I recently had a client reach out with a question I hear often: “We’re struggling to keep track of our employees’ PTO. Can you help us figure out the best way to manage it?”
PTO (Paid Time Off) can be surprisingly tricky to manage. Between accrual rates, carryovers, and making sure everything aligns with payroll, it’s easy for things to get messy — especially as a company grows.
Exploring Their Options
To give them the best solution, I did some research on PTO tracking apps that could fit their size and budget. I also provided a custom Excel workbook they could use right away, which allows them to easily log accruals, time taken, and balances.
At the same time, I recommended that they check with their payroll provider — many payroll systems already have PTO tracking features built in. This way, they could choose between a simple spreadsheet, a dedicated app, or integrating it into their existing payroll process.
The Outcome
The client was thrilled. They now have a clear process to track PTO, whether they continue with the spreadsheet or decide to upgrade to a software solution later. More importantly, they felt confident knowing their employees’ time off balances would be accurate and easy to manage moving forward.
These are the moments I love most — taking a client’s stress point and turning it into a simple, workable solution that fits their needs.
