---
title: Leave Balances
description: "See every employee's vacation, sick and other leave balances as of any date, view their history, adjust them, and run accruals."
url: "https://theasst.com/docs/leave-balances/"
updated: "2026-10-15"
category: Human Resources (HR)
---

# Leave Balances

**Leave Balances** (HR/Payroll > Leave Balances) shows the hours of paid time off each employee has, one column per kind of leave, as of any date you choose. It needs payroll view permission.

## Reading the page

- Enter a date in **As of** and click **Show**. Only employees who haven't terminated by that date are listed. Negative balances show in red.
- **Click a balance** to open its history: every accrual, use, write-off, payout and adjustment, with a running balance. A balance is simply the total of this history.
- **Export PDF** and **Export XLSX** in the sidebar produce the same table.

![The Leave Balances page: one row per employee, one column per leave type](https://theasst.com/wp-content/uploads/2026/10/leave-balances.webp)

## Adjusting a balance

With payroll modify permission, the history dialog has an **Adjust this balance** section: a date, the hours (positive to add, negative to remove) and a required note. Use it to bring in balances from a previous system or to correct a mistake. Adjustments are part of the history and can't be erased.

![The leave history dialog for one employee's Vacation balance, showing accrual and usage with a running balance and the Adjust this balance form](https://theasst.com/wp-content/uploads/2026/10/leave-balance-history.webp)

## Run Accruals

**Run Accruals** adds everything earned up to the As of date according to each employee's [leave policies](/docs/leave-types-and-policies/): yearly grants, monthly or per-hour accruals, the carryover write-off at the start of a new leave year, and payouts for terminated employees. It's safe to run again at any time – anything already added is not added twice. TBA can also run it for you every night.

Leave taken is recorded automatically: a time entry or an approved [leave request](/docs/leave-requests/) using a leave pay code takes hours off the balance.

## Balances from a QuickBooks import

If you imported employees from QuickBooks, their vacation and sick hours available appear here as an *Adjustment* dated the import day, with the note *Opening balance from QuickBooks*. Assign each employee a [leave policy](/docs/leave-types-and-policies/) so accruals continue from there. See [QuickBooks Import](/docs/quickbooks-import/).