FreshBooks vs When I Work
A head-to-head comparison to help you pick the right tool
Last updated: April 30, 2026
FreshBooks
FreshBooks is an accounting and invoicing platform designed specifically for freelancers, self-employed professionals, and small service-based businesses. It is known for its exceptional ease of use and beautiful invoicing tools. FreshBooks focuses on making accounting simple for non-accountants who just need to track income, expenses, and get paid quickly.
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
- ✓Easiest accounting software to learn and use — ideal for non-accountants
- ✓Beautiful, professional invoice templates
- ✓Built-in time tracking and project management
- ✓Excellent mobile app for tracking expenses on the go
Cons
- ✗Not suitable for product-based businesses needing inventory management
- ✗Limited features for complex accounting needs
- ✗More expensive than competitors for what you get on lower tiers
- ✗Payroll requires third-party integration
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
FreshBooks vs When I Work: Side by Side
| Factor | FreshBooks | When I Work |
|---|---|---|
| User Rating | N/A | N/A |
| Category | Accounting Software | HR Software |
| Pricing Model | Paid | Paid |
| Starting Price | $19/mo | $2.50/user/mo |
| Best For | Freelancers and small service businesses wanting simple, beautiful invoicing and accounting | Small businesses with hourly or shift-based workers |
| Our Pick | — | — |
FreshBooks Features
- ✓Invoicing
- ✓expense tracking
- ✓time tracking
- ✓project management
- ✓payments
- ✓financial reporting
- ✓bank reconciliation
- ✓mobile app
- ✓client portal
When I Work Features
- ✓Shift scheduling
- ✓time clock
- ✓team messaging
- ✓attendance tracking
- ✓payroll export
Pricing Comparison
Our Take
Choose FreshBooks if freelancers and small service businesses wanting simple, beautiful invoicing and accounting. Choose When I Work if small businesses with hourly or shift-based workers.
Best For
Freelancers and small service businesses wanting simple, beautiful invoicing and accounting
Best For
Small businesses with hourly or shift-based workers
Also Consider
If neither FreshBooks 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 FreshBooks and When I Work?
FreshBooks is best for freelancers and small service businesses wanting simple, beautiful invoicing and accounting. When I Work is best for small businesses with hourly or shift-based workers.
Which is better, FreshBooks or When I Work?
Choose FreshBooks if freelancers and small service businesses wanting simple, beautiful invoicing and accounting. Choose When I Work if small businesses with hourly or shift-based workers.
How much does FreshBooks cost?
FreshBooks starts at $19/mo. Pricing model: Paid.
How much does When I Work cost?
When I Work starts at $2.50/user/mo. Pricing model: Paid.
Who should use FreshBooks?
Freelancers and small service businesses wanting simple, beautiful invoicing and accounting
Who should use When I Work?
Small businesses with hourly or shift-based workers