# When I Work vs QuickBooks Time: Features and Cost Comparison 2026 | Capterra > When I Work vs QuickBooks Time: Which employee scheduling tool is right for you? Dive into our detailed comparison of their features, costs, and user experience to make your decision. Source: https://www.capterra.com/compare/121248-151722/When-I-Work-vs-TSheets --- # When I Work vs QuickBooks Time Features and Cost Comparison Last updated March 15th, 2026 Provider data verified by our Software Research team, and reviews moderated by our Reviews Verification team.[Learn more](https://www.capterra.com/our-story/) Your comparison: When I WorkQuickBooks Time2/4 selected [When I Work](https://www.capterra.com/p/121248/When-I-Work/)[4.5 (1291)](https://www.capterra.com/p/121248/When-I-Work/reviews/) [QuickBooks Time](https://www.capterra.com/p/151722/TSheets/)[4.7 (7006)](https://www.capterra.com/p/151722/TSheets/reviews/) [## When I Work](https://www.capterra.com/p/121248/When-I-Work/)[4.5 (1291)](https://www.capterra.com/p/121248/When-I-Work/reviews/) [## QuickBooks Time](https://www.capterra.com/p/151722/TSheets/)[4.7 (7006)](https://www.capterra.com/p/151722/TSheets/reviews/) Starting Price $2.50/month Starting Price $2.50/month Value-for-Money 4.4 Functionality 4.3 Ease of Use 4.5 Customer Service 4.4 Starting Price $20.00/month Starting Price $20.00/month Value-for-Money 4.6 Functionality 4.5 Ease of Use 4.6 Customer Service 4.8 Reviews Sentiment Based on [1,291 reviews](https://www.capterra.com/p/121248/When-I-Work/reviews/) Positive 1,161 Neutral 94 Negative 36 Positive 1,161 Neutral 94 Negative 36 Reviews Sentiment Based on [7,006 reviews](https://www.capterra.com/p/151722/TSheets/reviews/) Positive 6,664 Neutral 248 Negative 94 Positive 6,664 Neutral 248 Negative 94 Best for (according to reviews) - **Business size**: Small businesses account for 68% of reviews (841), indicating strong adoption among this segment compared to midsize and enterprise organizations. - **Industry**: Food & beverages, retail, and hospital & health care together represent 24% of reviews, reflecting diverse usage across these sectors. - **Use cases**: Scheduling (41%), time clock (28%), and time tracking (26%) are the main use cases, highlighting a focus on workforce management. Best for (according to reviews) - **Business size**: Small businesses account for 78% of reviews (5,455), indicating strong adoption among this segment. - **Industry**: Construction, accounting, and management consulting represent 40% of reviews, with construction leading at 26%. - **Use cases**: Time tracking (49%), time clock (24%), and time and expense (21%) are the main use cases, highlighting a focus on workforce management. ## Send this comparison chart to my inbox ### Fill out the form and we'll send a list of the top-rated software based on real user reviews directly to your inbox. ## Reviewer verdict When I Work When I Work users find it best for intuitive employee scheduling and real-time communication, appreciating its various schedule views, auto-assign features, and integration with payroll systems. Reviewers value its user-friendly mobile app for both Android and iOS, flexible pricing with a functional free version, and shift management tools that help manage part-time workers and sync with digital calendars. However, they mention occasional issues with shift updates, clocking glitches, and notification reliability. QuickBooks Time QuickBooks Time reviewers say it is best for businesses needing detailed employee tracking and real-time schedule management, highlighting its integration with QuickBooks and TSheets, customizable timesheets, and remote clock-in capabilities. Users appreciate its flexible, customizable pricing plans and mobile access for managing schedules and tracking hours from any location. Some mention that reporting features lack customization and that error resolution can be slow, with occasional bugs affecting usability. ## Connect with a Capterra advisor for a free 15-minute consultation Get a personalized software list aligned to your business needs with guidance from our expert advisors. Our team has helped 1 million+ businesses like yours find options that fit their needs. ## Features comparison When looking at employee scheduling tools like When I Work and QuickBooks Time, price is just one factor to consider. Understanding their features and differences can help determine which one best suits your needs, maximizing efficiency while avoiding unnecessary costs. Here's how they compare in key areas that matter most. \[[1](#source-item-1)\] Key features rated by users Features selected based on 34,189 reviews from Employee Scheduling users. about the Fit Score methodology. Fit Score methodology To calculate the Fit Score, our proprietary methodology factors in the following: - The importance level for each feature. By default, this is determined by user reviews. They can rate a feature Critical, High, Low, or Not Used. - Feedback from real users on how the product performs for each key feature, derived from verified user reviews and ratings. Please note: - To calculate the Fit Score, the number of reviews for those features and the actual rating carry the same weight. You might see that, in some cases, even though the ratings are the same, we still determine a winner because it had more reviews. - If the Fit Score is not shown for a specific product, that only means there are currently not enough relevant data points to develop a meaningful score. It does not indicate that the product should be excluded from further evaluation. When I Work 81%Fit Feature ratings Employee Scheduling 4.6 Mobile Access 4.5 Timesheet Management 4.6 Online Time Clock 4.5 QuickBooks Time 83%Fit Feature ratings Employee Scheduling 4.6 Mobile Access 4.5 Timesheet Management 4.5 Online Time Clock 4.6 Employee Scheduling 4.6 (159) 4.6 (414) When I Work users appreciate the various views for scheduling, such as user, coverage, and position views. They find the auto-assign feature and the ability to see employee availability particularly useful. Reviewers also value the ease of copying shifts, setting availability, and the color-coded schedules. However, some users mention the inability to schedule managers without clocking in as a downside. QuickBooks Time users, on the other hand, highlight the integration of employee scheduling with other QuickBooks features, real-time visibility, and the ability to manage schedules remotely. They appreciate the user-friendly interface and the ability to track employee locations. Overall, users find When I Work effective for detailed scheduling and communication, while they value QuickBooks Time for its integration and real-time management capabilities. Mobile Access 4.5 (267) 4.5 (547) When I Work users find the mobile app easy to use and appreciate its compatibility with both Android and iOS. They mention that it allows employees to access schedules, make changes, and receive notifications on the go. However, some users report issues with push notifications and clocking in. QuickBooks Time users value the flexibility and convenience of mobile access, noting that it enhances time tracking and schedule management. They appreciate the ability to clock in from any location and the real-time updates. Some users, however, mention syncing issues and difficulties in areas with no service. In general, users think When I Work's mobile app is user-friendly and functional, while they find QuickBooks Time's mobile access crucial for remote management and real-time tracking. Timesheet Management 4.6 (177) 4.5 (770) When I Work users find the timesheet management feature easy to use and helpful for tracking employee hours and making updates. They appreciate the integration with payroll and the ability to correct missed time. However, some users find it difficult to interpret the timesheets initially and mention occasional syncing issues. QuickBooks Time users value the detailed and customizable timesheets, which they say help in tracking project codes, tasks, and client billing. They appreciate the automated alerts and the ability to lock and export timesheets for payroll. Some users report occasional bugs and discrepancies. Overall, users think When I Work is effective for basic timesheet management, while they find QuickBooks Time valuable for its detailed tracking and customization options. Online Time Clock 4.5 (81) 4.6 (454) When I Work users appreciate the accuracy and ease of use of the online time clock feature. They find it helpful for clocking in and out, especially with auto reminders for upcoming shifts. Some users, however, do not use this feature extensively. QuickBooks Time users value the online time clock for its flexibility and real-time tracking capabilities. They appreciate the ability to clock in from any location and the integration with payroll. Some users mention issues with the interface and the need for manual entries for certain tasks. In summary, users think When I Work's online time clock is accurate and user-friendly, while they find QuickBooks Time's feature essential for remote tracking and payroll integration. ## Pricing comparison ### Starting prices When I Work $2.50 Per User (Per Month) Free Trial Free Version [View pricing plans](https://www.capterra.com/p/121248/When-I-Work/pricing/) QuickBooks Time $20.00 Per User (Per Month) Free Trial Free Version [View pricing plans](https://www.capterra.com/p/151722/TSheets/pricing/) ### Value-for-money analysis 4.4 (1291) 4.6 (7006) A comparison of how reviewers evaluate the value for money provided by both When I Work and QuickBooks Time indicates that When I Work reviewers find it offers a functional free version and flexible pricing options, while QuickBooks Time reviewers appreciate its customizable pricing plans and integration with QuickBooks. Reviewers indicate that When I Work provides good value for money, especially for small businesses, due to its free version and the ability to upgrade as needed. They appreciate the flexibility of no contracts and the option to choose between monthly or annual payments. However, some users mention that the cost can become high with additional features and that the pricing structure can be confusing. When it comes to QuickBooks Time, reviewers highlight its customizable pricing plans that allow businesses to pay only for the features they need, making it a cost-effective solution. They also appreciate its seamless integration with QuickBooks and the flexible pricing model. Nonetheless, some users feel that the pricing can be high, especially for small businesses, and mention that additional costs for premium features can add up quickly. ## How does the user experience compare on When I Work vs QuickBooks Time? ### Overall rating 4.5 (1291) 4.7 (7006) ### User interface When I Work QuickBooks Time ### Customer service and support When I Work Email/Help Desk FAQs/Forum Knowledge Base Phone Support 24/7 (Live rep) Chat QuickBooks Time Email/Help Desk FAQs/Forum Knowledge Base Phone Support 24/7 (Live rep) Chat ## What users say about the pros and cons of When I Work vs QuickBooks Time When I Work and QuickBooks Time are two options for employee scheduling software users to meet their business needs. Both products have been reviewed on Capterra. Check out what real users say about When I Work vs QuickBooks Time to find the best fit for you. Users appreciate When I Work for its intuitive employee scheduling, noting the ease of creating schedules, viewing availability, and integrating with payroll systems. They also value its employee management features, highlighting real-time communication and integration with payroll services. Additionally, users find its shift scheduling tools helpful for managing part-time workers and syncing shifts with digital calendars. Meanwhile, QuickBooks Time users commend its robust employee tracking capabilities, citing its intuitive interface and multiple tracking options. They also appreciate the integration with TSheets, which enhances functionality and ease of use. Users find it effective for managing employee hours and simplifying inventory management. As for the cons, When I Work users mention issues with shift management, such as difficulties with shift updates and entering multiple shifts. They also report problems with the clocking system, including glitches and location detection issues, and email notifications not being reliable. When it comes to QuickBooks Time, users note problems with clocking employees, including glitches and difficulties with correcting timesheets. They also highlight issues with error resolution, citing slow fixes and occasional bugs, and report limitations in the reporting features, finding them cumbersome and lacking customization. \[[2](#source-item-2)\] Pros When I Work Stenie O Owner CEOFood & Beverages, 11 - 50 employeesUsed the software for: 1-2 years. “When I work is great for time tracking, team communication, and saving time on scheduling. Plus, you can make your business schedule ahead of time, and with its calendar and appointment options, employees can swap their schedule as well.“ March 9, 2026 Jessica S AdminAccounting, 11 - 50 employeesUsed the software for: Less than 6 months. “It makes scheduling simple, keeps the team connected, and the mobile app adds great flexibility. While there’s minor room for improvement in notifications and reporting, it’s a reliable tool that truly streamlines workforce management.“ April 8, 2026 QuickBooks Time AA Audry A Administrative assistantReal Estate, 11 - 50 employeesUsed the software for: More than 2 years. “It provides a reliable and organized way to manage employee time tracking, especially for teams that need structure, accountability, and integration with payroll systems. While there is a bit of a learning curve for more advanced features, the day to day usability is strong and it works well for managing time tracking efficiently“ April 16, 2026 BJ Becca J HR DirectorHospitality, 51 - 200 employeesUsed the software for: More than 2 years. “This product allowed us to customize what we needed to support our business and not have to fall to a "cookie cutter" system that doesn't truly support our organization.“ January 30, 2026 Cons When I Work MA Matt A Ops ManagerSports, 11 - 50 employeesUsed the software for: More than 2 years. “It would be nice if small bug would be fixed like the precision of the drag and drop which is sometimes impossible to align with a specific time like 1PM if the move is less than 30 mintues.“ April 29, 2026 JR Jonathan R IT AdminHospital & Health Care, 51 - 200 employeesUsed the software for: 6-12 months. “No Auditing capability to see if unauthorized changes were made, and does not work for complex workflows.“ February 25, 2026 QuickBooks Time Hallye N Operations ManagerMechanical or Industrial Engineering, 11 - 50 employeesUsed the software for: I used a free trial. “The app can have crashes, poor customer support, high per-user pricing, limited customization, and single-level timesheet approvals.“ March 26, 2026 AW Angela W Business ManagerMechanical or Industrial Engineering, 2 - 10 employeesUsed the software for: 6-12 months. “We recently experienced what seemed to be a user interface change, but we had issues with employees being unassigned projects or not be able to clock into specific jobs.“ April 23, 2026 * * * Sources 1. Our research team identified features from vendor websites based on their analysis of what users find valuable or expect from employee scheduling software. This list is not exhaustive. For additional features, refer to the vendor’s website. 2. Review excerpts are passages extracted from longer reviews written by verified reviewers. We obtain these excerpts by applying an algorithm that considers factors including, but not limited to, length, topic coverage, and thematic relevance. Excerpts are evaluated for positive or negative sentiment and receive a sentiment score. They represent user opinion and do not represent the views of, nor constitute, an endorsement by Capterra or its affiliates. Excerpts are not edited for clarity or grammar. * * * Need Help Deciding Between When I Work and QuickBooks Time? Talk to a Capterra advisor for free and get results within 15 minutes. 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