When I Work vs Gusto
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.
Gusto
Gusto is a full-service payroll platform built for small businesses in the US. It handles payroll taxes automatically, offers employee benefits administration, and includes onboarding tools that make it easy to bring on new hires. Gusto is known for its clean interface and transparent pricing, making it a top choice for founders managing payroll for the first time.
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
- ✓Automatic federal, state, and local tax filing saves hours each month
- ✓Transparent flat-rate pricing with no hidden fees
- ✓Excellent onboarding flow with offer letters and e-signatures
- ✓Strong benefits administration including health, dental, and 401k
Cons
- ✗International payroll is limited and requires third-party tools
- ✗Can get expensive as headcount grows beyond 50 employees
- ✗Reporting and analytics are basic compared to enterprise tools
When I Work vs Gusto: Side by Side
| Factor | When I Work | Gusto |
|---|---|---|
| User Rating | N/A | N/A |
| Category | HR Software | Payroll Software |
| Pricing Model | Paid | Paid |
| Starting Price | $2.50/user/mo | $40/mo + $6/person |
| Best For | Small businesses with hourly or shift-based workers | Small businesses under 100 employees wanting full-service payroll with benefits |
| Our Pick | — | — |
When I Work Features
- ✓Shift scheduling
- ✓time clock
- ✓team messaging
- ✓attendance tracking
- ✓payroll export
Gusto Features
- ✓Full-service payroll
- ✓automatic tax filing
- ✓direct deposit
- ✓employee benefits
- ✓onboarding
- ✓PTO tracking
- ✓time tracking
- ✓contractor payments
Pricing Comparison
Our Take
Choose When I Work if small businesses with hourly or shift-based workers. Choose Gusto if small businesses under 100 employees wanting full-service payroll with benefits.
Best For
Small businesses with hourly or shift-based workers
Best For
Small businesses under 100 employees wanting full-service payroll with benefits
Also Consider
If neither When I Work nor Gusto 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 Gusto?
When I Work is best for small businesses with hourly or shift-based workers. Gusto is best for small businesses under 100 employees wanting full-service payroll with benefits.
Which is better, When I Work or Gusto?
Choose When I Work if small businesses with hourly or shift-based workers. Choose Gusto if small businesses under 100 employees wanting full-service payroll with benefits.
How much does When I Work cost?
When I Work starts at $2.50/user/mo. Pricing model: Paid.
How much does Gusto cost?
Gusto starts at $40/mo + $6/person. Pricing model: Paid.
Who should use When I Work?
Small businesses with hourly or shift-based workers
Who should use Gusto?
Small businesses under 100 employees wanting full-service payroll with benefits