Best PTO Tracking Software for Small Teams (2025)

Finding the right PTO tracking software shouldn't require a month-long evaluation process. For small teams, you need something that works out of the box, doesn't cost a fortune, and won't overwhelm your employees with features they'll never use.

We've tested dozens of PTO tracking tools to find the best options for teams under 50 people. Here's what actually matters, and which tools deliver.

What Small Teams Actually Need in PTO Software

Before diving into specific tools, let's be clear about what small teams need versus what enterprise software companies try to sell you:

Must-haves:

• Simple time-off requests and approvals
• Clear visibility into who's off and when
• Accurate balance tracking
• Mobile-friendly (employees shouldn't need a desktop)

Nice-to-haves:

• Calendar integrations (Google, Outlook)
• Basic reporting
• Multiple PTO types

Usually overkill for small teams:

• Complex approval workflows
• HRIS integrations
• Advanced analytics dashboards
• Compliance modules for 50+ jurisdictions

The Best PTO Tracking Tools for Small Teams

1. Symple Team

Best for: Teams who want dedicated PTO tracking without HR suite complexity

Pricing: Free for up to 5 users, $5/user/month (Pro), $99/month flat (Unlimited)

Symple Team was built specifically for small teams who need PTO tracking and nothing else. No scheduling modules, no payroll integrations, no features you'll never use.

Pros:

• Set up in under 5 minutes
• Clean, intuitive interface
• Generous free tier for very small teams
• Flat pricing option caps costs as you grow

Cons:

• No built-in scheduling features
• Limited integrations (focused on doing one thing well)

Best for: Teams under 50 who want simple, focused PTO management without paying for features they don't need.

2. BambooHR

Best for: Teams ready to invest in a full HR platform

Pricing: Custom pricing (typically $6-9/employee/month)

BambooHR is a solid all-in-one HR platform that includes PTO tracking as one of many features. It's well-designed and widely used.

Pros:

• Comprehensive HR features beyond PTO
• Good reporting capabilities
• Strong brand recognition

Cons:

• Expensive for teams who only need PTO tracking
• Requires demo/sales call for pricing
• Can be overwhelming for very small teams

Best for: Teams with 25+ employees who need broader HR functionality and have budget for a full platform.

3. Gusto

Best for: Teams who need payroll + PTO in one place

Pricing: Starting at $40/month + $6/person/month

Gusto is primarily a payroll platform, but includes decent PTO tracking. If you're already using Gusto for payroll, the PTO features are convenient.

Pros:

• Seamless payroll integration
• PTO balances sync with paystubs
• Good for compliance

Cons:

• Overkill if you just need PTO tracking
• PTO features are secondary to payroll
• Monthly base fee adds up for small teams

Best for: Teams already using or planning to use Gusto for payroll.

4. Clockify

Best for: Teams who need time tracking with basic PTO features

Pricing: Free basic plan, paid plans from $3.99/user/month

Clockify is a time tracking tool that added PTO features. It's budget-friendly and works well if you need both.

Pros:

• Very affordable
• Good time tracking features
• Unlimited users on free plan

Cons:

• PTO tracking is a secondary feature
• Interface can feel cluttered
• Limited PTO-specific features

Best for: Teams who need both time tracking and basic PTO management.

5. Deel

Best for: Distributed teams with international contractors

Pricing: Free for direct employees, $49/contractor/month

Deel handles global payroll and compliance, including PTO tracking for international teams. It's powerful but complex.

Pros:

• Handles international compliance
• Good for contractor management
• Comprehensive global coverage

Cons:

• Expensive for contractor-heavy teams
• Overkill for domestic-only teams
• Complex setup

Best for: Teams with international employees or contractors who need compliance support.

Quick Comparison Table

How to Choose the Right Tool

Choose dedicated PTO software (like Symple Team) if:

• You only need time-off tracking
• You want minimal setup and training
• You're budget-conscious
• You already have separate payroll/HR tools you're happy with

Choose an HR suite (like BambooHR) if:

• You need multiple HR functions
• You have 25+ employees
• You have budget for a comprehensive platform
• You want everything in one place

Choose payroll-integrated (like Gusto) if:

• You're already using that payroll provider
• PTO-payroll sync is critical for you
• You want fewer vendor relationships

The Hidden Costs of "Free" Tools

Many tools advertise free tiers, but watch out for:

Feature limitations: Free plans often cap PTO types, users, or remove key features like reporting.

Data exports: Some free tools make it hard to export your data, creating vendor lock-in.

Support: Free tiers typically offer no support or community-only support.

Upgrade pressure: Aggressive upselling can make the "free" experience frustrating.

When evaluating free tiers, ask: "What happens when we outgrow this?"

Spreadsheets vs. Dedicated Software

Still using spreadsheets? Here's when to switch:

Stick with spreadsheets if:

• You have fewer than 5 employees
• One person handles all approvals
• You rarely have overlapping time off

Switch to software when:

• You hit 5+ employees
• Multiple people need visibility
• You're making approval errors
• Year-end balance calculations become painful

The switching cost is low. Most PTO tools can import your existing data, and setup takes under an hour.

Questions to Ask Before Choosing

1. What's the total cost at our current size? At 2x our size? Flat-rate pricing can save money as you grow.

2. How long does setup actually take? Ask for typical setup time, not "it depends."

3. Can employees request time off from their phone? If mobile access requires a paid tier, factor that in.

4. What happens to our data if we cancel? Ensure you can export everything.

5. What's the approval workflow? Make sure it matches how your team actually works.

Our Recommendation

For most small teams (under 50 people), we recommend starting with a dedicated PTO tool rather than a full HR suite. Here's why:

1. Lower cost: You're not paying for features you don't use
2. Faster setup: Single-purpose tools are simpler to configure
3. Better UX: Tools focused on one thing tend to do it better
4. Easy to switch: If your needs change, PTO data is easy to migrate

As your team grows and needs broader HR functionality, you can always migrate to a comprehensive platform. But starting simple saves money and frustration.

Key Takeaways

• Match the tool to your actual needs, not what you might need someday
• Dedicated PTO tools are often better than PTO-as-a-feature in larger suites
• Free tiers have hidden costs - understand the limitations before committing
• Setup time matters - the best tool is one your team will actually use
• Plan for growth - understand pricing at 2x your current team size

Ready to simplify your PTO tracking? Try Symple Team free - no credit card required, set up in under 5 minutes.