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
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