Balances, requests, proof
Paid time off tracking software for small US employers
Every small employer that grants paid time off ends up keeping it somewhere, and for most that somewhere is a spreadsheet only one person understands.
Free for 14 days. No card needed.
- No account
- No card
- No sign-up
PTOroom Pro is $20 per month for your whole team, billed monthly.
- 2
- free tools on this site the answer is never behind a login
- 25
- providers' own published prices, compared in the Pto Software Price Index
- $20
- per month, whole team Free tools: $0
- A small US employer with ten to a hundred people on a paid time off policy, keeping accruals, requests and balances, and tired of a spreadsheet only one person understands
- Not a UK or Australian employer on statutory annual leave, not an employee asking about their own PTO rights, not a business tracking hours worked, and not a company shopping for a full HR suite
One room for every hour of paid time off you owe
- The balance
- Every employee's balance, accrued and current, without anyone rebuilding it Accrual runs off the hours your policy grants and the pay periods you run. Carry-in is held separately, time taken comes off, and time already approved for a future date is held back so nobody books the same hours twice.
- The request
- Every request against the person, with who approved it and when A request is raised against an employee, approved or declined by a named manager, and the balance moves on its own. The history stays, so a disagreement six months later has an answer rather than two memories.
- The year end
- What carries over, what expires, and what it was worth Your carryover cap is applied at the year boundary and what falls above it is shown before it disappears, not after. The team view prices the unused hours so the number reaches whoever signs off the policy.
Tools
The tools, free and open
PTOroom is two free worksheets and one paid record for the US employer with ten to a hundred people on a PTO policy. The first worksheet accrues an employee's hours by pay period, adds what carried in, takes off what has been used and what is already approved, and gives the balance they can actually book against today.
The second prices the policy across the whole team: what it grants, what goes unused and what those unused hours are worth. Both compute in the page with no account and no trial clock.
- Free tools Time off tracking template Work out one employee's paid time off balance from your own figures: hours granted a year over your pay periods, plus carry-in, less what is taken and less what is already approved, into the hours they can actually book today. 27Available to book right now, hours
- Free tools Paid time off tracking Price your PTO policy across the whole team: the days and hours it grants, what they cost in wages, how much goes unused at your own take rate, and what those unused hours are worth on the books at year end. $18,144What the unused PTO is worth
Free to use. No account, no card, no sign-up.
In figures
Pto Software Price Index
0.85 to 10USD
Range of the published figures
20 sources with a published figure, read 19 October 2026.
Should you just buy an HR suite instead?
If you need payroll, benefits enrollment, onboarding, performance reviews and an org chart in one place, buy an HR suite and do not read on. PTOroom is for the employer who has payroll handled and needs one thing kept properly: who is owed how much paid time off, who has booked it, and what is left. It is priced and scoped for that and nothing else.
| PTOroom | A per seat time off tracker | |
|---|---|---|
| What you pay for | One flat price for the whole team, $20 a month, however many people you add | A price per seat per month, so the bill grows every time you hire |
| The free tier | Both worksheets, the whole calculation, with no account and no cap on use | A free plan capped by headcount, or a timed trial, with the answer behind a login |
| What it covers | Accruals, carry-in, requests, approvals, balances and the year end carryover cap | Time off plus rotas, clocking in, timesheets and payroll exports, whether or not you use them |
| Getting your data out | Export employees, requests and balances any time, and for 90 days after you cancel | Varies by plan; export is often a paid tier or a support ticket |
Competitor pricing read 2026-09-04: Day Off prices its Pro plan at $2 per seat per month with a stated minimum of $20 a month, and is free for up to 10 users (day-off.app/pricing); Timeoff Management prices at $2 USD per seat per month with a 30 day trial (timeoff.management). Each figure is sourced in research/data/claims.tsv with its retrieval date; prices change and the vendor's own page is the authority.
PTOroom Pro
$20
per month, whole team
The balance is worked out. Keeping it is PTOroom Pro.
The worksheet gives you one person's balance on one day. Pro remembers it: the employee, the policy they are on, every request and approval against them, and the balance that moves on its own as time off is taken and as pay periods pass.
- Download the balance sheet as a file you can send to a manager
- Hand it over without the PTOroom watermark across it
- Come back to this employee's sheet with the figures still in it
- Put your own logo on the sheets your managers and staff see
- Send an employee their balance and their approval without leaving the record
- Not used by PTOroom: nothing here takes a payment from your staff
- Push accrued time off value across to the books at year end
Free for 14 days. No card needed.
PTOroom Pro is $20 per month for your whole team, billed monthly. Billed monthly. Cancel any time from your account page. Price and renewal terms are shown before checkout.