Homebase vs When I Work
We give Homebase a 3.2 GPA and When I Work a 2.8, out of 4.0. Homebase grades higher on value for money and the free plan. They get the same grade on features, ease of use and platforms.
Price, platforms and features side by side. The table says where each price was read and when.
Homebase
Small-business scheduling, time clock and payroll, priced per location
When I Work
Staff scheduling with auto-fill, shift trades and an add-on time clock
How we grade them
| 3.2GPAHomebaseVery good | 2.8GPAWhen I WorkGood | |
|---|---|---|
| Value for money | BEssentials is $24 per location a month billed yearly, with unlimited employees, so 15 staff at one site pay $24. For a team that size that's in the cheapest quarter of this category. A second site means a second plan. | CEssentials is $2.50 a user a month, so 15 staff pay $37.50 for scheduling, the middle of this category for a team that size. Add the time clock and it's $4 a user, or $60. The page doesn't say whether these are monthly or yearly rates. |
| Free plan and trial | BBasic is free for one location and up to 10 employees, with scheduling, time tracking and a POS link, though timesheets are kept only 90 days. A small team can really run on it. | CNo free plan. There's a 14-day trial with every feature and no credit card needed, which covers a couple of schedule cycles. |
| Features | BWeekly schedules around availability, shift trades and open shifts, clock-ins on phones, tablets or POS terminals, timesheets that follow your overtime rules and sync to payroll, plus hiring. The whole job, with an AI scheduling assistant on Plus. | BAuto-scheduling from availability, templates, multi-week and multi-location schedules, forecasting, shift trades, messaging and payroll exports, with a time clock as an add-on. That's the whole job. |
| Ease of use | A4.78 from 95,735 App Store ratings, more ratings than any other app in this category. Staff see shifts, trade them and clock in from the phone. | A4.79 from 57,666 App Store ratings. Swapping or picking up a shift is a couple of taps for staff. |
| Platforms and integrations | BWeb, iPhone and Android, with tills like Square, Toast, Clover and Shopify and payroll like Gusto, ADP and QuickBooks. The API needs All-in-One, and there's no desktop app. | BWeb, iPhone and Android, with payroll partners such as Rippling, Gusto, Square Payroll, Paychex, QuickBooks Online and OnPay, plus Zapier. API keys need Premium, and there's no desktop app. |
| Best for | small single-site shops and restaurants | auto-filled schedules for hourly teams |
The GPA is the average of the five grades: an A is 4 points, an F is none. The full reasons are on each tool's page: Homebase and When I Work. How we grade
Price against what you get
Homebase starts at $24 a month and scores 3.3 out of 4 on features, ease of use and platforms. When I Work starts at $2.50 a month for each person and scores 3.3.
They score the same, and When I Work starts $21.50 a month lower. Of the other shift scheduling apps on the chart, none scores higher than Homebase for less, and none scores higher than When I Work for less.
Features, ease of use and platforms, averaged
What paid plans start at, a month (each step along is roughly double) →
- The best score at each price
- Has a free plan
- No free plan
Where they differ
- Homebase starts at $24 per location / month, billed annually (Essentials). When I Work starts at $2.50 per user / month (Essentials, without time tracking).
- Homebase has a free plan. When I Work does not, though it has a free trial.
- Homebase also covers payroll, job board posting and employee records.
- When I Work also covers auto-scheduling.
At a glance
| Homebase | When I Work | |
|---|---|---|
| Pricing | Free plan | Free trial |
| Starts at | $24 per location / month, billed annually (Essentials) | $2.50 per user / month (Essentials, without time tracking) |
| Free plan | Basic plan, free for one location with up to 10 employees: basic scheduling and time tracking and a POS integration, with timesheets stored for 90 days. | None |
| Free trial | 14-day free trial of All-in-One, no credit card required | 14-day free trial with every feature, no credit card required |
| Web | ||
| iOS | ||
| Android | ||
| Made by | Pioneer Works, Inc. | When I Work, Inc. |
| Price read from | joinhomebase.com | wheniwork.com |
| Checked | Oct 18, 2026 | Oct 18, 2026 |
Who each one suits
Homebase
- Single-location shops and restaurants with up to 10 staff, on the free plan
- Owners who want POS sales and labor costs side by side
- Small businesses that want scheduling and payroll from one vendor
When I Work
- Restaurants, retail stores and call centers scheduling hourly staff
- Managers who want shifts filled automatically from availability
- Multi-location businesses sharing staff between sites
Worth knowing
Homebase
- Plans are priced per location: each separate address needs its own plan, and the free Basic plan covers only one location and up to 10 employees.
- Payroll is an add-on on every plan at $49 a month plus $6 per employee paid.
- Other add-ons cost extra: Tip Manager $25 and Task Manager $13 a month per location, background checks $30 each, Hiring Assistant from $99 a month.
- PTO accrual policies need Plus; onboarding paperwork, HR advisors and API access need All-in-One.
When I Work
- The time clock, breaks and attendance are an add-on that raises each plan by $1.50 to $2 per user a month, though the page's FAQ says every plan includes them.
- The pricing page offers monthly or annual billing but does not say which basis the listed prices use.
- API keys, webhooks and SAML single sign-on need the Premium plan.
- Payroll runs through partners; Rippling, the preferred partner, offers When I Work customers six months free.
Key features
Homebase
- Weekly schedule builder
- Managers build the week around availability and time-off requests, and staff trade, cover or claim open shifts. Plus adds an AI scheduling assistant.
- Time clock on any device
- Staff clock in on tablets, computers, POS terminals such as Clover and GoDaddy, or the mobile app with location checks, and tablets can take a photo at each clock-in.
- Timesheets to payroll
- Timesheets follow your overtime and break rules and sync to Gusto, ADP RUN, QuickBooks Online or Square Payroll, or feed Homebase's own payroll add-on.
- Team messaging
- Messenger channels, announcements and shift notes, with confirmation when employees have seen the schedule or read a message.
- Hiring and onboarding
- Job openings go out to online job boards, and All-in-One sends onboarding packets with W-4, I-9 and direct deposit forms for e-signature.
- Labor cost controls
- All-in-One alerts managers before overtime, blocks early clock-ins, clocks staff out at shift end and reports labor against sales pulled from the POS.
When I Work
- Auto-scheduling
- Managers enter the coverage they need and the app assigns shifts from employee availability and qualifications in one click.
- Templates and multi-week schedules
- Saved templates such as a weekend rush or holiday plan are reused to build schedules weeks ahead, across several locations.
- Shift trades and OpenShifts
- Employees swap or pick up open shifts from the app, and managers approve or decline each request before the schedule updates.
- Time clock on any device
- With the time tracking add-on, staff clock in from phones, tablets or terminals, with GPS or geofencing, break tracking and overtime tracking tied to the schedule.
- Team messaging
- Managers and staff message individuals or the whole team in the app without sharing phone numbers.
- Payroll exports
- Approved hours go to payroll services including Rippling, Gusto, Square Payroll, Paychex, QuickBooks Online and OnPay.
Plans
Homebase
Basic$0
One location and up to 10 employees: basic scheduling and time tracking, a POS integration, timesheets kept 90 days.
Essentials$24
per location / month, billed annually ($30 billed monthly)
Unlimited employees. Adds shift trades and open shifts, availability, location-based mobile clock-in, payroll integrations and team messaging.
Plus$56
per location / month, billed annually ($70 billed monthly)
Adds an AI scheduling assistant, PTO policies with accruals, departments and manager permissions. Shown at $0 for 6 months with the payroll offer.
All-in-One$96
per location / month, billed annually ($120 billed monthly)
Adds onboarding paperwork with e-signatures, HR advisors and a custom handbook, overtime alerts, sales-based scheduling and API access.
When I Work
Essentials$2.50
per user / month ($4 with time tracking and attendance)
Unlimited users. Auto-scheduling, multi-week and multi-location schedules, templates, forecasting, messaging, OpenShifts and swaps.
Pro$5
per user / month ($7 with time tracking and attendance)
Adds scheduling rules, role permissions, labor sharing, custom forecasting units, custom reports and callout reporting.
Premium$8
per user / month ($10 with time tracking and attendance)
Adds API keys, webhooks and SAML single sign-on.
Ways to pay less
Homebase
- Annual discount
Save 20% with annual billing
Annual billing brings Essentials, Plus and All-in-One to $24, $56 and $96 per location a month against $30, $70 and $120 monthly, or $72 to $288 a year saved.
- Other savings
6 months free on Plus and Payroll for new customers
New customers who set up payroll by December 15, 2026 and run it by January 20, 2027 get Plus free for 6 months and payroll free for 6 months for up to 50 employees.
- Other savings
Payroll at $29 a month for teams of 5 or fewer
Teams of up to 5 who start payroll in the same window get 6 months free, then $29 a month plus $6 per employee paid instead of $49, while they stay at 5 or fewer.
When I Work
No public discounts listed.
