The Scenario
It is the final week of the fiscal year. Your finance analyst needs a snapshot of every employee's current PTO balance for the accrued leave liability calculation in the year-end accounts.
The auditors want it in a specific layout: employee number, name, leave type, used days, and remaining balance — one row per leave type per employee. There are 200 employees, most with two or three leave types.
You have never extracted this data in bulk before. BambooHR has it, but the reports section is not obvious about where.
The bad version:
- Try BambooHR's Time Off report — it aggregates annual totals, not current balances.
- Try the Accruals report — it requires a date range and the output columns don't match what the auditor template expects.
- Export it, open in Excel, delete five unwanted columns, realize employee numbers are missing so you need a second export to join names to IDs.
- The auditors wanted this Thursday. It is now Friday morning.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent that lives inside your Excel workbook. It pulls time-off balance data from BambooHR directly — no report configuration, no multi-export joins.
Pull current PTO and sick leave balances for all employees from BambooHR and paste employee number, name, leave type, and balance into the Excel 'LeaveBalances' sheet.
SheetXAI calls BambooHR's time-off balance endpoint for every employee, flattens the results into one row per leave type, and writes them into the LeaveBalances worksheet.
What You Get
- One row per employee per leave type.
- Columns: employee number, name, leave type, balance.
- All active leave categories included.
- Employee numbers present — no secondary export needed to match IDs to names.
What If the Data Is Not Quite Ready
You need only full-time employees for the liability calculation
Pull BambooHR time-off balances only for employees with employment status 'Full-Time' and write employee number, name, leave type, used days, and remaining balance into the LeaveBalances sheet.
The finance model needs a monetary accrual column
Daily rates are in column E of the Salaries worksheet. The liability is remaining days times daily rate.
Pull BambooHR time-off balances for all employees. Write employee number, name, leave type, and remaining balance into LeaveBalances. Look up each employee number in column A of the Salaries sheet to find the daily rate in column E. Add an AccruedLiability column calculated as remaining balance times daily rate.
The auditors want balances as of a specific date
Pull BambooHR time-off balances for all employees as of December 31, 2025 and write employee number, name, leave type, used days, and balance as-of-date into the LeaveBalances sheet.
Full liability report with department subtotals
Pull BambooHR PTO balances for all full-time employees. Look up each employee's department from the Directory sheet. Sort by department. Write results into LeaveBalances with a subtotal row after each department showing total accrued days and total accrued liability for that group.
The pattern: pulling the balance data and applying the financial aggregation happen in one instruction.
Try It
Get the 7-day free trial of SheetXAI and open your year-end accruals workbook, then ask it to pull BambooHR leave balances in the format your finance team needs. Pull the full employee directory alongside it if the auditors need headcount by department in the same workbook.