The product
One app for the whole shift
Rota, clock-in, holiday, timesheets and a live labour-cost board: the essentials a small UK team needs, with nothing bolted on to inflate the bill.
No card to start · 14-day free trial · cancel anytime
Geofenced clock-in
Staff clock in from their own phone. WagePilot checks GPS once, only at the moment they clock in or out, to confirm they are actually on-site. If location is unavailable there is a QR-code fallback by the till. No hardware, no shared tablet, no "clocking each other in".
- Location checked only at clock-in/out, never continuously tracked
- Per-site geofence radius you set with a pin on a map
- QR-code fallback for basements and weak-signal sites
£42.18
and counting
03:21
worked
£12.50
/hr
Live labour cost
The owner board shows a live, ticking total of what your floor is costing this minute, summed from the rate of everyone currently clocked in. See an over-staffed Tuesday at 2pm and send someone home before it becomes money already spent, not a surprise on the payroll run.
- 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
£37.50 /hr
Sam Pendry
Barista · Harbour
Jess Moran
Front of house · Harbour
Ade Kuti
Kitchen · Harbour
Tom Rhys
Bar · Wharf
Rota builder
Build the week on a simple grid. Copy last week as a starting point, drag in shifts, and publish: staff are notified instantly on their phones. Conflict warnings flag double-bookings and clashes with approved holiday before anyone turns up to an empty rota.
- Copy-last-week and templates for fast scheduling
- Conflict & holiday-clash warnings before you publish
- Instant publish: staff see their shifts on their phone
Week of 15 June
Harbour Café · 4 staff · 38 shifts
Holiday, sorted
Staff see their remaining balance and request leave in a couple of taps. You approve or decline from a single inbox that warns you about rota clashes. Accrual is calculated automatically, including the 12.07% rule for irregular-hours and part-year workers, so part-time and zero-hours holiday stops being a spreadsheet.
- Automatic accrual, including 12.07% for irregular hours
- One approval inbox with rota-clash warnings
- Bank holidays and pro-rata balances handled for you
Holiday requests
3 awaiting approval
Jess Moran
24–28 Jun · 5 days · 12.5 left
Ade Kuti
1–2 Jul · 2 days · 8 left
Clashes with Sam's shift on 1 Jul
Sam Pendry
15 Jul · 1 day · 15 left
Audited timesheets
Every week lands as a clean timesheet to review, flag and approve. Every edit requires a reason and is logged in a tamper-evident history that staff can see too. When a shift is disputed, or HMRC asks, you have an exportable paper trail instead of an argument.
- 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)
Timesheet · week of 15 June
Review & approve · 4 staff
Edit logged: Jess's clock-out adjusted 20:08 → 20:11, “forgot to clock out, confirmed with manager”. Visible to Jess.
CSV export to payroll
WagePilot is not a payroll bureau, and that is deliberate. Approve a clean week and export the hours as a CSV that drops straight into the payroll you already run: Xero, Sage, BrightPay, QuickBooks and others. You keep your payroll setup; we just hand it clean, approved hours.
- One-click CSV export of approved hours
- Works alongside Xero, Sage, BrightPay & QuickBooks
- You keep your payroll: we never run the pay run
Export approved hours
Week of 15 June · 4 staff · all approved
Start running shifts on autopilot
Set up your first site this afternoon and watch the first shift tick up live. Free to start, staff always free — flat per site as you grow.
Free forever on one site · no card to start · 14-day trial on paid plans · cancel anytime