The Scenario
It is the last week of the fiscal year. Your finance analyst needs a snapshot of every employee's current PTO balance to calculate accrued leave liability for the year-end accounts.
The auditors want it in a specific format: employee ID, name, leave type, used days, and remaining balance — one row per leave type per employee. There are 200 employees and most have two or three leave types.
You have never pulled this data in bulk before. You know BambooHR has it somewhere in the reports section. You are not sure exactly where.
The bad version:
- Find BambooHR's "Time Off" report, discover it aggregates across the full year rather than showing current balances.
- Try the "Accruals" report, realize it requires a specific date range parameter and the output format has five columns you don't need.
- Export it anyway, open in Sheets, delete the irrelevant columns, realize the employee IDs are missing from this report so you need a second export to match names to IDs.
- It is now Friday afternoon. The auditors wanted this Thursday.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent that lives inside your Google Sheet. It reads the sheet and pulls time-off balance data from BambooHR directly — no navigating report menus, no multi-export joins.
Fetch time-off balances for all employees from BambooHR and write employee ID, name, time-off type, used days, and remaining balance into this sheet.
SheetXAI queries BambooHR's time-off balance endpoint for every employee, flattens the results into one row per leave type per employee, and writes them into the sheet with the columns the auditors need.
What You Get
- One row per employee per leave type, covering all leave categories (PTO, sick, etc.).
- Columns: employee ID, name, leave type, used days, remaining balance.
- Employee IDs included — no separate export needed to match names to system IDs.
- Data lands ready for the accrued liability formula without reformatting.
What If the Data Is Not Quite Ready
You only need balances for full-time employees
Part-time and contractors are excluded from the accrued liability calculation.
Fetch time-off balances from BambooHR only for employees with employment status 'Full-Time' and write employee ID, name, leave type, used days, and remaining balance into this sheet.
The finance model needs a monetary value column added
The accrual formula is: remaining days times the employee's daily rate. Daily rates are in column E of the 'Salaries' tab.
Fetch BambooHR time-off balances for all employees. Write employee ID, name, leave type, and remaining balance into this sheet. Then look up each employee ID in column A of the 'Salaries' tab to find their daily rate in column E, and add an 'AccruedLiability' column calculated as remaining balance times daily rate.
You need the balances as of a specific date, not today
The auditors want the snapshot as of December 31.
Fetch BambooHR time-off balances for all employees as of December 31, 2025 and write employee ID, name, leave type, used days, and balance as-of-date into this sheet.
Full liability report with department grouping in one shot
The CFO wants the totals broken down by department, with a subtotal row per department.
Fetch BambooHR PTO balances for all employees. Look up each employee's department from the 'Directory' tab using employee ID. Sort by department. Write the results into this sheet with a subtotal row after each department showing total accrued days for that department.
The pattern: fetching the balance data and applying the financial aggregation happen in one instruction — no intermediate pivot table required.
Try It
Get the 7-day free trial of SheetXAI and open your year-end accruals sheet, then ask it to pull BambooHR leave balances in the exact format your finance team needs. You can also export the full employee directory alongside it if the auditors need headcount by department in the same workbook.