The questions owners ask first

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.

For a clocking-in team on one site, from about ten people up it usually is: those tools price per user (and several charge extra for the time clock or set a monthly minimum), so a team of ten commonly lands around £20–£40 a month and climbs with every hire, while WagePilot stays at a flat £29. The gap widens as you grow: at 25 staff a per-seat tool is roughly £100 a month and WagePilot is still £29. At the very smallest sizes it is a tie rather than a win: a few rivals are free for tiny teams, and so is WagePilot’s own Free plan. One UK tool, Findmyshift, is also broadly flat, so against it we would point to UK-native holiday and overtime depth, and to the site-by-site cost analytics on Pro, rather than to price. Figures are indicative, as of June 2026; always check current pricing.

Yes. On the Pro plan you can brand the employee app and the clock-in kiosk with your own logo, colours, fonts and corner style, with a live preview as you set it. On the Scale plan you can fully white-label: remove the WagePilot mark and the “Powered by WagePilot” credit so staff only ever see your business. Branding applies to the staff-facing app and kiosk; the admin tools stay the same.

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.

Both cycles are offered on Core and Pro, and yearly is cheaper: annual is charged for ten months, so two months are free. Core is £29 a month per site or £290 a year per site; Pro is £59 a month per site or £590 a year per site. Annual is taken up front for the whole year, so three Core sites on annual is £870 on day one rather than £87 a month. Check the monthly/annual toggle before you confirm, because the upgrade screen opens on annual: if you want to pay monthly, switch it there first. To move an existing subscription between monthly and annual, email info@whealbit.co.uk and we will switch it for you.

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.

Two things: the limits come off, and three features switch on. The limits first: Free is one site and up to 5 staff, and Core is a flat £29 a month per site with unlimited staff and unlimited sites, so nothing you can count is capped again. Then the features: payroll-formatted export for Xero, Sage, BrightPay and QuickBooks, in-app team messages and announcements, and tips and tronc pooled and shared fairly. Everything that decides what someone is paid stays on Free: rates, overtime, holiday accrual, Working Time Regs, NMW checks, audited timesheets, the live cost board and a raw CSV export of your hours. Clock-in stays there too, by GPS geofence, a printed QR code or kiosk mode on a shared tablet, so a free site is never left unable to record its hours. Pro at £59 a site is the next step up and it is about depth, not size: cost and hours compared site by site, rota autofill with coverage targets and budget guardrails, HR documents, custom branding and priority support.

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.

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.

Small UK businesses with roughly 2 to 50 staff: cafés, pubs, restaurants, holiday lets, salons, retail and site teams. It is the sweet spot where per-person scheduling software gets expensive but a spreadsheet has stopped coping.

No, it is estimated gross, before tax and deductions. WagePilot shows what a shift is earning and what your floor is costing in real time; the exact net figure is calculated by your payroll software from the approved hours you export.

No. WagePilot checks location only at the moment someone clocks in or out, never continuously. If they are inside the site’s geofence the clock-in is confirmed; if they are outside it, the shift still starts and the entry is flagged for the manager. Where GPS struggles, a printed QR code by the till gives staff an obvious way in, and that punch is geofenced the same way whenever the phone can give a position. Tying clock-in to being on-site is how it stops “buddy punching”. It is built for UK GDPR with data minimisation from day one.

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.

Yes. UK employers must keep records showing they pay at least the National Minimum/Living Wage, and since 1 April 2021 those records must be kept for six years (GOV.UK); you also need adequate records of hours under the Working Time Regulations. WagePilot’s audited, tamper-evident timesheets, with every edit logged with a reason and visible to staff, are built to give you exactly that paper trail, exportable whenever HMRC or an employee asks.

Most UK workers get 5.6 weeks of paid holiday a year (28 days for a five-day week, including bank holidays, per GOV.UK). Regular part-timers get it pro-rata, and for irregular-hours and part-year staff, holiday accrues at 12.07% of hours worked for leave years starting on or after 1 April 2024 (the 2024 Working Time Regulations reform). WagePilot tracks each person’s balance and accrual automatically, so you approve requests from an inbox with a clash warning instead of a spreadsheet.

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.

Yes, and we will help. You can bulk-import your whole team from a spreadsheet: download our template, or send us the staff export from your current tool and we will import it for you, free. Holiday already accrued carries across, so nobody loses a day. Build your first week by copying a typical week as a template. There is nothing to migrate from a server (WagePilot runs in the browser), so most owners are up and running the same day they sign up.

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.