Clearbooks vs When I Work
A head-to-head comparison to help you pick the right tool
Last updated: April 30, 2026
Clearbooks
Clearbooks is a UK-focused cloud accounting software designed for small businesses and sole traders. It covers invoicing, expenses, payroll, and VAT returns in a simple and affordable package.
When I Work
When I Work is an employee scheduling and time tracking platform designed for hourly and shift-based teams. It makes it easy for managers to build schedules, communicate with staff, and track attendance. When I Work is one of the most affordable scheduling tools on the market.
Pros
- ✓Built specifically for UK accounting and VAT
- ✓Simple and easy to use
- ✓Affordable pricing
- ✓Good invoicing features
- ✓Solid MTD (Making Tax Digital) compliance
Cons
- ✗Limited outside UK market
- ✗Fewer integrations than QuickBooks or Xero
- ✗Less suitable for larger businesses
- ✗Support can be slow
Pros
- ✓Very affordable pricing starting at just a few dollars per user
- ✓Easy-to-use scheduling with drag-and-drop interface
- ✓Good team messaging and shift swap tools
- ✓Simple time clock with GPS tracking
Cons
- ✗Limited features beyond scheduling and time tracking
- ✗No payroll processing or full HR suite
- ✗Reporting is basic compared to more comprehensive workforce tools
Clearbooks vs When I Work: Side by Side
| Factor | Clearbooks | When I Work |
|---|---|---|
| User Rating | N/A | N/A |
| Category | Accounting Software | HR Software |
| Pricing Model | Paid | Paid |
| Starting Price | Contact for pricing | $2.50/user/mo |
| Best For | UK small businesses and sole traders wanting simple affordable accounting with strong VAT and MTD compliance | Small businesses with hourly or shift-based workers |
| Our Pick | — | — |
Clearbooks Features
- ✓Invoicing
- ✓bank reconciliation
- ✓expense tracking
- ✓VAT returns
- ✓payroll
- ✓financial reporting
When I Work Features
- ✓Shift scheduling
- ✓time clock
- ✓team messaging
- ✓attendance tracking
- ✓payroll export
Pricing Comparison
Which Should You Choose?
Choose Clearbooks if...
- →UK small businesses and sole traders wanting simple affordable accounting with strong VAT and MTD compliance
Our Take
Choose Clearbooks if uk small businesses and sole traders wanting simple affordable accounting with strong vat and mtd compliance. Choose When I Work if small businesses with hourly or shift-based workers.
Best For
UK small businesses and sole traders wanting simple affordable accounting with strong VAT and MTD compliance
Best For
Small businesses with hourly or shift-based workers
Also Consider
If neither Clearbooks nor When I Work is the right fit, Dext is worth evaluating.
Dext
Bookkeepers, accountants, and businesses with high receipt volumes wanting to eliminate manual data entry
From $15/mo
Frequently Asked Questions
What is the difference between Clearbooks and When I Work?
Clearbooks is best for uk small businesses and sole traders wanting simple affordable accounting with strong vat and mtd compliance. When I Work is best for small businesses with hourly or shift-based workers.
Which is better, Clearbooks or When I Work?
Choose Clearbooks if uk small businesses and sole traders wanting simple affordable accounting with strong vat and mtd compliance. Choose When I Work if small businesses with hourly or shift-based workers.
How much does Clearbooks cost?
Visit Clearbooks website for current pricing.
How much does When I Work cost?
When I Work starts at $2.50/user/mo. Pricing model: Paid.
Who should use Clearbooks?
UK small businesses and sole traders wanting simple affordable accounting with strong VAT and MTD compliance
Who should use When I Work?
Small businesses with hourly or shift-based workers