WagePilot vs When I Work
A UK-built When I Work alternative, flat-priced
When I Work is solid US-first scheduling, but it’s priced per user with the time clock as an add-on, and holiday is built around US rules. WagePilot is UK-native, flat £29/month per site, with clock-in and UK holiday accrual included.
- One site free forever
- Never per head
- From £29/site as you grow
- No card to start
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
When I Work
~£31/mo
Per user + time-clock add-on · 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 pricingWagePilot vs When I Work, line by line
The honest head-to-head: where WagePilot is the better fit, and where it isn't.
| Feature | WagePilot | When I Work |
|---|---|---|
| Pricing model | Flat per site, never per head | Per user + add-on |
| Cost for a team of 10 | Free (1 site) | ~£31/mo |
| Geofenced clock-in | Included | Paid add-on |
| UK holiday accrual (12.07%) | Built in | US-first |
| GBP-native, UK support | Yes | US-first |
| Runs payroll | No, exports to yours | No, exports to yours |
| Best for | UK small businesses | US teams |
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 UK-native: 12.07% accrual, NMW record-keeping, GBP billing
- 2 Flat £29/month per site instead of per-user plus a clock-in add-on
- 3 A live labour-cost board built for tight hospitality margins
When When I Work might suit you better
If you operate in the US, or want the broader comms and engagement suite When I Work wraps around scheduling, it’s a capable product. WagePilot keeps team messages simple (announcements, group channels and direct messages, on Core and up) and is built specifically for UK small businesses: UK holiday law, GBP, and a flat price.
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| 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.
Compare with other tools
WagePilot vs When I Work: your questions
Is WagePilot a UK alternative to When I Work?
Does WagePilot handle UK holiday correctly?
How much would a team of 10 save versus When I Work?
Switch from When I Work in an afternoon
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