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.

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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 never charged per head. Hiring never moves the bill, so the price only changes if you open another venue.

WagePilot

Flat

£29 /site, per month

Unlimited staff · clock-in and payroll export 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 pricing

WagePilot 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	£29 (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

UK-native: 12.07% accrual, NMW record-keeping, GBP billing
Flat £29/month per site instead of per-user plus a clock-in add-on
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.

Worked cost example: a café that grows

The same business over a year: 10 staff on one site, then 25, then a second site and 40 staff. What WagePilot costs at each step, and how When I Work’s bill moves.

Month 1: 10 staff, 1 site: WagePilot £29 a month
Month 6: 25 staff, 1 site: WagePilot £29 a month
Month 12: 40 staff, 2 sites: WagePilot £58 a month
When I Work over the same year: Per user, plus the time-clock add-on per user, so it rises with each hire
Clock-in (GPS, QR, kiosk) on WagePilot: Included on every plan

WagePilot figures are its published October 2026 prices. The rival line describes its pricing model only, not a quote: tiers and add-ons change, so check their current pricing for your team. WagePilot estimates pay for your payroll; it does not run payroll.

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.

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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
3 staff	~£12/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

vs Deputy vs RotaCloud vs Planday vs Connecteam vs Findmyshift vs 7shifts vs Homebase vs Bizimply vs Sling vs BrightHR vs Rotaready

WagePilot vs When I Work: your questions

Is WagePilot a UK alternative to When I Work?

Yes. When I Work is US-first, with holiday built around US rules and the time clock as a paid add-on. WagePilot is UK-native: 12.07% holiday accrual, NMW record-keeping, GBP billing and UK support, with geofenced clock-in included.

Does WagePilot handle UK holiday correctly?

Yes, UK holiday accrual is built in, including the 12.07% rule for irregular-hours and part-year workers, plus bank holidays and pro-rata balances. It is designed around UK Working Time Regulations rather than US leave rules.

How much would a team of 10 save versus When I Work?

A clocking-in team of ten on When I Work commonly lands around £31/month once the time-clock add-on is included, versus a flat £29/month with WagePilot, which stays there as you hire, while a per-user bill keeps climbing. Figures are indicative as of June 2026; always check current pricing.

Can I run WagePilot alongside When I Work while I switch?

Yes. Start on the Free plan with no card, add your team and rates, and run a week in parallel with When I Work to compare hours. Staff join with a code on their own phone; there is nothing to install. Cancel the old tool once the numbers match.

Does WagePilot run payroll, tax or payslips?

No. WagePilot is pre-payroll: it records hours, holiday and breaks and produces estimated gross pay with minimum wage checks, then exports approved hours as a CSV for Xero, Sage, BrightPay, QuickBooks or your accountant. Tax, NI and payslips stay in your payroll software.

Does WagePilot check the UK minimum wage?

Yes. It knows the UK age bands and apprentice rate, uses each person’s date of birth, and flags estimated pay below the national minimum wage before you approve the week. This is UK-specific, which is the main reason UK teams move from US-first tools.

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