When I Work vs OnPay
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.
OnPay
OnPay is a full-service payroll and HR platform designed for small and mid-size businesses. It offers unlimited payroll runs, automatic tax filing, and built-in HR tools at an affordable flat rate. OnPay is consistently rated as one of the best value payroll solutions for small businesses and supports a wide range of industries including restaurants, farms, and nonprofits.
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 value — flat monthly pricing with no per-run fees
- ✓Supports multiple pay schedules and unlimited payroll runs
- ✓Strong industry-specific features for restaurants, farms, and nonprofits
- ✓US-based customer support included on all plans
Cons
- ✗US-only — no international payroll support
- ✗Mobile app is less polished than competitors
- ✗Limited advanced HR features compared to full HRIS platforms
When I Work vs OnPay: Side by Side
| Factor | When I Work | OnPay |
|---|---|---|
| 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 wanting affordable, full-service payroll with no hidden fees |
| Our Pick | — | — |
When I Work Features
- ✓Shift scheduling
- ✓time clock
- ✓team messaging
- ✓attendance tracking
- ✓payroll export
OnPay Features
- ✓Unlimited payroll runs
- ✓automatic tax filing
- ✓direct deposit
- ✓employee self-service
- ✓HR tools
- ✓benefits administration
- ✓PTO management
- ✓integrations
Pricing Comparison
Which Should You Choose?
Choose OnPay if...
- →Small businesses wanting affordable, full-service payroll with no hidden fees
Our Take
Choose When I Work if small businesses with hourly or shift-based workers. Choose OnPay if small businesses wanting affordable, full-service payroll with no hidden fees.
Best For
Small businesses with hourly or shift-based workers
Best For
Small businesses wanting affordable, full-service payroll with no hidden fees
Also Consider
If neither When I Work nor OnPay 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 OnPay?
When I Work is best for small businesses with hourly or shift-based workers. OnPay is best for small businesses wanting affordable, full-service payroll with no hidden fees.
Which is better, When I Work or OnPay?
Choose When I Work if small businesses with hourly or shift-based workers. Choose OnPay if small businesses wanting affordable, full-service payroll with no hidden fees.
How much does When I Work cost?
When I Work starts at $2.50/user/mo. Pricing model: Paid.
How much does OnPay cost?
OnPay 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 OnPay?
Small businesses wanting affordable, full-service payroll with no hidden fees