Balances & reports
Balances you can audit
A balance is never stored. It is the sum of a ledger, so it can't drift, it can be replayed for any past date, and finance gets numbers they can check.
Six kinds of entry, one sum
Accrual, deduction, carryover, adjustment, expiry, closeout. Every balance the product shows is the sum of those entries for one person and one leave type — there is no column to fall out of sync.
A deduction posts only when the whole chain approves. Cancelling an approved request posts a positive adjustment. An entitlement override or a manual correction is an adjustment with an author and a note.
Year-end without a spreadsheet
On each location's fiscal-year start the carryover job caps the previous balance (never below zero) and carries it forward; on the configured expiry date an expiry entry removes what's left. The entitlements job opens every new period first, and the accrual job posts only on real period boundaries.
- 00:30
- Entitlements open the new period
- 01:00
- Accruals post for periods starting today
- 02:00
- Carryover for fiscal years starting today; expiries everywhere
Reports finance will sign off
The Leave Balance Report is one row per employee and one column per leave type. Filter it to a fiscal year and it shows the net movement inside that year, using each employee's own location's fiscal start.
Leave Liability is the sum of every positive balance per leave type, in hours — a negative balance is not a company asset. Apply your own hourly cost; the product holds no salary data. The Leaves report filters by status, department, location and date range, prorates hours to the window, and exports to CSV with attachments bundled into a ZIP.
- CSV columns: Employee, Leave type, Start, End, Days, Status, Department, Location, Attachments
When someone leaves
On the last day, a closeout entry zeroes each remaining balance, so an archived employee's ledger sums to exactly zero. The final payroll summary is exact, and a rehire starts from a clean slate on the same record.
Because history is the ledger, a balance as of any past date is a replay — no snapshots, no reconciliation.
FAQ
Balances & reports, answered
Can I correct a balance by hand?
Yes. Set an individual entitlement override or post a manual adjustment from the employee record; both are ledger entries with your name on them, visible in the activity log.
Is liability shown in money?
In hours, per leave type, with a total. The product holds no salary data, so finance applies their own hourly cost.
Can I see a balance as it was on a past date?
Yes. Because a balance is a ledger sum, the product replays the entries up to any date — that is also how the fiscal-year view of the balance report works.
Ready to stop chasing time-off spreadsheets?
Set up your workspace in minutes. Your data stays yours — export anytime, delete anytime.
Start free in the cloud