When I Work vs FreeAgent
A head-to-head comparison to help you pick the right tool
Last updated: April 30, 2026
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.
FreeAgent
FreeAgent is a cloud accounting platform designed specifically for freelancers, contractors, and small businesses in the UK. It offers automatic bank feeds, invoicing, expense management, and self-assessment tax return preparation. FreeAgent is particularly popular with UK freelancers and contractors for its excellent handling of UK tax requirements including Self Assessment and VAT returns.
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
Pros
- ✓Excellent UK tax compliance including Self Assessment and VAT returns
- ✓Designed specifically for freelancers and contractors
- ✓Clean and easy to use interface
- ✓Automatic bank feeds save significant time
Cons
- ✗Primarily suited for UK market — limited value for non-UK businesses
- ✗Less feature-rich than QuickBooks for complex business needs
- ✗Smaller integration ecosystem than larger competitors
- ✗Not suitable for larger businesses with complex accounting needs
When I Work vs FreeAgent: Side by Side
| Factor | When I Work | FreeAgent |
|---|---|---|
| User Rating | N/A | N/A |
| Category | HR Software | Accounting Software |
| Pricing Model | Paid | Paid |
| Starting Price | $2.50/user/mo | $12/mo |
| Best For | Small businesses with hourly or shift-based workers | UK freelancers and contractors wanting simple accounting with strong Self Assessment and VAT tools |
| Our Pick | — | — |
When I Work Features
- ✓Shift scheduling
- ✓time clock
- ✓team messaging
- ✓attendance tracking
- ✓payroll export
FreeAgent Features
- ✓Invoicing
- ✓expense management
- ✓bank feeds
- ✓time tracking
- ✓project management
- ✓self-assessment tax returns
- ✓VAT returns
- ✓payroll
- ✓financial reporting
- ✓mobile app
Pricing Comparison
Which Should You Choose?
Choose FreeAgent if...
- →UK freelancers and contractors wanting simple accounting with strong Self Assessment and VAT tools
Our Take
Choose When I Work if small businesses with hourly or shift-based workers. Choose FreeAgent if uk freelancers and contractors wanting simple accounting with strong self assessment and vat tools.
Best For
Small businesses with hourly or shift-based workers
Best For
UK freelancers and contractors wanting simple accounting with strong Self Assessment and VAT tools
Also Consider
If neither When I Work nor FreeAgent is the right fit, Justworks is worth evaluating.
Justworks
Small businesses wanting Fortune 500 benefits
From $59/employee/mo
Frequently Asked Questions
What is the difference between When I Work and FreeAgent?
When I Work is best for small businesses with hourly or shift-based workers. FreeAgent is best for uk freelancers and contractors wanting simple accounting with strong self assessment and vat tools.
Which is better, When I Work or FreeAgent?
Choose When I Work if small businesses with hourly or shift-based workers. Choose FreeAgent if uk freelancers and contractors wanting simple accounting with strong self assessment and vat tools.
How much does When I Work cost?
When I Work starts at $2.50/user/mo. Pricing model: Paid.
How much does FreeAgent cost?
FreeAgent starts at $12/mo. Pricing model: Paid.
Who should use When I Work?
Small businesses with hourly or shift-based workers
Who should use FreeAgent?
UK freelancers and contractors wanting simple accounting with strong Self Assessment and VAT tools