ProofHub vs When I Work
A head-to-head comparison to help you pick the right tool
Last updated: April 30, 2026
ProofHub
ProofHub is an all-in-one project management and team collaboration tool with a flat pricing model. It includes tasks, Gantt charts, time tracking, proofing, and team chat under one fixed price.
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
- ✓Flat pricing regardless of user count
- ✓All-in-one including proofing tools
- ✓No per-user fees
- ✓Good for agencies and creative teams
- ✓Built-in time tracking
Cons
- ✗Interface less modern than competitors
- ✗Limited integration ecosystem
- ✗Flat pricing only worthwhile at larger team sizes
- ✗Reporting is basic
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
ProofHub vs When I Work: Side by Side
| Factor | ProofHub | When I Work |
|---|---|---|
| User Rating | N/A | N/A |
| Category | Project Management | HR Software |
| Pricing Model | Paid | Paid |
| Starting Price | Contact for pricing | $2.50/user/mo |
| Best For | Agencies and creative teams wanting an all-in-one tool with flat pricing and built-in proofing features | Small businesses with hourly or shift-based workers |
| Our Pick | — | — |
ProofHub Features
- ✓Project management
- ✓task tracking
- ✓time tracking
- ✓team collaboration
- ✓Gantt charts
- ✓resource management
When I Work Features
- ✓Shift scheduling
- ✓time clock
- ✓team messaging
- ✓attendance tracking
- ✓payroll export
Pricing Comparison
Our Take
Choose ProofHub if agencies and creative teams wanting an all-in-one tool with flat pricing and built-in proofing features. Choose When I Work if small businesses with hourly or shift-based workers.
Best For
Agencies and creative teams wanting an all-in-one tool with flat pricing and built-in proofing features
Best For
Small businesses with hourly or shift-based workers
Also Consider
If neither ProofHub nor When I Work is the right fit, Wrike is worth evaluating.
Wrike
Marketing and creative teams needing enterprise project management with approvals and proofing
From Free
Frequently Asked Questions
What is the difference between ProofHub and When I Work?
ProofHub is best for agencies and creative teams wanting an all-in-one tool with flat pricing and built-in proofing features. When I Work is best for small businesses with hourly or shift-based workers.
Which is better, ProofHub or When I Work?
Choose ProofHub if agencies and creative teams wanting an all-in-one tool with flat pricing and built-in proofing features. Choose When I Work if small businesses with hourly or shift-based workers.
How much does ProofHub cost?
Visit ProofHub 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 ProofHub?
Agencies and creative teams wanting an all-in-one tool with flat pricing and built-in proofing features
Who should use When I Work?
Small businesses with hourly or shift-based workers