If endless email threads and dusty spreadsheets have worn you out, consider leave management software as your solution. In this buyer’s guide, we’ll walk you through what leave management software is, the features that matter to your business most, and everything else to look for when evaluating the options to choose from. Finally, we’ll walk through the tools and give you a side-by-side comparison of the top 5 leave management software for 2025.
Ready to cut down on confusion when it comes to leave management? By the end of this article, you’ll know exactly which tool is right for you.
💡 In a rush? Our comprehensive comparison chart gives you all the information you need at a glance.
What is Leave Management Software?
Leave management software is a centralized dashboard where you can see who has requested time off, when they requested, how long they will be off from work, and how much paid time off they have remaining for the year. It allows you to request, approve, track, and report on employee time off. Instead of relying on email, chat messages, text messages, and a spreadsheet full of tabs, your entire organization shares a single source of truth.
Sounds almost too good to be true, right? With tools like Factorial, leave management can not only be simple, it can also be integrated into your other systems.
For people like you who are trying to run your business as efficiently as possible while also planning for growth, the benefits are obvious:
- Efficient time off requests: Employees submit their own requests, managers review and approve in one click.
- Fair policies: Set the rules for your team according to their contract type.
- Complete coverage: Avoid being short staffed with a shared calendar. Everyone has an overview of who is working and who is on leave.
- Consistent tracking across all areas: Approved leave and changes are tracked, so reporting and payroll is accurate.
- Improved employee experience: Your team can plan their absences ahead so no one is surprised when the holidays come around.
Let’s take a closer look at leave management system features:
Flexible policies & allowances
New hires, part-time workers, overtime, different holidays in other states – real life can be messy at times and planning can be a headache, no matter how big or small your team is. Leave management software allows you to set clear policies for time off and allowances. This can be different across the country or industry depending on the contract type (whether they are full-time or part-time employees) or the leave of absence policy at your company.
Keeping track of all types of time
Anyone who has worked in HR knows that keeping track of time is very important. Not only time worked and time off, but also time remaining. Another great benefit of leave management software is its ability to track PTO and PTO carryover. The system calculates the accumulated time off that remains at the end of the year and carries it over into the next year for use within a set period.
Calendars and Compliance
There are all types of leave and regulations around different leave types. DTO, PTO, sabbatical, bereavement leave, medical leave, parental leave… The list goes on and on. Leave management software tracks these types of leave separately and reminds you of the necessary paperwork in case you need to account for these days. Software that has document management features can even help in the collection of paperwork associated with the leave type and store it safely, ensuring compliance and proper reporting all year long.
Approvals and authorization
Some teams and types of leave need one click from a manager, others involve approvals by other teams like HR and finance. The best leave managers allow you to customize roles and approval workflows to fit your organization.
Seasonality and blocked periods
Some industries especially, for example hospitality and nursing, can benefit from an overview of who’s out on leave to plan shifts and ensure proper coverage. Prevent leave requests with blocked periods during peak season and other busy time periods to ensure your business runs smoothly. Admin overrides available for genuine emergencies, of course.
Mobile self-service for your team
Everyone benefits from an overview of absences, so a mobile app is a must when it comes to leave management. This lets your team check their balance and request directly from their phone. Managers can then approve requests in seconds.
Exporting reports and measuring time
An added benefit of measuring time is the ability to create reports and export them to understand where all the time goes. This not only plays an important role in compliance, but also highlights trends to gain insight into your team’s needs and preferences.
Best Leave Management Software Comparison Chart
Pricing changes often; treat these as directional and always confirm on vendor sites.
| Platform | Best for | Key highlight | Price* |
| Factorial | SMBs wanting flexible policies that integrate with an all-in-one business management platform | Clear policy/allowance setup; carryover rules; blocked periods; team calendar and exports | From $8 per month per employee |
| BambooHR | Small–mid teams needing broad HR + great visibility | “Who’s Out” calendar; mature HR workflows and integrations | From $10 per month per employee |
| Connecteam | Deskless/shift-based teams; mobile-first | Simple mobile requests/approvals | From $29 per month (Free plan for up to 10 users) |
| GoCo (part of Intuit) | Companies already using Intuit products | Custom policies and workflows; tight fit for Intuit ecosystem | QuickBooks Online starts at $38 per month |
| Timetastic | Small teams wanting a simple holiday tracker | Simple setup, Pro adds insights and burnout alert | $1.50 or $2.50 per month per employee |
*Verify current plans and promotions on vendor websites.
Top 5 Best Leave Management Software
1. Factorial
Factorial stands out: clarity and control without making things complicated.
Most leave management headaches come from gray areas: How do balances build up? Do these days carry over? Does accrual work differently for my part-time workers? Factorial helps address these issues so nothing is left to guesswork. Easy-to-understand policies and time off allowances give a clear picture of who is off and how much time off they have left. You can choose and set your own policies and even measure overtime to reward extra hours. Your whole team is kept in the loop and no one is met with surprises.
Accumulated time means days build up over time, while carryover signals how much unused time off rolls over into next year and for how long it can be used up. These two features make the end of the year much easier to close while avoiding “use-it-or-lose-it” misunderstandings in your team.
Factorial’s easy approvals system is also a game-changer: set up a workflow that fits your organization with a single approver for speed or a multi-step approval workflow to handle exceptions or gain more control. Blocked periods help reduce stress for critical weeks or months, team calendars show who’s out and for how long, and exports simplify payroll and audits.
Factorial is the best choice for growing SMBs that want leave management that connects to a broader set of HR, finance management, and operations suite. That way time off, people data, and workflows are integrated.
👉 See Factorial in action! Get a free demo with one of our product experts.
2. BambooHR
BambooHR is a well-known HR suite with a clean time-off management experience and a popular calendar for seeing “Who’s out”. Its features give managers visibility for scheduling and employees can request leave on their own without pinging HR, just like with Factorial. For teams already using BambooHR for their core HR operations, adding a time-off module is usually seamless.
Standout strengths include clear calendar visibility across teams and locations, solid integrations across HR workflows, and a mobile app for on-the-go approvals.
BambooHR is a good choice for small to midsize companies who want to weave time-off into the rest of their HR processes.
3. Connectteam
Connectteam is a great fit for deskless and shift-based teams in retail, hospitality, or field services, because they take a mobile-first approach. Time off features are simple, fast, and built around how managers in these fields operate.
Mobile-first design is great for teams who want to do everything, like requests and approvals through the app. Connectteam offers a free plan under 10 users, making it a good choice for very small teams on the lookout for a simple way to manage leave.
4. GoCo (Acquired by Intuit)
If you already rely heavily on Intuit/QuickBooks products, GoCo (now part of QuickBooks Time) is an ideal choice for your team.
This option shines for distributed, hourly, or multi-location teams – wherever managers have to find solutions for the unique challenges that hospitality, retail, and field service work bring with them, like coverage, seasonal swings, and differing holiday calendars between employees.
If you already use QuickBooks for your finance and payroll ops, GoCo’s customizable leave policies and workflows are a great match for streamlining everything through the QuickBooks Online system.
5. Timetastic
Timetastic is a lightweight, budget-friendly, and easy-to-adapt option perfect for small teams. If you are looking for a holiday tracker to manage leave for yourself or for your very small team, Timetastic may be the option for you.
This platform is the perfect option if your top priority is simply to finally stop using a spreadsheet but you don’t want to commit to a full HR or business management platform. Very simple to use, your team will have no problem adopting it and incorporating it into your everyday flow.
For the low price, you will get ease and speed and a simple tool to manage your team’s leave with. It’s the perfect option for microteam’s who just want to get holiday management done. However, if you are managing a growing business with a need for reporting, payroll prep, and complex policies, this may not be the option for you.
Benefits of using leave management software
Choose the right leave management tool based on your needs! You’ll notice the holiday-season headache, when your entire team wants leave at once, disappear. Think of the reasons for those headaches and you’ll get a clear picture of the benefits of using a holiday management tool.
The scramble of searching spreadsheets and inboxes turns into an automated routine. Instead of chasing approvals and getting lost in balances, your team can request their own leave and managers win back their time to focus on more important, strategic decisions. Below are a few more benefits that leave management software can mean to your organization.
Time saved for managers and HR
Self-service time off requests let employees check their own balance and submit requests without needing your attention. Approvals take seconds instead of several emails and logging in spreadsheets.
Clear policies reduce friction
If everyone knows how leave is managed at your organization misunderstandings will also be fewer and far between. Your entire team shares the same expectations. You can explain the policies once and trust the leave management software to enforce it. The constantly recurring question of “do I lose my days?” at the end of the year disappears.
Cleaner payroll, fewer mistakes
Payroll is a breeze when all the paperwork has been done automatically by your leave management system. No need to count days worked and days off at the end of the month, because it has all been logged automatically and exported with the click of a button. Your finance team gets reliable, predictable data instead of surprises.
Coverage you can count on
When your team shares a calendar with clearly visible blocked periods, you can easily avoid being understaffed during peak season. Plan shift schedules with confidence and ease thanks to features that give you visibility without having to ask your team one by one.
Compliance isn’t a challenge
For leave that is regulated (for example by the FMLA) and company-specific rules , the system ensures that the proper documentation is provided on time and safely stored for audits and precise reporting.
Better employee experience
Tracking leave where everyone can see it creates a culture of transparency and transparency builds trust. Balances that people can see, rules they can understand, and decisions they feel are fair help your team stay focused and give them a sense that they are a part of an organization that is reliable.
Easy onboarding for new managers
Thanks to proper leave management software, new managers at your organization have an easier time learning the ropes. They don’t receive a handful of spreadsheets or the unprofessional experience of having to beg their team to list their requested days off via email. Instead, they get a clear playbook and are incorporated immediately into a system that works from day one.
So, the right leave management platform reduces friction and errors, and gives everyone – from employees planning their days off to managers trying to plan shift coverage and your finance team trying to run payroll – clarity.
Factorial gives you the freedom to customize flexible policies and provides accurate carryover, blocked periods, team calendars, and payroll-ready exports, all in one place.
FAQs
What is the best leave management software?
There’s no one-size-fits all and the answer depends on your needs, but Factorial is designed with diverse teams in mind in a variety of roles at growing SMBs. Everyone can benefit from using Factorial: operations, finance, and people. The only way to choose the best leave management software for your organization is by doing your own research and trying a few options before settling on one. Demo Factorial to learn more.
What software is used to track FMLA?
Many HR platforms track leave covered under FMLA. To stay compliant, you must apply consistent policies, export data for easy audits, and use a strong document management system that records all decisions and processes.
What is the difference between PTO and LOA?
Paid Time Off (PTO) is a bank of paid holidays that employees can use for vacation days, personal time, or sick days. Leave of absence (LOA) is a broader category that covers defined reasons for absence from work and often comes with job-protection rules.
Can a leave management system be integrated with HR software?
Yes. The best HR platforms don’t only focus on tracking time, but integrate these processes and connect it to a broader system with complex workflows designed to make your job easier. The goal is to simplify processes, remove manual work which in turn removes the frequency of errors, and to provide a clear overview of every process that is necessary for keeping your business running smoothly.
What are the main types of leave that companies need to track?
Here’s a list of leave types that you should be aware of:
