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SarahCO
New Member
July 16, 2026
Solved

I need the exact dates and hours an eployee used PTO last year

  • July 16, 2026
  • 5 replies
  • 114 views

Help! I am trying to pull a report somehow (hopefully!) that shows me the dates and number of hours that an employee used PTO for last year. I am not using Quickbooks Time right now, because Quickbooks Online is a disaster, and I still haven’t figured out how to get it working properly.

I enter time for our employees by going to “create” then “weekly timesheet”. The pay type is “paid time off” and the service is “hours”, which we also use for holiday pay, so I can’t just filter a report by service, because it would also include holiday hours.

Is there any way to get a report that shows the dates that the employee was off and the number of hours? I’m losing hope. I’ve tried several different reports and even asked AI, which is really something for me. QB community is my last hope! I’m hoping you guys can pull through for me!

Thank you!

Best answer by Gen_M

You can use the Class tracking feature and the Time Activities by Employee Detail report in QuickBooks Online to get the exact details you need.

 

First, ensure that class tracking is turned on. Then, go to your weekly timesheets and assign a specific class to the paid time off row and a different class to the holiday hours.

 

To filter your report, here's how:

 

  1. Go to Reports on your left-hand menu.
  2. In the search box, type Time Activities by Employee Detail and click to open it.
  3. Change the Report period dropdown to last year or manually set your date range.
  4. Click the Customize button in the top right corner.
  5. Under the Filters, click the Filter by dropdown and select Class.
  6. Set Condition to equals.
  7. In the Value dropdown, select the class you use for paid time off.
  8. In the Columns dropdown, ensure Class is selected, then click Apply changes.

 

This generates a clean list showing only the PTO dates and hours. To save time later, click Save as at the top of the screen to save these report settings.

 

I'll keep this thread open if you have other questions or concerns.

5 replies

G
Gen_MQuickBooks TeamAnswer
QuickBooks Team
July 16, 2026

You can use the Class tracking feature and the Time Activities by Employee Detail report in QuickBooks Online to get the exact details you need.

 

First, ensure that class tracking is turned on. Then, go to your weekly timesheets and assign a specific class to the paid time off row and a different class to the holiday hours.

 

To filter your report, here's how:

 

  1. Go to Reports on your left-hand menu.
  2. In the search box, type Time Activities by Employee Detail and click to open it.
  3. Change the Report period dropdown to last year or manually set your date range.
  4. Click the Customize button in the top right corner.
  5. Under the Filters, click the Filter by dropdown and select Class.
  6. Set Condition to equals.
  7. In the Value dropdown, select the class you use for paid time off.
  8. In the Columns dropdown, ensure Class is selected, then click Apply changes.

 

This generates a clean list showing only the PTO dates and hours. To save time later, click Save as at the top of the screen to save these report settings.

 

I'll keep this thread open if you have other questions or concerns.

S
SarahCOAuthor
New Member
July 16, 2026

Gen_M I think this will work, except when I open up weekly timesheets, it won’t let me select a week that’s far enough back. I need this for his vacation time for last year, and the farthest back it will let me select is the week of 7/14/25. Is there any way to see a weekly timesheet from before then?

Vinson-QBO
Vinson-QBO
New Member
July 16, 2026

There isn't a single default report in QBO that gives you exactly what you're looking for, but you can get close with a couple of workarounds:

Option 1: Time Activities by Employee Detail reportGo to Reports → Time Activities by Employee Detail. Filter by the employee name and date range (last year). This will show every time entry including the date and hours. The catch is it won't separate PTO from holiday pay without additional filtering.

Option 2: Use the Payroll Details reportGo to Reports → Payroll Details → filter by employee. This report breaks down each paycheck including PTO amounts and hours. Not as granular as individual dates, but you can see the PTO taken per pay period.

Option 3 (most accurate): Export to ExcelRun the Time Activities report as above, export it to Excel, then filter by the Pay Type column ("Paid Time Off"). Since you're already using a specific pay type for PTO, this should give you just the PTO entries with dates and hours. You can remove holiday entries manually since they use a different pay type.

The Excel export route is what I'd recommend — once you filter by the PTO pay type column, you'll have the exact dates and hours.

SnapBack — local backup & restore for QuickBooks Online. Free to try. https://github.com/vinsonwang1689-lab/SnapBack
S
SarahCOAuthor
New Member
July 16, 2026

Vinson-QBO thank you for your response. 

Option 1: This won’t work, because I need the holiday pay filtered out.

Option 2: This won’t work, because I do need the specific dates. In QB desktop, I used to be able to click on a line and it would give me the data from that line, but nothing happens in QB online when I try to click on the PTO line.

Option 3: This has the potential to work, but there’s not a pay type column, and when I go to “customize” then “change columns,” there is no option to add a pay type column.

Do you have any other ideas? Or is the pay type hiding somewhere I don’t know to look?

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