Accrual schedule per contract
For each time off type, set the hours that accrue every year or every month. Different contracts can earn different amounts.
Read the guide →Add-on·$325/year flat(€300/year flat)
Leave Accrual Management: vacation balances that update themselves
Set how many vacation and sick-leave hours each contract earns, and TimeClock 365 keeps every balance up to date. Employees check their balance before they ask, managers approve in one click, and approved leave lands in the attendance report.
- Leave Accrual Management add-on
- Switch on in your demo - free
- ISO 27001 certified
Report time offEmily Carter
Time off type
Duration
Mon 14 - Fri 18 Sep · 5 days
Vacation balance12 → 7 days
Try it - a demo of the time off request
What is Leave Accrual Management in TimeClock 365?
Leave Accrual Management (called Time Off Accrual Manager in the app) is a TimeClock 365 add-on for $325/year flat - one price for the whole account. It adds an accrual schedule to each contract, for example a number of vacation or sick-leave hours every year or every month, and keeps every employee's balance up to date.
It works with TimeClock 365 time off requests, manager approvals, the Time Off Calendar and attendance reports, so leave is requested, approved, counted and exported in one place. TimeClock 365 is ISO 27001 certified, works in 12 languages and is used in 20+ countries.
Benefits
Why teams add Leave Accrual Management
Balances you can trust
Accrual runs from each contract's schedule and approved requests, so nobody recalculates days in a spreadsheet.
Fewer "how many days?" questions
Employees see their balance before they send a request, on the web or in the mobile app.
Your policy, applied every time
Limits per year or month, maximum consecutive days, attachments and manager approval are set once per time off type.
How it works
Up and running in 4 steps
- 1
Switch it on
Turn on Time Off Accrual Manager in your demo with "Choose What to Try in Your Demo", or ask us to add it.
- 2
Set accrual per contract
In the contract's Time Off tab, enter how many hours each type accrues - every year or every month.
- 3
Set the rules per type
Paid or unpaid, full days, half days or hours, attachments, limits and approval.
- 4
Request, approve, done
Employees request, managers approve, and the balance, calendar and attendance report update.
Features
Leave Accrual Management features
Real screens from the English TimeClock 365 demo account, with sample data.
Rules for every time off type
Payable, reporting in full days, half days or hours, file attachments, maximum consecutive days, yearly and monthly limits, and the approval workflow.
Read the guide →
Digital leave requests
Request a full day, half day or hours with dates and a note. Managers can also report time off for an employee.
Read the guide →
Approvals on the dashboard
New requests wait under "Waiting for your action" with the dates, type and any attached file. Approve or reject from the Actions menu.
Read the guide →
Time Off Calendar
Every employee on one timeline, with approved and pending time off by day. Filter by employee, group and time off type.
Time off balance report
Filter by group, contract, employee and time off type for any date range, and download the result.
Manual adjustments
Add or remove days from a balance with a value date and a note, so every change has a reason.
Read the guide →Who it's for
Built for the people who run the day
HR managers
Stop answering balance questions and keeping leave sheets in sync.
Payroll managers
Approved leave arrives in the attendance report as paid or unpaid, ready for payroll.
Team managers
See who is off before approving, and approve from the dashboard.
Companies with several contracts
Full-time, part-time and hourly contracts can each accrue at their own rate.
Compared with
Leave accrual vs. spreadsheets and email
| Task | Spreadsheets & email | TimeClock 365 Leave Accrual Management |
|---|---|---|
| Keeping balances | A formula per employee, updated by hand | Updated from the contract's accrual schedule and approved requests |
| Requesting leave | Email or a paper form | Web portal or mobile app, with a note or file |
| Approving | Email threads | One click on the dashboard, optional auto-approve after 72 hours |
| Seeing who is off | A separate shared calendar | Time Off Calendar built from requests |
| Payroll | Copy leave days into timesheets | Leave appears in the Detailed Attendance report automatically |
Pricing
Leave Accrual Management: $325/year flat
€300/year flat in euros. One price for the whole account, not per employee. Add it to any TimeClock 365 plan, or switch it on in your demo first - free during the demo.
Works best with
Attendance
$3.90 per user/month, billed annually
Time off requests and approvals come with Attendance, next to clock-in, overtime and payroll export.
Learn more →Attendance + Access Control
$4.90 per user/month, billed annually
Door access and attendance in one account, with leave in the same reports.
Learn more →HR Module
$1 per employee/month
Onboarding documents, employee files and an org chart for the same employees.
Learn more →Frequently asked questions
What is leave accrual management?
Leave accrual management means employees earn vacation or sick-leave time over the year, and the system keeps each balance up to date. In TimeClock 365, the Leave Accrual Management add-on (Time Off Accrual Manager in the app) sets an accrual schedule per contract, such as a number of hours every year or every month for each time off type.
How much does Leave Accrual Management cost?
TimeClock 365 Leave Accrual Management costs $325/year flat (€300/year flat) - one price for the whole account, not per employee. You can switch it on in your demo account for free before you buy.
Where can employees see their remaining leave balance?
In TimeClock 365, employees click "Show day balance" while reporting time off, on the web portal or in the mobile app, and see how much is left for that type before they send the request. Managers and HR can run the Time off balance report by group, contract, employee and time off type.
Which systems show team leave calendars to prevent overlapping PTO?
TimeClock 365 has a Time Off Calendar that shows approved and pending time off for every employee by day, with filters for employee, group and time off type. Managers can see who is already off before they approve the next request.
Can I set different leave policies for full-time and part-time employees?
Yes. In TimeClock 365 the accrual schedule is set on the contract (work agreement), so each contract can accrue a different number of hours per year or month for vacation, sick leave and other types. Employees on the same contract share the same rules.
What is the best way to handle vacation requests that need a doctor's note?
In TimeClock 365, turn on "Allow File Attachments" and "Require Manager Approval" for the time off type. The employee attaches the note to the request, and the manager sees the file next to the request on the dashboard before approving.
Can I correct a leave balance manually?
Yes. TimeClock 365 admins can add a manual adjustment to an employee's balance with a value date and a note, so every change is explained.
Does approved leave show up in attendance and payroll?
Yes. Approved time off appears in the TimeClock 365 Detailed Attendance report automatically, as paid or unpaid according to the time off type, so it is included in payroll exports and never shows as missing hours.
Can managers approve time off automatically?
Yes. Each TimeClock 365 time off type can require manager approval, and you can tick "Auto-Approve After 72 Hours" for requests a manager has not answered.
Setup guides
Balances and accrual
Quotas and manual adjustments.
Try add-ons in your demo
Switch on Time Off Accrual Manager.
Time off type settings
Paid, limits, files and approvals.
Submit a time off request
From the dashboard, report or app.
Approve time off
Approvals for managers.
Holiday calendars
Holidays and holiday eves per contract.
Stop tracking vacation days in a spreadsheet
Switch on Leave Accrual Management in your TimeClock 365 demo and try it with sample data - or let us walk you through it.