Best PTO Tracking Software in 2026

Tracking paid time off in a spreadsheet or a group chat works until it doesn't. Requests get buried, balances go stale, and someone ends up scheduled on a day they were approved off months ago. The best tools help prevent that by connecting requests, balances, schedules, and payroll.

What the best PTO tracking software looks like in 2026

Many small businesses want time off tracking built into the same app that handles scheduling and payroll — not a separate tool. Here's what separates the tools that work from the ones that create new problems:

• Free tiers exist. Connecteam is free for up to 10 users with PTO included. Homebase offers free PTO tracking for teams with fewer than 10 employees. Clockify has a free time tracking plan, but PTO requires upgrading to the Standard plan.
• Hourly teams need scheduling integration. Approved time off should block shifts automatically. Some HR-first tools are less focused on shift coverage and schedule conflict prevention.
• Payroll sync matters. If PTO accruals don't flow to payroll automatically, someone is doing that work manually somewhere else.

Why we made this list (and who we are)

We publish this guide. Homebase makes scheduling, time tracking, and payroll software for hourly teams.

We built this list to help small business owners find the right PTO tracking tool — including tools that compete with us. The ranked list below does not include Homebase. We appear in a clearly labeled "How Homebase compares" section. Our evaluations are based on public product documentation, pricing pages, review-site data, and a rubric built around hourly-team needs.

How we evaluated these tools

We assessed each tool across six criteria:

• Mobile experience — can hourly and deskless workers request and check PTO from their phone?
• Approval workflows — do managers get real-time notifications with enough context to decide quickly?
• Accrual flexibility — does the tool support per-hour, per-period, and tenure-based rules?
• Scheduling integration — does approved time off connect with scheduling and coverage visibility?
• Payroll integration — do accruals and approvals flow to payroll without manual entry?
• Free tier availability — is there a genuinely usable free option, or just a trial?

PTO tracking software compared: top 3 at a glance

Connecteam

• Free tier: Yes — free for up to 10 users (Small Business Plan), all hubs included
• Paid plans: Hub-based; annual pricing starts at $29/month per hub for the first 30 users. Time off features are part of the HR and Skills hub. See Connecteam's pricing page for current plan details.
• Scheduling integration: Yes — time off connects with scheduling so managers can review availability and coverage before approving requests
• Payroll integration: Yes — Gusto, QuickBooks Payroll, Xero, and others. Full list on Connecteam's integrations page.
• Best for: Mobile and deskless hourly teams
• Rating: 4.6/5 on Capterra (5,266+ reviews)

BuddyPunch

• Free tier: No — free trial only
• Paid plans: Per-user pricing with a base fee. Current rates on BuddyPunch's pricing page.
• Scheduling integration: Yes — approved time off appears on the employee schedule
• Payroll integration: Yes — ADP, Paychex, QuickBooks, Xero, SurePayroll, and others. Full list on BuddyPunch's integrations page.
• Best for: Teams that want time tracking, PTO, and payroll in one tool
• Rating: BuddyPunch claims 4.8/5 across G2 and Capterra (Capterra: 1,124+ reviews)

Clockify

• Free tier: Yes for time tracking — PTO is on the Standard plan and above. The Standard plan notes that free users can invite up to 4 people. See Clockify's pricing page for current details.
• Paid plans: Multiple tiers; see Clockify's pricing page for current rates.
• Scheduling integration: Not designed around shift-schedule coverage or automatic coverage conflict detection
• Payroll integration: No native payroll; QuickBooks integration available on paid plans
• Best for: Very small desk-based teams or freelancers needing free time tracking
• Rating: 4.5/5 on G2 (198+ reviews); 4.8/5 on Capterra (9,234+ reviews)

How Homebase compares (publisher note)

This is a publisher note. Homebase publishes this guide and is not part of the ranked list above.

Homebase

• Free tier: Yes — free PTO tracking for teams with fewer than 10 employees; free plan supports core scheduling and time tracking for one location. Current plan details on Homebase's pricing page.
• Scheduling integration: Yes — approved time off shows in the schedule automatically, so you don't schedule someone who is on vacation. Vacation hours flow directly to timesheets and payroll.
• Payroll integration: Yes — PTO wages and accruals calculate automatically in Homebase payroll.
• Best for: Hourly teams in restaurants, retail, and service businesses that want PTO, scheduling, time tracking, and payroll in one app

Homebase is especially strong for hourly teams because PTO, scheduling, timesheets, payroll, and team communication work together in one app. Managers see approved time off before building schedules. Accruals flow into payroll without manual entry. The system runs in the same app employees use to clock in, check schedules, and communicate with the team.

Keeping time off and scheduling in two separate tools means one will always be out of sync. With Homebase time off management, one approval updates the schedule, the timesheet, and payroll at the same time. Try it free.

The 6 best PTO tracking software tools in 2026

Each tool below includes a verdict, best-fit profile, key features, pricing, and real reviewer quotes so you can see exactly where each one shines and where it falls short.

1. Connecteam — Best for mobile and deskless hourly teams

Connecteam is the strongest all-around pick for hourly teams that need PTO, scheduling, and time tracking in one mobile app. Its free plan for up to 10 users includes genuine PTO functionality. Time off connects with scheduling so managers can review availability and coverage before approving requests — a meaningful advantage for teams where every shift matters.

Best for: Non-desk teams in retail, healthcare, construction, and food service

Rating: 4.6/5 on Capterra (5,266+ reviews)

What it is: All-in-one team management app built for deskless and mobile workers

Key features:

• Mobile time off requests and approvals with real-time balance updates
• Time off connected with scheduling for coverage review before approval
• Custom leave types and accrual policies
• Full team visibility into who is off and when
• Integrations with Gusto, QuickBooks Payroll, Xero, BambooHR, ADP, and others

Pricing: Free for up to 10 users (Small Business Plan, all hubs). Paid plans are hub-based — annual pricing starts at $29/month per hub for the first 30 users. Time off features are part of the HR and Skills hub. See Connecteam's pricing page for current hub details.

Free tier: Yes

What reviewers say (Capterra):

• Capterra: "The customer support is responsive, accessible in a number of ways, and the follow up to ensure quality results provides a top notch experience."
• Capterra: "The task planner module was not easy to use and maintain — the load speed was too slow and created a clunky experience."

2. BuddyPunch — Best for combined time tracking and PTO

BuddyPunch handles PTO as part of a complete time tracking and scheduling system. It automatically calculates accruals, lets employees manage their own requests, and includes PTO in payroll. Approved time off appears on the schedule, so managers can see coverage at a glance.

Best for: Small businesses needing time tracking, PTO, and payroll in one tool

Rating: BuddyPunch claims 4.8/5 across G2 and Capterra (Capterra: 1,124+ reviews)

What it is: Time tracking, scheduling, and PTO app for hourly and remote teams

Key features:

• Automatic PTO accruals — set up by hours worked, pay period, or annually
• Employees manage their own PTO requests and view balances
• Approved time off appears on the employee schedule
• PTO included in payroll calculations
• Integrations with ADP, Paychex, QuickBooks, Xero, and SurePayroll

Pricing: Per-user pricing with a base fee. Current rates on BuddyPunch's pricing page.

Free tier: No — free trial available

What reviewers say (Capterra):

• "Very easy to set up, customer service, bang for the buck, employees are very happy with easiness of system."
• "It would be nice to be able to see subtotal of hours based on category."

3. Clockify — Best free time tracking for desk-based teams

Clockify has a free time tracking plan for very small teams, but PTO management requires a paid plan. The Standard plan includes time off tracking. It works for desk-based teams with simple leave policies. It's not designed around shift-schedule coverage or automatic coverage conflict detection, which makes it a weaker fit for hourly teams managing last-minute staffing gaps.

Best for: Freelancers and desk-based small teams needing free time tracking

Rating: 4.5/5 on G2 (198+ reviews); 4.8/5 on Capterra (9,234+ reviews)

What it is: Time tracking app with PTO available on paid plans

Key features:

• Leave requests and approvals with a visual timeline view
• Multiple leave types
• Mobile app for employees
• QuickBooks integration on paid plans
• Additional integrations on Clockify's integrations page

Pricing: Free plan for time tracking; PTO is on the Standard plan and above. Free users can invite up to 4 people. Current rates on Clockify's pricing page.

Free tier: Yes for time tracking; PTO requires a paid plan

What reviewers say (Capterra):

• "The straightforward interface made daily tracking simple, and the reporting features were useful for reviewing productivity and workload distribution."
• "The UI looks a bit old school, and it lacks some of the modern time tracking functionalities of other platforms."

4. OnTheClock — Best for simple time clock and PTO at a transparent price

OnTheClock is a clean, affordable time clock and PTO system built specifically for small businesses. It supports automatic PTO accruals, real-time balances, mobile time tracking, GPS tracking, geofencing, and payroll integrations. Managers approve or deny time off requests from the same dashboard they use for timesheets.

Best for: Small businesses wanting time clock, PTO, and payroll integration without extra complexity

Rating: 4.5/5 on G2 (172 reviews); 4.7/5 on Capterra (718 reviews)

What it is: Cloud-based time clock with built-in PTO tracking, scheduling, and payroll tools

Key features:

• Automatic PTO accruals — set by hours worked, pay periods, or fixed annual amount
• Custom accrual rates by employee, tenure, role, or department
• Carryover rules and accrual caps
• Bulk PTO assignment for company-wide holidays
• Real-time PTO balances and reporting
• GPS tracking and geofencing
• Payroll integrations with QuickBooks, Gusto, ADP, and Paychex

Pricing: $4/employee/month + $5/month base fee. First 30 days free — no credit card required. See OnTheClock's pricing page for current details.

Free tier: No — 30-day free trial

What reviewers say (Capterra):

• "The main page is designed very well as well as the app itself." — Brooke M., Medical Assistant
• Some reviewers find settings and customization options unclear during initial setup.

5. BambooHR — Best if you need a full HR system, not just PTO tracking

BambooHR's time off management is included in all its plans — covering holidays, sick days, PTO, and parental leave without additional purchases. It's the right pick if you need PTO as part of a broader HR investment. It's less focused than Homebase, Connecteam, or BuddyPunch on shift coverage workflows, making it a better fit for office-based or mixed teams than for hourly shift workers.

Best for: Small to mid-size businesses with salaried or mixed teams

Rating: 4.4/5 on G2 (3,758+ reviews); 4.6/5 on Capterra

What it is: Full HRIS with PTO tracking as one component

Key features:

• Self-service time off portal with real-time balance visibility
• Time off management included in all plans — no additional purchase required
• "Who's Out" calendar showing team availability
• PTO calculator built in
• Automatic payroll sync with BambooHR Payroll; data export available for other payroll systems
• Desktop and mobile access

Pricing: Custom quote required. See BambooHR's pricing page.

Free tier: No

What reviewers say (Capterra):

• "BambooHR stands out for its simplicity and clean interface. Requesting time off is quick and straightforward."
• "Its a great product but unless you are using their preferred software partners your toast. Otherwise you are rocking a CSV import."

6. Gusto — Best if you're already using Gusto for payroll

Gusto's time off tracker lets employees manage their own requests and accruals, and time off syncs directly to payroll. If your team already runs payroll through Gusto, adding a separate PTO tool may be unnecessary. Gusto also offers scheduling tools through its Time and Attendance Plus package. It's less scheduling-first than dedicated hourly workforce tools like Homebase, Connecteam, or BuddyPunch.

Best for: Teams using Gusto for payroll who want PTO in the same system

Rating: 4.6/5 on G2 (11,246+ reviews); 4.6/5 on Capterra (4,209+ reviews)

What it is: Payroll-first HR app with built-in PTO and time off features

Key features:

• PTO request and approval workflow with mobile access via the Gusto Wallet app
• Multiple custom time off policies — works for full-time, part-time, hourly, and salaried teams
• Direct payroll sync — accruals calculate automatically
• Delegated approvals to managers
• Calendar sync for time off visibility
• Scheduling available on Time and Attendance Plus

Pricing: Multiple plan tiers available. Current rates on Gusto's pricing page.

Free tier: No

What reviewers say (Capterra):

• "The ability to easily approve and deny paid time off requests, and the ability to manage employee hours and pay, has helped streamline and manage many aspects for our small business." — Colton C., Operations Manager
• "When an employee is rehired, Gusto does not reset their settings. This can cause confusion and extra manual cleanup."

Frequently asked questions about PTO tracking software

What is the best PTO tracking software for small businesses?

Connecteam is a strong pick for small businesses with hourly or deskless teams — free for up to 10 users with PTO included. BuddyPunch works well if you want combined time tracking and PTO. If you're already using Gusto for payroll, its built-in time off tracking may cover your needs without adding another tool.

Is there a free PTO tracker?

Yes. Homebase offers free PTO tracking for teams with fewer than 10 employees. Connecteam offers a free plan for teams up to 10 users with PTO included. Clockify has a free time tracking plan, but time off features are on the Standard plan — check Clockify's pricing page for current details.

What's the difference between PTO tracking software and leave management software?

The terms are often used interchangeably. PTO tracking typically refers to vacation, sick time, and personal days for US-based teams. Leave management is the broader term covering any absence — paid or unpaid. This includes FMLA-protected leave, under which eligible employees may take up to 12 weeks of unpaid, job-protected leave per year.

Is PTO legally required?

The FLSA does not require employers to provide paid vacation, sick leave, or holidays, and there is currently no federal requirement for paid sick leave. Many states have their own paid time off laws — check your state directly: California, New York, Colorado, and Washington all maintain state-level paid sick leave requirements.

What features should PTO tracking software have for hourly teams?

Mobile-first requests and approvals matter most — hourly workers don't sit at desks. After that, look for real-time balance visibility, scheduling integration so approved time off connects with shift coverage, and payroll sync so accruals flow through without manual entry. A clear time off policy also helps prevent last-minute gaps before they start.

Can PTO be tracked in Google Sheets?

Yes. A spreadsheet works for very small teams with simple policies. Many teams outgrow them as headcount and policy complexity increase — when accrual calculations, approval workflows, and version control create more work than the system prevents, any tool on this list is worth considering. Understanding how PTO accrues can help you figure out when manual tracking stops making sense.

What's the difference between PTO tracking and time tracking?

PTO tracking manages vacation balances, sick time, and planned absences. Time tracking records hours worked for payroll. PTO tracking answers "how much paid time off do you have?" while time tracking answers "how many hours did you work this week?" Tools like Homebase, Connecteam, BuddyPunch, and OnTheClock handle both in the same app.

The bottom line

The right PTO tracking tool depends on what your team already uses and where the friction is. If you're running a restaurant, retail shop, or service business with hourly staff, you need more than a balance tracker — you need time off connected to scheduling, timesheets, and payroll so nothing falls through the cracks when someone's out.

Connecteam is the strongest free option for mobile teams. BuddyPunch covers time tracking and PTO in one tool without needing a separate HR system. Clockify works if your needs are basic and your team sits at desks. OnTheClock keeps it simple at a predictable price. BambooHR and Gusto are the right call if you're already inside their ecosystems.

Homebase connects all of it — PTO tracking, scheduling, time clock, and payroll — in one app built for hourly teams. Try Homebase free and see how much easier time off gets when everything runs in the same place.