As a small business owner, keeping track of your employees’ paid time off (PTO) can be difficult. However, using a PTO tracker simplifies this process and can help prevent miscommunication, missed shifts, and costly payroll mistakes.
Fortunately, in 2023, several reliable PTO trackers are available to help streamline this process and avoid such issues.
In this article, we will explore 7 PTO trackers for small business owners across a variety of sectors, highlighting their key features and advantages to help you select the best one for your business.
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Best PTO Trackers
1
Best time and PTO tracking app
61 reviews
89 reviews
Workyard provides construction time-tracking software that can help you track employee time and create accurate timesheets with precise GPS tracking.
Workyard’s industry-leading GPS time clock app tracks when each team member arrives and leaves every job site, as well as automatically logs driving routes, travel time, and distance. Additionally, with the live activity feed and calendar-based views, you will know where your employees are, who is working, and who is absent in real-time. This way you can create optimal schedules and use the same Workyard app to share the information with your employees on the job site. The scheduling feature allows you to communicate via notes, photos, and checklists to help your workers understand exactly what needs to be done.
With the right data automatically collected from the field, you can create insightful reports and manage schedules, payroll, PTO, and other leave with ease. The calendar view will allow you to plan schedules ahead of time and send instant notifications to your employees, so they can achieve a better life-work balance.
Additionally, Workyard simplifies payroll by providing one location to simply review, edit, and approve employee hours. Furthermore, it offers real-time labor cost reporting by job and cost code, which is updated with each time card submission.
Workyard’s accounting and payroll integrations with popular software providers such as QuickBooks Online, QuickBooks Desktop, Gusto, ADP, Sage, and Foundation, make payroll processing a breeze.
Key Features
- GPS-powered time tracking
- Scheduling with notes, photos, and checklists
- Live activity feed
- Calendar-based overview
- Location tracking
- Geofencing
- Arrival and departure detection
- Mileage tracking and reporting
- Auto calculation of labor costs
- Payroll integrations
Best Suited For
- Construction & Specialty Contractors
- Field Services
- Healthcare
- Manufacturing
- Property Management
- Time & Attendance Tracking
- Scheduling Dashboard
- Calendar Views
- Alerts
- Reports
- Payroll Integrations
- Mobile app
Pricing
- Time tracking – $6 per month per user
- Workforce Management – $13 per month per user
- Large Workforces – Custom
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2
Best employee productivity and PTO tracking software
27 reviews
115 reviews
Time Doctor is a time-tracking and productivity software that also serves as a PTO tracker. Time Doctor’s automatic time tracking feature allows employees to simply enter PTO and monitor vacation days, sick days, and other types of leave.
Managers have a unique view into dashboards and data to ensure that employees use their allowed time off, and they can even set up reminders to guarantee that PTO requests are not forgotten. Additionally, this software ensures the employees are not overwhelmed with tasks and projects, and automatically detects decreased productivity to maximize the efficiency of every employee. Time Doctor’s robust reporting and analytics features give insights into employee productivity, which can help in identifying areas where employees might require more support or training. Furthermore, Time Doctor’s flexible deployment options make it appropriate for a wide range of small businesses in a variety of industries, including those with fully remote or hybrid workforces.
Key Features
- Team and individual dashboards
- Time tracking
- Silent tracking
- Project and task management
- Activity tracking
- Productivity ratings
- Payroll integrations
- Work schedules
Best Suited For
- Agency
- Technology
- PTO Requests & Approvals
- Time & Attendance Tracking
- Alerts
- Reports
- Payroll Integrations
- Mobile app
Pricing
- Basic – $5.90 user/month
- Standard – $8.40 user/month
- Premium – $16.70 user/month
- Enterprise – Custom pricing
3
Best free PTO tracking app
5 reviews
23K reviews
Day Off is a PTO tracker that helps HR managers in planning, tracking, and managing their workers’ leave and time off.
Managers can use Day Off to create leave policies, approval procedures, and sub-teams with various policies, balances, and working days. Day Off also includes advanced reporting, event notifications such as request submission, approval, and announcements, and a mobile app for managers and employees. The software also offers a unified view of the team’s vacations, as well as a calendar view for both the company and the employee to manage team holidays and time off, as well as monitor team absence and workflow. The app is accessible for both iOS and Android users, making it extremely simple to report, track, and approve requests within the company.
Key Features
- Customizable leave types
- Calendar view
- Management reports
- One-step approval
- Sub-teams
- Team calendar control
- Set team approver
- Reset balance monthly
Best Suited For
- Agency
- Technology
- PTO Requests & Approvals
- Calendar Views
- Alerts
- Reports
- Mobile app
Pricing
- Basic – Free
- Pro – $1 per user/month
4
Best overall vacation and PTO tracker
1.6K reviews
4.1K reviews
Clockify offers time tracking software that includes free PTO and vacation tracking features that help employees in managing their vacation and time off.
Employees can effortlessly request time off and monitor their leaves and absences using Clockify. The system provides a variety of paid time off options, including sick leave, vacation, personal time, family leave, and even time off in lieu (TOIL). Employers can additionally use the PTO management system to create vacation and time off policies, as well as handle requests and approvals.
Employees can also check their PTO request, balance, and accruals, as well as track their attendance. Clockify’s PTO tracker, while essentially a time tracker, is an integrated function that helps teams keep organized and productive. This makes Clockify a reliable solution for managing time off, with over 260,000 organizations adopting it to enhance productivity.
Key Features
- Time off
- Approvals
- Lock time
- Attendance and overtime tracking
- Assignment and email reports
- Invoicing
- Scheduling
- Forecasting
- Audit logs
- Alerts
Best Suited For
- Agency
- Construction & Specialty Contractors
- Education
- Field Services
- Healthcare
- Hospitality
- Manufacturing
- Property Management
- Retail
- Technology
- PTO Requests & Approvals
- Time & Attendance Tracking
- Scheduling Dashboard
- Calendar Views
- Alerts
- Reports
- Payroll Integrations
- Mobile app
Pricing
- Basic – $3.99 per user/month
- Standard – $5.49 per user/month
- Pro – $7.99 per user/month
- Enterprise – $11.99 per user/month
5
Best PTO tracking app for every industry
99K reviews
27K reviews
QuickBooks Time provides a comprehensive and user-friendly PTO tracker to assist businesses in automatically tracking and managing their workers’ time off.
Employees can request time off by the hour or day through the mobile app or web dashboard, while administrators or managers can enter bulk time off for several or all employees at the same time. Furthermore, instead of going through the request-and-approve process, employees can enter their time off directly.
The tracker also maintains track of current and future PTO balances, as well as customizable notifications and cross-functionality. The time-off tracker in QuickBooks Time can help organizations avoid misunderstandings, missed shifts, and costly payroll issues. It also gives vital insights into how employees use their paid time off, which can help employers monitor burnout and productivity, create custom leave policies, and, ultimately, prioritize employee well-being.
Key Features
- Time off management
- Alerts and notifications
- Job and shift scheduling
- Payroll and invoicing
- Time kiosk
- Customized reports
- See who’s working option
- Photo attachment
- Unlimited customer support
Best Suited For
- Construction & Specialty Contractors
- Hospitality
- Manufacturing
- Property Management
- Retail
- PTO Requests & Approvals
- Time & Attendance Tracking
- Scheduling Dashboard
- Calendar Views
- Alerts
- Reports
- Payroll Integrations
- Mobile app
Pricing
- Premium – $10 per month + $8 per user per month
- Elite – $20 per month + $10 per user per month
6
User-friendly PTO tracking software
74 reviews
6.7K reviews
Factorial is PTO tracking software that assists businesses in keeping track of employee vacation days, sick leave, and other sorts of absences.
Managing employee time off requests is simple and effective using Factorial. Employees can submit time off requests online, and supervisors can use the leave management app to simply accept or decline them with a single click. Factorial’s time off manager additionally helps businesses in enforcing their time off policy and keeping track of acquired, used, and remaining time off. One benefit of Factorial over other vacation tracking solutions is the ability to visualize employee leave using a calendar view, which allows businesses to easily monitor potential employee absences.
The software also enables businesses to develop and implement their own time off policies, such as determining the amount of paid time off that carries over from year to year, creating vacation policies, sick day policies, and other unpaid and paid time off policies as needed. Factorial also enables businesses to create customized absence categories for all sorts of leave, as well as customize time off permissions to specify which supervisors have to authorize absence requests. Furthermore, companies can use the time off data to create custom reports about employee absences and leave types in order to make better decisions.
Key Features
- Time tracking
- Time off tracking
- Time off export
- Accrued paid time off
- Payroll management
- Shift management
- Unlimited time off policies
- Multiple calendar views
- Time off insights
- Automatic breaks
- Custom time periods
Best Suited For
- Agency
- Field Services
- Manufacturing
- Technology
- PTO Requests & Approvals
- Time & Attendance Tracking
- Scheduling Dashboard
- Calendar Views
- Reports
- Payroll Integrations
- Mobile app
Pricing
- Business – $4.96 per seat
- Enterprise – $6.68 per seat
7
Best cloud-based PTO tracker
1.3K reviews
2.5K reviews
BambooHR is a cloud-based HR software that offers a comprehensive PTO tracking solution. Employees can simply submit leave requests, and managers can instantly accept or decline the requests using quick notifications via email, mobile, or the BambooHR inbox. The technology immediately adjusts the employee’s PTO balance, making it easier to manage vacation requests without disrupting work.
Employees can use the time-off calculator function in BambooHR to check their current PTO balance and scheduled time off on their smartphones. PTO policies can be further customized for individual employees, teams, locations, or departments using the software to manage employee time.
The Who’s Out Calendar function helps managers and HR in maintaining adequate staffing and approving holiday time off requests. Furthermore, strategic reporting tools allow users to generate reports in just a few clicks, making it easier to identify trends and be more strategic in the future.
By enabling up to five people to be added to the review process, BambooHR’s approval processes keep everyone in the loop. Other HR activities, such as time tracking, benefits, administration, and payroll, are also integrated.
Key Features
- Time-off management
- Time-off calculator
- Customizable PTO policies
- “Who's Out” calendar
- Reporting and analytics
- Approval workflows
- Time tracking
- Benefits administration
- Payroll integration
- Performance management
Best Suited For
- Construction & Specialty Contractors
- Healthcare
- Technology
- PTO Requests & Approvals
- Time & Attendance Tracking
- Scheduling Dashboard
- Calendar Views
- Alerts
- Reports
- Payroll Integrations
- Mobile app
Pricing
- Essentials – Custom
- Advantage – Custom
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