WagePilot vs Planday

A Planday alternative without the per-user minimum

Planday is a capable, Xero-owned scheduler, but it prices per user with a five-user minimum, so a small clocking-in team starts around £30 a month. WagePilot is a flat £29 per site, with no minimum and no per-head charge at all.

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One site free forever
Never per head
From £29/site as you grow
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The bill, side by side

Here's what a clocking-in team of ten typically pays. WagePilot is flat per site with staff always free — hiring never moves the bill, so the price only changes if you open another venue.

WagePilot

Flat

£29 /site, per month

Unlimited staff · every feature · clock-in included.

Hiring never moves it

Planday

~£30/mo

Per user, 5-user minimum · team of 10.

Priced per their model above

Indicative entry-level figures for a clocking-in team of ten, as of June 2026. Tiers change — always check current pricing. We compare on pricing model, not a "cheapest" claim.

See the full flat pricing

WagePilot vs Planday, line by line

The honest head-to-head: where WagePilot is the better fit, and where it isn't.

Feature	WagePilot	Planday
Pricing model	Flat per site, never per head	Per user, 5-user min
Cost for a team of 10	Free (1 site)	~£30/mo
Geofenced clock-in	Included	Included
Live labour-cost board	Live, ticking total	Cost reporting
Live staff earnings gauge	Yes	No
Runs payroll	No, exports to yours	No, exports/integrations
Best for	Small UK teams, 2–50	Mid-size, Xero-centric ops

Prices and features as of June 2026. Tiers change, so always check current figures. We compare on pricing model, not a "cheapest" claim.

Why teams pick WagePilot

1 No five-user minimum: free for one site up to 5 staff, then a flat £29 however many you hire
2 A live labour-cost board and staff earnings gauge Planday lacks
3 Same-day setup as a PWA, with nothing to install

When Planday might suit you better

If you’re deep in the Xero ecosystem and want Planday’s tighter Xero integration and larger feature set, it’s a solid choice. WagePilot’s edge is flat pricing with no minimum, a live cost board, and the earnings gauge, all built for smaller teams.

The cost as you grow

Per-seat pricing means every hire nudges the bill up. With WagePilot it stays flat. Here's the gap as the team grows.

See full pricing

What you'd pay as your team grows: a typical per-seat tool vs WagePilot's flat price
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

Per-seat figures assume a typical ~£4/user/month all-in rate (many tools sit £3–£6/user). Indicative, for illustration.

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WagePilot vs Planday: your questions

Does WagePilot have a user minimum like Planday?

No. Planday prices per user with a five-user minimum, so even a team of three pays for five. WagePilot is a flat £29/month per site with no minimum and no per-head charge, and one site with up to 5 staff is free forever.

Is WagePilot a good Planday alternative if I use Xero?

WagePilot exports approved hours as a CSV that drops into Xero Payroll (and Sage, BrightPay, QuickBooks). Planday, being Xero-owned, has a tighter native integration; if you need that depth it’s a fair reason to stay. WagePilot’s edge is flat pricing, a live cost board and the earnings gauge.

How quickly can I get started?

WagePilot is a Progressive Web App with nothing to install: set up your sites, team and rates and publish a rota the same afternoon, no card needed to start.

Switch from Planday in an afternoon

No migration project, no card to start. Add your team and publish a rota today.

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Free forever on one site · no card to start · cancel anytime