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Free One site free forever · never per head

Clock in.
Clock out.
Payroll ready.

The staff rota, clock-in and wage-cost app built for UK teams. Your team clocks in on their own phones, you watch what the floor is costing live, and Friday's timesheet arrives approved and ready to export.

Start free, no card See the live demo
  • One site free forever
  • Never per head
  • From £29/site as you grow
  • No card to start

Built in the UK for cafés, pubs, holiday lets & more — from £29/month per site, never per head.

UK GDPR-ready Unlimited staff No card to start Secure billing by Stripe Cancel anytime Built in the UK UK GDPR-ready Unlimited staff No card to start Secure billing by Stripe Cancel anytime Built in the UK

How it works

Live by this afternoon, not next quarter

No hardware to buy, no terminal to mount, no implementation call. Three steps, and the first two only happen once.

  1. radius 60 m
    01 Ten minutes, once

    Set up your site

    Drop a pin on the map, set how close staff must be to clock in, add your team and their hourly rates.

    • Pin the site, set the radius
    • Add staff or import a CSV
    • Send join codes by text or email

  2. On shift

    £12.44

    Slide to clock in
    02 Every shift, automatically

    Staff clock in on their phone

    They slide to clock in and their earnings start ticking. You see who is on, at which site, and what the floor is costing right now.

    • Location checked once, at that tap
    • QR poster as a backup by the till
    • Breaks and overtime applied for you

  3. Week of 15 June

    approved

    Sam P. · 38.2h

    Jess M. · 32.7h

    Ade K. · 30.2h

    Download CSV

    → Xero · Sage · BrightPay
    03 Friday, in a click

    Approve and send to payroll

    The week arrives as a clean, audited timesheet. Approve it and export the hours straight into the payroll you already run.

    • Every edit logged with a reason
    • CSV for Xero, Sage, BrightPay, QuickBooks
    • Holiday and accrual already worked out
Try all three in the live demo — no sign-up or read the setup guide

The real thing

Not a mockup. The actual product.

Six screens you will use every week, exactly as they ship — then drive it yourself in the live demo.

Geofenced clock-in

Tap to clock in; we check location once, at that moment. GPS with a QR code by the till: no buddy-punching.

  • Location checked only at clock-in/out, never continuously tracked
  • Per-site geofence radius you set with a pin on a map
  • Printed QR codes, or a kiosk on a tablet you already own
Open this screen in the live demo
Good evening Jess 2 1 JM
On shift 2× Harbour Café

£94.20

Overtime — earning 2× · and counting

06:18:04 Break
Slide to clock out

Scan a QR code

This week

£268.50 est.

Hours this week

22.5 h

Home Rota Cover Earnings Holiday
Live labour cost

A running total of what your floor is costing right now, summed from everyone on shift. Catch an over-staffed Tuesday before it's paid.

  • Live £/hr burn rate across every site at a glance
  • Projected day total against your budget
  • Per-person live earnings so you can spot anomalies
Open this screen in the live demo
app.wagepilot.co.uk/app/live
Help Centre

Live board

Everyone on shift, costing in real time.

LIVE

Live labour cost now

3 on shift

£41.50 /hr

£312 spent today so far

22% labour of £1,420 takings today

Who's in

3 on shift · 1 on break · 1 late

PS Priya Shah OT 2× Harbour Café £76.50 05:06:18
SP Sam Pengelly Harbour Café £40.00 03:12:41
AK Ade Kowalski Wharf Kitchen £25.20 01:48:03
JM Jess Morgan Harbour Café on break
LM Leo Marsh Harbour Café late 12m

Today projected

£486

£312 so far + scheduled

This week

est. £2,140

£1,284

Rota builder

A week grid you fill in minutes. Copy last week, publish, and staff are notified instantly. No more Sunday-night spreadsheets.

  • Copy-last-week and templates for fast scheduling
  • Conflict & holiday-clash warnings before you publish
  • Instant publish: staff see their shifts on their phone
Open this screen in the live demo
app.wagepilot.co.uk/app/rota
Help Centre

Rota

w/c 27 Jul

Publish

Scheduled hours

186.5h

this week

Wage budget

£2,172 / £2,400

£228 left

Shifts

24

3 drafts

Open shifts

1

needs cover

Harbour Café
Team Mon 27 Tue 28 Wed 29 Thu 30 Fri 31 Sat 1 Sun 2
Ade Kowalski 15:00–23:00 Chef 15:00–23:00 Chef 15:00–23:00 Chef 12:00–23:00 Chef
Jess Morgan 12:00–20:00 Front of house 12:00–20:00 Front of house 12:00–20:00 Front of house 10:00–18:00 Front of house
Leo Marsh 09:00–17:00 Weekend cover 09:00–17:00 Weekend cover
Priya Shah 08:00–16:00 Supervisor 08:00–16:00 Supervisor 08:00–16:00 Supervisor 08:00–16:00 Supervisor
Sam Pengelly 07:00–15:00 Barista 07:00–15:00 Barista 07:00–15:00 Barista 07:00–15:00 Barista
Tom Rowe 16:00–00:00 Kitchen 16:00–00:00 Kitchen 12:00–20:00 Kitchen
Open shifts 11:00–19:00 claim me
Coverage Covered Covered – 1 short Covered 2 short 1 short
Day cost (est.) £312 £298 £341 £276 £355 £402 £188
Holiday, sorted

Staff see their balance and request in taps. You approve from an inbox with a clash warning. Accrual and bank holidays handled.

  • Automatic accrual, including 12.07% for irregular hours
  • One approval inbox with rota-clash warnings
  • Bank holidays and pro-rata balances handled for you
Open this screen in the live demo
app.wagepilot.co.uk/app/holiday
Help Centre

Holiday

Approvals, the team calendar and balances.

Pending

2

awaiting you

Off today

0

full team in

Approved

3

next 30 days

Team days left

123

holiday remaining

Who's off: next 14 days

Wed 29 - Thu 30 - Fri 31 - Sat 1 - Sun 2 - Mon 3 - Tue 4 - Wed 5 PS Thu 6 PS Fri 7 - Sat 8 - Sun 9 -

Pending requests

LM Leo Marsh Sick · 1 day · Wed 17 Jun

“Migraine”

Decline Approve
PS Priya Shah Holiday · 4 days · Sun 12 Jul – Thu 16 Jul

“Family trip to St Ives”

Clashes with Sam's shift on Mon 13 Jul

Decline Approve

Balances

Ade Kowalski 25 days left
Jess Morgan 13 days left
Leo Marsh 0.5 days left
Priya Shah 30 days left
Sam Pengelly 26.5 days left
Tom Rowe 28 days left
Audited timesheets

Review, flag and approve. Every edit needs a reason and is logged: staff can see it too. Disputes get a paper trail.

  • Tamper-evident edit history, every change with a reason
  • Staff can see their own logged hours and edits
  • Built to meet UK record-keeping duties (NMW, Working Time)
Open this screen in the live demo
app.wagepilot.co.uk/app/timesheets
Help Centre

Timesheets

Review, edit and approve actual hours.

Add shift Approve 2 clean
This week
Timesheet Payroll summary

Needs review

1

flagged entries

Awaiting approval

2

ready to sign off

Approved

18

this period

Period value

£1,284

104.6h total

Needs your attention

1
PS Priya Shah Yesterday · 08:00–16:00 · Harbour Café Clocked in 240m outside Harbour Café geofence £120.00 8.0h Needs review
AK Ade Kowalski Yesterday · 15:00–23:12 · Wharf Kitchen £117.60 8.2h 0.2h OT Edited
JM Jess Morgan Mon 27 Jul · 12:00–20:00 · Harbour Café QR clock-in £88.50 7.5h Awaiting approval
SP Sam Pengelly Mon 27 Jul · 07:00–15:00 · Harbour Café £93.75 7.5h Approved

Edit logged: Ade's clock-out adjusted 23:08 → 23:12, “forgot to clock out, confirmed with Elin”. Visible to Ade.

CSV export to payroll

Approved hours out to your payroll in one click. Works alongside Xero, Sage & BrightPay; we never touch the pay run itself.

  • One-click CSV export of approved hours
  • Works alongside Xero, Sage, BrightPay & QuickBooks
  • You keep your payroll: we never run the pay run
Open this screen in the live demo
app.wagepilot.co.uk/app/integrations
Help Centre

Payroll export

Prepare a pay-ready batch of approved hours for your payroll software.

Period

This pay period 27 Jul – 2 Aug 2026

Live auto-sync is coming soon. For now, prepare a pay-ready batch below (preview & download as CSV): exactly the figures your payroll needs, including holiday pay for leave taken and the 12.07% rolled-up line.

Summary for this period

Employee Hours OT Gross
Priya Shah Supervisor 38.0h 2.0h £600.00
Sam Pengelly Barista 37.5h — £468.75
Ade Kowalski Chef 32.2h 0.2h £455.60
Jess Morgan Front of house 22.5h — £265.50
4 approved 130.2h 2.2h £1,789.85

Download a batch for your payroll software

Xero Push approved hours straight to Xero Payroll. Live sync soon
Pay-ready CSV batch Last prepared 2 months ago
Prepare batch
Sage Export pay-ready timesheets to Sage Payroll. Live sync soon
Pay-ready CSV batch Not prepared yet
Prepare batch
Drive the live demo — no sign-up Every feature in detail

Everything included

The whole week, in one app

Every feature is on every plan, including the free one. There is no premium tier holding the useful half hostage — a bigger plan only ever means more sites.

Explore every feature in detail

Missing something you need? Tell us — we build for the trades we serve.

The staff app

If your team won't use it, nothing else matters

So the employee app is the part we sweat hardest. It installs from a link, opens on the clock-in screen, and shows people something they actually want to look at: what this shift has paid them so far.

  • Slide to clock in One gesture, then the earnings gauge spins up. Staff can see exactly what the shift has paid so far.
  • GPS checked at the tap A single location check confirms they are on site. No background tracking, and the app says so plainly.
  • Breaks, timed properly Start and end a break in the app. Paid or unpaid is applied by your rules, not by memory.
  • Shift reminders A push notification before a shift, when the rota is published, and when holiday is approved.
  • Holiday in two taps See the balance, request the dates, get the answer. No forms, no asking the manager twice.
  • No app store needed Installs straight from a link and sits on the home screen like any other app. Works on iPhone and Android.
Open the staff app demo How staff join
Good evening Jess 2 1 JM
On shift 2× Harbour Café

£94.20

Overtime — earning 2× · and counting

06:18:04 Break
Slide to clock out

Scan a QR code

This week

£268.50 est.

Hours this week

22.5 h

Home Rota Cover Earnings Holiday

Clock in

Good evening Jess JM

Earnings

Estimated gross, before tax and deductions.

PDF CSV
This week

£268.50

27 – 29 Jul

This month

£1,042.30

1 – 29 Jul

Recent shifts Last 4 · gross Avg £91.45
891187189
TSMW

Past shifts

12 total

Wed 29 Jul Approved 12:00–20:00 £88.50 7h 30m
Mon 27 Jul Approved 12:00–20:00 £70.80 6h 00m
Home Rota Cover Earnings Holiday

Your week

Good evening Jess JM

Holiday

Book time off

13

days left

16 Allowance
0 Booked
3 Taken

Your requests

2 total

Holiday · 3 days Tue 19 May – Thu 21 May Approved
Holiday · 1 day Fri 14 Aug Pending

Accrues at 12.07% of hours worked while your hours are irregular.

Home Rota Cover Earnings Holiday

Holiday

Swipe to see more screens →

Why businesses switch

Compared with how you run it now

Not a feature war with other apps — an honest look at the three ways UK teams actually track hours today, and where each one quietly costs you.

  1. Do you know who is on shift right now?

    Yes — a live board, every site at once WagePilot
    Paper timesheets
    Only if you walk the floor
    Spreadsheets
    No — it is a plan, not a record
    Per-seat apps
    Usually yes

  2. When do you learn what a shift cost?

    While it is still running, to the minute WagePilot
    Paper timesheets
    On payday
    Spreadsheets
    When someone adds it up
    Per-seat apps
    Often after the week closes

  3. How do hours reach payroll?

    One click — a CSV your payroll already reads WagePilot
    Paper timesheets
    Re-typed by hand
    Spreadsheets
    Copy, paste, hope
    Per-seat apps
    Export or integration

  4. Who works out holiday and 12.07% accrual?

    Built in, to the UK Working Time Regs WagePilot
    Paper timesheets
    You do
    Spreadsheets
    You do, with a formula you inherited
    Per-seat apps
    Varies — often a US-first model

  5. What happens when a shift is disputed?

    A logged reason for every edit, visible to staff WagePilot
    Paper timesheets
    Your word against theirs
    Spreadsheets
    Whoever edited it last wins
    Per-seat apps
    Depends on the audit trail

  6. What does it cost when you hire someone?

    Nothing — staff are free on every plan WagePilot
    Paper timesheets
    More admin
    Spreadsheets
    More admin
    Per-seat apps
    More every month, per head

One quietly over-staffed shift a week runs into thousands a year — and you never see it coming, because the bill only arrives once the hours are already spent.

Work out what you'd save Compare us with named apps

UK employment law

Holiday and wage records that hold up

WagePilot is built for UK employment law, not retro-fitted from a US tool. Holiday accrual, minimum-wage record-keeping and an audit trail HMRC would accept — all handled for you.

5.6 wks

Statutory holiday, worked out

28 days for a 5-day week (incl. bank holidays), tracked per person and pro-rata for part-timers.

12.07%

Accrual, automatic

Irregular-hours and part-year holiday accrues at 12.07% of hours worked (2024 Working Time Regs) — no spreadsheet.

6 yrs

NMW records, kept

Minimum-wage pay records must be kept six years. Audited, tamper-evident timesheets give you the paper trail.

Source: GOV.UK holiday entitlement & National Minimum Wage record-keeping guidance.

Holiday calculator Security & privacy
Free UK calculators, no sign-up — Minimum wage compliance checker Overtime pay calculator True labour cost calculator Holiday entitlement calculator Weekly timesheet calculator all free tools

Straight answers

The only numbers we can prove

Most software this page competes with opens with customer counts and a star rating. We are new, so we don't have those yet — and we would rather say it than invent it. Here is what is true today.

£0
Per member of staff

Staff are free on every plan, forever. Hiring never moves your bill.

£29/mo
Per site, to start

Flat per site, never per head: the bill is sites × your plan. Your first site is free forever.

12.07%
Holiday accrual, automatic

The statutory rate for irregular-hours and part-year staff, applied for you every shift.

6 yrs
Of records, kept

Minimum-wage pay records must be kept six years. Audited timesheets give you the trail.

Holiday accrual and record-retention figures follow GOV.UK holiday entitlement and National Minimum Wage record-keeping guidance. Pricing is our own, and it is the whole price.

Why you can trust the hours themselves

Clock-in data decides what people get paid, so it has to be defensible for both sides — you and them.

  • UK GDPR by design

    We collect what a timesheet needs and nothing more. Export or delete your data whenever you want.

  • No background tracking

    Location is read once, at clock-in or clock-out. Never continuously, and never when the app is closed.

  • Tamper-evident history

    Every timesheet edit carries a reason and is shown to the employee too. No silent changes, either way.

  • Encrypted, UK/EU hosted

    Encryption in transit and at rest, hosting in the UK/EU, and card details handled only by Stripe.

We’re new. Start free, judge for yourself, and leave whenever you like.

Read how we handle your data Live system status

Hire your whole team. Never per head.

Per-seat tools bill you more every time you hire. WagePilot is flat per site, from £29 a month, with unlimited staff and unlimited sites on every paid plan. The day you switch, your bill stops climbing with your rota.

Your team Typical per-seat tool WagePilot
5 staff ~£20/mo Free · 1 site
25 staff ~£100/mo £29 · 1 site
50 staff ~£200/mo £29 · 1 site
80 staff ~£320/mo £58 · 2 sites
150 staff ~£600/mo £87 · 3 sites
200 staff ~£800/mo £145 · 5 sites

Indicative only: assumes a typical per-seat tool at ~£4/user/mo (most sit £3–£6). No named competitor.

Run your own numbers

Free

Start here

£0 forever

One site, up to 5 staff

  • Geofenced GPS + QR clock-in
  • Kiosk mode on a shared tablet
  • Rota & audited timesheets
  • UK holiday + Working Time Regs
  • NMW/NLW checks
  • Live cost board for today
  • Employee app & raw CSV export

Core

Grow here

£29 /site, per month

Unlimited staff, unlimited sites

  • Everything in Free, plus:
  • Unlimited staff and unlimited sites, however fast you grow
  • Every site is £29, so 2 sites is £58 and 3 is £87
  • Payroll export: Xero, Sage, BrightPay & QuickBooks
  • Team messages & announcements
  • Tips & tronc distribution
  • Email support

Pro

Most popular

£59 /site, per month

Unlimited staff and sites, plus multi-site depth

  • Everything in Core, plus:
  • Every site is £59, so 3 sites is £177
  • Cross-site analytics: cost & hours compared site by site
  • Rota autofill, coverage targets & budget guardrails
  • HR documents: right to work, contracts, certificates
  • Custom branding: your logo, colours & fonts
  • Priority support

Core and Pro both carry unlimited staff and unlimited sites, so growing never moves you up a rung. You choose Pro for what it does, and if you do, every site you run re-prices at £59: three sites is £177 a month.

Scale from £299/mo · 10+ sites, or you need white-label and an SLA

Group pricing, white-label, dedicated onboarding & SLA.

Talk to us
  • Free forever on one site
  • No card to start
  • Never per head
  • Cancel anytime
  • Export your data anytime
  • UK holiday & NMW built in

We’re new. Start free, judge for yourself, and leave whenever you like.

Start free, no card

Full pricing detail · See the full comparison

The honest answers owners ask first

Pricing, payroll, privacy and the UK rules: straight, with no small print.

Is it really free, or is there a catch?
Genuinely free. One site with up to 5 staff is free forever on the Free plan, with no card and no trial countdown. You get all three ways to clock in (geofenced GPS, QR, and kiosk mode on a shared tablet), rotas, audited timesheets, UK holiday tracking, NMW checks, the live cost board for today, the employee app and a raw CSV export of your hours, so you are never locked out of the numbers you need to pay people. Three things start on Core: payroll-formatted batches for Xero, Sage, BrightPay and QuickBooks, in-app team messages, and tips and tronc distribution. Clocking in is not one of them: every method is on every plan, so a free site can always record its hours. You only start paying if you want those extras, open a second site, or pass 5 staff, and then it is a flat £29 a month per site, with unlimited staff and no limit on how many sites you run.
How much does WagePilot cost?
WagePilot is priced per site, never per person. One site with up to 5 staff is free forever (the Free plan, no card ever). Above that you pick a rate and then run as many sites as you like: Core is a flat £29 a month per site, Pro is a flat £59 a month per site, and both carry unlimited staff and unlimited sites. So Core is £58 for two sites, £87 for three and £145 for five; Pro is £118 for two and £177 for three. Adding people never costs more on any plan, and neither paid plan has a ceiling you can grow into. The only thing that moves your price is opening another venue, and that is simply one more flat site charge at your own plan’s rate, added automatically and prorated. You would move from Core to Pro for what it does (cost and hours compared site by site, rota automation, HR documents, branding and priority support), never because your business got bigger. That switch is a plan change, and a plan change re-prices every site you run at the new rate, so three sites go from £87 to £177 a month rather than £87 plus £59. Ten or more sites, or a white-label app and an SLA, is Scale: from £299 a month, talk to us. There is no trial to worry about: the free plan is the trial.
Does adding staff ever increase my bill?
No. There is no per-person charge on any plan, and every paid plan carries unlimited staff, starting with Core at £29. You never need Pro to hire, and you never need it to open another venue either, because Core carries unlimited sites too. WagePilot is priced per site, so hiring never moves your bill: the only thing that changes the price is opening another site, and that adds one more flat charge at your own plan’s rate, automatically and prorated, while your existing sites keep the price they were on. The one boundary that is a real step is the first one: a second site or a sixth member of staff means leaving Free for Core at £29 a site. Above that, growing never moves you up a rung. If you do choose Pro later it is for the features, and because a plan change re-prices your whole subscription, three sites would go from £87 to £177 a month. That is the cost of a choice, not a charge for growing. The only headcount limit anywhere is on the Free plan, which covers one site and up to 5 staff: a trial boundary, not a charge.
Is there a contract or can I cancel anytime?
No minimum term. One small site is free forever with no card required, and if you move up to a paid plan you can cancel anytime from your account: monthly plans stop at the end of the month you are in. Annual is the one thing to think about before you choose it, because it is paid a year up front and is not refunded part-way through, so pick monthly if you want to keep the option to stop. Your exported timesheets remain yours either way.
How long does setup take, and do staff need to install anything?
Most owners are live the same afternoon. You drop a pin for each site, set the geofence radius, add your team and their rates, and publish a rota. There is no hardware to buy and no app-store download; WagePilot is a progressive web app, so staff just open it on their own phone and clock in.
Where is my data stored, and can I export or delete it?
Your data is stored securely with encryption in transit and at rest, hosted in the EU/UK region. You own your data: approved hours export to CSV any time, you can download a complete, machine-readable copy of everything your organisation holds (a JSON file) in one click, and you can request deletion of your account data in line with UK GDPR. Billing is handled by Stripe; we never store full card details.
Does WagePilot run payroll?
No, and that is deliberate. WagePilot tracks time, attendance and live labour cost, then exports approved hours as a CSV to wherever you already run payroll (Xero, Sage, BrightPay and others). You keep your payroll setup; we just hand it clean, approved hours.
You’re new: why should I trust WagePilot with my team?
Fair question, and we would rather earn it than fake it. WagePilot is a new UK product in public beta, so you will not find invented five-star reviews here. Instead: start free with no card, drive the real thing in the live demo before you commit, keep your data exportable at any time, and leave whenever you like. Every timesheet edit is logged and visible to staff too, so trust runs both ways. Built in the UK, for UK employment law.

More questions? Read the full FAQ or email info@whealbit.co.uk.

Your first shift is a few taps away

Set up a site this afternoon and watch it tick up live: staff clock in on their own phones, you see the cost in real time.

Start free, no card See the live demo — no sign-up
  • Free forever on one site
  • No card to start
  • Never per head
  • Cancel anytime
  • Export your data anytime
  • UK holiday & NMW built in

From £29/mo · never per head

Free forever on one site · no card · cancel anytime

Start free