Keap vs When I Work
A head-to-head comparison to help you pick the right tool
Last updated: September 14, 2026
Keap is our recommended pick for most teams — service-based small businesses wanting crm and marketing automation in one.
Try Keap →Read our full Keap review →Keap
Keap is a CRM and marketing automation platform designed specifically for small businesses and solopreneurs. It combines contact management, email marketing, invoicing, and appointment scheduling in one platform. Keap is ideal for service-based small businesses that want to automate their client follow-up and lead nurturing.
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
- ✓All-in-one platform covering CRM, marketing, and payments
- ✓Strong automation for small service businesses
- ✓Good for automating client follow-up and lead nurturing
- ✓Dedicated small business focus
Cons
- ✗Expensive for what you get compared to alternatives
- ✗Steep learning curve for the automation builder
- ✗Interface feels dated compared to modern CRM tools
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
Keap vs When I Work: Side by Side
| Factor | Keap | When I Work |
|---|---|---|
| User Rating | 4.3/5 ★ | N/A |
| Category | CRM Software | HR Software |
| Pricing Model | Paid | Paid |
| Starting Price | $249/mo | $2.50/user/mo |
| Best For | Service-based small businesses wanting CRM and marketing automation in one | Small businesses with hourly or shift-based workers |
| Our Pick | 🏆 Recommended | — |
Keap Features
- ✓CRM
- ✓email marketing automation
- ✓invoicing and payments
- ✓appointment scheduling
- ✓landing pages
- ✓text marketing
- ✓reporting
When I Work Features
- ✓Shift scheduling
- ✓time clock
- ✓team messaging
- ✓attendance tracking
- ✓payroll export
Pricing Comparison
Best Use Cases
Keap
- →Small service businesses automating follow-up with leads
- →Coaches and consultants managing client pipelines
- →Businesses wanting CRM with built-in email marketing
Who Should NOT Use These Tools
Keap is NOT ideal for:
- ✗Large enterprises needing complex sales workflows
- ✗B2B SaaS companies with long sales cycles
- ✗Teams needing advanced reporting and analytics
Integrations
Keap
Gmail, Outlook, QuickBooks, Zapier, PayPal, Stripe, WooCommerce, Shopify
Our Take
Choose Keap if service-based small businesses wanting crm and marketing automation in one. Choose When I Work if small businesses with hourly or shift-based workers.
Best For
Service-based small businesses wanting CRM and marketing automation in one
Best For
Small businesses with hourly or shift-based workers
Also Consider
If neither Keap nor When I Work is the right fit, Monday.com CRM is worth evaluating.
Monday.com CRM
Teams that want CRM and project management combined in one visual platform
From $12/user/mo
Frequently Asked Questions
What is the difference between Keap and When I Work?
Keap is best for service-based small businesses wanting crm and marketing automation in one. When I Work is best for small businesses with hourly or shift-based workers.
Which is better, Keap or When I Work?
Choose Keap if service-based small businesses wanting crm and marketing automation in one. Choose When I Work if small businesses with hourly or shift-based workers.
How much does Keap cost?
Keap starts at $249/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 Keap?
Service-based small businesses wanting CRM and marketing automation in one
Who should use When I Work?
Small businesses with hourly or shift-based workers