTO tracking software for leave management for Microsoft 365 users. It let me create multiple custom leave types, assign PTO policies by team, and handle approvals, all directly inside Microsoft Teams or Outlook. 

Employees submit PTO requests through the Teams app or web interface, with real-time sync to Outlook calendars and automatic out-of-office replies. It’s built for companies using Microsoft tools, offering vacation tracking, time off calendars, and multi-level approval workflows.

The platform supports half-day and hourly leave tracking, automatic holiday calendars by region, and quota enforcement for each leave type. I could assign backup colleagues, track PTO usage in real time, and set limits on the number of people who can be off at once per team. 

Key features:

• Submit and approve PTO requests inside Microsoft Teams or a browser
• Auto-syncs approved time off with Outlook and shared team calendars
• Automatically sets out-of-office replies with substitute contacts
• Create unlimited leave types and assign them per department or role
• Set custom PTO accruals, carryovers, expiration rules, and balance caps
• Real-time PTO balance tracking and usage reports by employee
• Holiday calendars auto-loaded by country and region
• Multi-step approval workflow with quota enforcement per team

Pros:

• Deep integration with Microsoft Teams and Outlook for leave management
• Real-time PTO tracking with automatic calendar and email updates
• Simple setup through Azure AD with auto-sync of employee data
• Supports full-day, half-day, and hourly leave types
• Extremely low-cost PTO tracker with free plan and low per-user pricing

Cons:

• Not usable without Microsoft 365; no support for Google Workspace
• Free plan lacks hours tracking and limits departments and leave types
• Not a full HR software; it only handles PTO tracking and leave types
• Setup can be complex for companies not familiar with Microsoft tools

Pricing:

• Free plan: $0 for unlimited users, limited to 2 departments and 1 PTO policy (days only)
• Mini: $1/user/month (adds hours tracking, more policy options)
• Essentials: $2/user/month (adds reporting, more departments, Teams sync)
• Plus: $3/user/month (unlimited policies, departments, API, Power BI)

Best for: Microsoft Teams-based PTO management

7. Jibble

I tested Jibble primarily as a time tracking software, but found its PTO tracking features surprisingly detailed once upgraded beyond the free plan. Employees can submit a PTO request through the web or mobile app, attach documents, and track approval status. 

Managers review requests, approve or reject them, and assign multi-level approvers where needed. Approved leave auto-syncs with timesheets and reports for payroll processing.

Jibble allows full customization of PTO policies, including accruals, carryovers, expiry rules, and per-policy assignment. Time off balances update automatically, and real-time notifications ensure visibility across teams. It also integrates with Slack, MS Teams, Google Calendar, and more for leave tracking and alerts. It works as an all-in-one tool for tracking time, attendance, and vacation usage in one place.

Key features:

• Create custom PTO policies with accruals, carryovers, and expiry dates
• Submit leave requests with attachments (e.g., medical certificates)
• Approve or reject time off via desktop or mobile with real-time notifications
• Configure multi-level approval workflows per policy or team
• View leave calendars, usage logs, and upcoming absences
• Track PTO balances in real time with audit logs and full request history
• Sync leave data with payroll reports, time tracking, and attendance
• Supports Slack, MS Teams, Google Calendar, and Outlook integrations
• Enables partial-day and half-day leave (via web app only)
• Export PTO reports to CSV or Excel for HR and payroll processing

Pros:

• Free plan includes basic PTO tracking for unlimited users
• Detailed policy settings with auto-accruals and reset dates
• Multi-platform support: web, mobile, Slack, Teams, and kiosk
• All PTO requests, approvals, and balances are fully auditable
• Integrates PTO with time tracking, payroll, and scheduling
• Low-cost paid tiers unlock advanced PTO management features

Cons:

• Leave accruals and balance tracking require a paid plan
• Partial-day leave is currently limited to the web version only
• Not ideal for companies needing PTO-only software without time tracking
• The interface may feel bloated if only PTO features are needed

Pricing:

• Free: Unlimited users with basic PTO request/approval
• Premium: $3.49/user/month (adds accruals, multi-level approvals, advanced reporting)
• Ultimate: $6.99/user/month (adds custom permissions, real-time GPS, advanced controls)
• Enterprise: $8.99/user/month (adds SSO, audit logs, dedicated support)

Best for: Free PTO tracking

8. Timetastic Ltd

Timetastic allows employees to submit a PTO request by clicking directly on a visual wall calendar, selecting their vacation days, and choosing leave type. Approved leave updates instantly, adjusts the employee’s PTO balance, and shows who’s off to prevent scheduling conflicts. 

Notifications are sent via email, Slack, or Microsoft Teams, and team calendars can sync with Google Calendar or Outlook.

Timetastic works as a vacation tracking software with a clear focus on employee leave management, not as an HR software suite. It includes policy customization, burnout tracking, and auto-approvals to reduce manual HR tasks. Leave types are color-coded, and daily summaries or weekly leave reports keep managers updated. It’s designed for teams that need fast, transparent PTO tracking without complexity.

Key features:

• Visual wallchart calendar shows time off across the team in real time
• Employees request time off via web or mobile app with instant balance visibility
• Define unlimited leave types with color codes for vacation tracking
• Auto-approvals and locked dates to prevent scheduling conflicts
• Syncs with Google Calendar, Outlook, iCal, Slack, and Microsoft Teams
• Burnout Board highlights employees with low PTO usage
• Email and chat notifications for all PTO requests and approvals
• Daily/weekly summaries sent to managers with who’s out info
• Supports PTO policy customization, allowance caps, and restrictions
• Secure cloud-based PTO tracking with simple mobile access

Pros:

• Fast and intuitive PTO tracker with minimal setup
• Calendar integration and daily summaries improve visibility
• Auto-approval and policy controls reduce repetitive HR tasks
• Burnout tracking helps managers manage PTO usage proactively
• Low, transparent per-user pricing suitable for any team size

Cons:

• No forever-free plan; only 30-day free trial
• Accrual tracking and advanced reporting are only available on the Pro plan
• Not a full HR software—limited to PTO and vacation tracking
• Basic plan lacks multi-approver workflows and policy limits

Pricing:

• Timetastic: $1.50/user/month (includes wallchart, leave types, requests, calendar sync)

• Timetastic Pro: $2.50/user/month (adds PTO accruals, burnout tracking, leave type restrictions, SSO)
• 30-day free trial with no credit card required

Best for: Simple, visual vacation tracking

9. Calamari

Calamari is a leave management tool with flexible PTO tracking features, designed to handle global policies, multi-location teams, and complex approval workflows. Employees request time off via web or mobile, view real-time PTO balances, and receive instant notifications on approvals. 

Managers configure leave types, set accruals, and control approval paths per department or policy. Leave requests integrate directly with shared calendars and Slack or MS Teams.

Calamari supports unlimited leave types, region-based holiday calendars, and custom PTO policy rules like accruals, carryovers, and expiration. Its dashboard provides full visibility into vacation tracking, PTO usage, and pending requests. 

Audit logs and reporting help HR manage compliance, while integrations with payroll, Google Workspace, and Microsoft tools make it usable for broader HR tasks.

Key features:

• Web and mobile app for PTO requests, leave tracking, and approvals
• Define unlimited leave types with custom rules and naming
• Set PTO accruals, limits, carryover caps, and expiration rules
• Real-time PTO balance visibility with request history
• Multi-level approval workflows customizable by team or location
• Syncs with Google Calendar, Outlook, Slack, Microsoft Teams
• Country-specific holiday calendars are auto-applied per employee location
• Leave calendar shows team availability and who’s out
• Generates reports on PTO usage, trends, and employee leave types
• Audit logs ensure traceability of requests and approvals

Pros:

• Flexible PTO policy setup handles global and local rules
• Calendar integrations improve vacation tracking visibility
• Full audit trail supports HR compliance and reporting
• Mobile app access and Slack/MS Teams approval support
• Scalable for small teams and enterprise-level HR management

Cons:

• No free plan; only a 14-day free trial
• Some features (e.g., API access) are gated behind higher tiers
• Interface complexity may require training for non-HR users
• Time tracking is offered separately; leave tracking is not bundled with it

Pricing:

• Leave Management module: $2/user/month (billed annually) or $2.50/user/month (monthly)
• Time tracking is sold separately for an additional fee
• Minimum charge: $20/month per module
• 14-day free trial available for all features

Best for: Global teams with complex PTO policies

10. Day Off

Day Off is a lightweight leave management app built for simple PTO tracking without HR complexity. Employees submit a leave request using the mobile app or web dashboard, view real-time PTO balances, and get instant status updates. 

Managers review and approve requests with one tap, assign backup employees, and view who’s off on a team calendar. Leave types and policies are customizable per department, role, or individual.

The platform focuses on vacation tracking, sick leave, and custom leave types. It supports leave accruals, approvals, policy caps, and usage tracking, with optional restrictions like notice periods or approval delays. 

Calendar sync with Google Calendar and Outlook is available. It’s ideal for startups and small teams looking for basic PTO management software that works out of the box on mobile.

Key features:

• Submit PTO requests via mobile app (iOS/Android) or browser dashboard
• Create unlimited leave types: vacation, sick, unpaid, custom
• Configure leave policies, accruals, limits, and carryovers per user
• Real-time PTO balance and leave usage tracking per employee
• Single and multi-level approval workflows
• Assign backup employees to cover absent roles
• Team calendar view shows approved and pending time off
• Automatic leave summaries and daily absence overviews
• Integration with Google Calendar and Outlook for vacation tracking
• Supports custom holidays, weekends, and regional calendars

Pros:

• Mobile-first design makes it ideal for remote teams
• Quick onboarding with minimal configuration required
• Offers detailed leave tracking without complex HR tools
• Calendar integration improves team visibility
• Flat-fee pricing model suits predictable budgets

Cons:

• No free plan; limited free trial
• Not suited for enterprise HR tasks (no payroll or employee data modules)
• Limited integrations compared to larger tracking software platforms
• The web dashboard is basic compared to the mobile app functionality

Pricing:

• Free trial available (duration not specified publicly)
• Pro: $2/user/month (adds advanced policies, reporting, calendar sync, backups)

Best for: Mobile-first, lightweight PTO tracking

Top PTO tracking software compared

Track days off with Thrivea

Most PTO tracking tools serve narrow needs. Some focus on time tracking, others on visual scheduling or mobile access. Many handle the basics well but still rely on manual oversight, fragmented data, or limited flexibility. These gaps create friction for HR, managers, and employees trying to stay aligned on leave.

But Thrivea stands out as the best overall for one reason: it eliminates manual tracking entirely. Its automation, real-time visibility, and flexible policy engine remove confusion for employees, managers, and HR alike. It’s not just a tracker, but a complete system for managing time off with zero friction.

Book a demo to see how Thrivea simplifies PTO tracking for your team.