When choosing workforce management software, companies should consider key features like time tracking, scheduling, communication, and integration. TSheets (QuickBooks Time) and When I Work are two popular systems with distinct strengths. 

TSheets excels in time tracking and payroll integration, but When I Work stands out for its scheduling, communication capabilities, and reasonable pricing. This comprehensive comparison will help you determine which platform is best suited to your specific company requirements. 

Comparing TSheets Vs When I Work: At A Glance

Features 

TSheets 

When I Work 

Employee Scheduling 

Flexible scheduling with drag-and-drop tools and calendar sync 

Smart auto-scheduling, shift swapping, scalable across locations 

Time Tracking 

Multiple clock-in methods, geofencing, GPS tracking 

Mobile and web time clocks, integrated scheduling, geofencing 

Team Communication 

No native tool; relies on the dashboard and third-party apps 

Built-in WorkChat for real-time, secure team messaging 

Integration 

750+ integrations, strong QuickBooks and payroll tools 

Broad HR/payroll integration, Zapier, QuickBooks, Rippling 

Pricing 

Starts at $20/ month base fee + $8/user/ month, and a free trial 

Starts from $3/user/ month and a 14-day free trial 

What Is TSheets?

TSheets, now known as QuickBooks Time software, is a comprehensive time-tracking and employee scheduling platform. It allows companies to accurately track employee hours whether they are working in the field, at the office, or remotely. 

The software offers various essential features such as timesheets, mobile time-tracking, customizable reports, and seamless integrations to help businesses enhance productivity. 

Unique Features Of TSheets 

  • Time Kiosk: It's a digital punch clock that allows on-site employees to clock in using a PIN, take photographs, and sync time data directly to payroll for accurate tracking
  • Timesheet Signatures: Allows employees to digitally sign their timesheets, providing verified confirmation of their recorded hours. It can also capture employee signatures for project signoffs
  • Mileage Tracking: Uses the phone's GPS to automatically report work travels, including distance and time. Users can log trips and create reports to ensure accurate reimbursement or deductions

Pros And Cons 

Pros 

  • Geofencing and facial recognition features are valuable for preventing time theft 
  • The drag-and-drop scheduling features enable users to create efficient schedules for a smooth and steady operations workflow 
  • Location intelligence helps track the whereabouts of field employees in real time, enhancing on-site safety and ensuring greater accountability 

Cons 

  • The reports lack actionable insights and often provide raw data, requiring manual analysis for informed decision-making 
  • Lack of automatic shift reminders increases the risk of missed or late clock-ins 

What Is When I Work

When I Work is a cloud-based workforce management software designed for shift-based teams. It combines employee scheduling, time tracking, and team messaging in a single platform. 

The software, accessible via desktop and mobile apps, allows managers to quickly create and publish schedules, approve time off requests, and manage shift swaps. When I Work helps companies optimize their staffing and stay within their budget. 

Unique Features Of When I Work 

  • Shift Swapping: Allows employees to swap their shifts by selecting a shift and sending requests for suitable coworkers. This simplifies schedule adjustments, lowers administrative overhead, and gives employees greater flexibility in controlling their work schedules
  • Auto Scheduling: Enables managers to create work schedules with a single click. After defining the required shifts, the system automatically assigns available and qualified employees based on their eligibility and preferences. This simplifies the scheduling process and ensures enough shift coverage without any manual planning
  • 1-On-1 Communication: Facilitates managers and employees to interact privately in real-time within the app, while keeping all work-related communications secure and centralized on desktop or mobile

Pros And Cons 

Pros 

  • Time and labor management features track hours worked and detect overtime to ensure compliance and labor cost control 
  • Streamlined team communication features help keep everyone informed and aligned during and after shifts
  • The software enables efficient schedule creation and adjustments, supporting flexible work arrangements and ensuring proper shift coverage

Cons 

  • Lack of detailed job or task-level tracking makes it challenging for industries like healthcare to monitor specific tasks performed at client locations 
  • The lack of phone assistance can delay issue resolution for users who prefer real-time, voice-based support

TSheets Vs When I Work: Key Features Comparison

1. Employee Scheduling

TSheet's employee scheduling feature allows users to assign shifts and manage team schedules in a flexible and straightforward manner. Managers can create, update, and share calendars with drag-and-drop tools, define recurring shifts, and replicate previous weeks' schedules with a single tap.

The system facilitates scheduling by job, shift, or employee, and users can add job codes and notes. Employees get automatically notified via push, email, or text when new schedules are published or changes occur. Schedules are also synced with calendar apps like Google Calendar and iCal. All scheduling data is securely maintained for record-keeping and compliance purposes.

The employee scheduling feature in When I Work simplifies shift management for organizations with hourly employees. Managers can quickly create schedules by utilizing drag-and-drop tools, auto-scheduling, and customizable templates. The software optimizes shift assignments based on employee availability, qualifications, and preferences.

Employees can view schedules, request time off, and swap shifts directly from the mobile app, increasing flexibility while reducing administrative tasks. Likewise, the system provides real-time labor cost insights and overtime alerts, assisting with budget control and compliance. When I Work is designed to be scalable across multiple locations, ensuring efficient scheduling and excellent team communication.

Winner:  When I Work  TSheets offers solid scheduling tools, but When I Work stands out with its focus on flexibility, employee self-service, and scalability, making it the stronger choice for dynamic, shift-based teams.

2. Time Tracking

TSheets provides a comprehensive time-tracking solution to businesses of all sizes. Employees can clock in and out of work using different methods, including a desktop, mobile app, or an on-site Time Kiosk, allowing flexibility in various work environments. The platform supports real-time tracking, which enables admins to keep track of who is working, their tasks, and their location.

With features like geofencing, employees receive reminders to clock in or out as they arrive or leave their job sites. TSheets also provides customizable reports to help with payroll processing and project management. The integration with QuickBooks Online guarantees that time data is synched for accurate invoicing and payroll.

When I Work's time tracking feature is a versatile and user-friendly option for organizations to track employee hours. Employees can clock in and out by various means, including mobile devices, web browsers, and a specific time clock terminal. The software includes geofencing, which ensures that employees are present on-site before clocking in, and it provides real-time reporting to assist managers in making informed decisions.

Additionally, the software incorporates scheduling with time tracking to streamline operations and reduce administrative burdens. These qualities help enhance accountability and efficiency in workforce management.

Winner:  TSheets TSheets wins due to its more flexible time tracking and built-in geofencing feature, which is available for its standard plan and makes it a more accessible choice for end-to-end time and payroll management.

3. Team Communication

TSheets does not provide a designated team communications module. Instead, it facilitates communication and collaboration by providing shared dashboards, real-time insight into team actions, and customizable permissions. The software also enables integration with various third-party applications, including communication tools, through its App Marketplace.

Users can utilize platforms like Zapier to link QuickBooks Time to a variety of applications, to streamline communication workflows. Managers and employees can also communicate via the platform's unified interface, which includes access to time-tracking data, approvals, and scheduling.

When I Work's Team Communication tool 'WorkChat' provides a secure and centralized platform for real-time messaging among team members. WorkChat, accessible via desktop and mobile devices, allows for one-on-one communication, group chats, and broadcast announcements without the need to share personal contact information.

The platform enables instant alerts, ensuring timely updates, and allows for the exchange of documents and images to keep everyone informed and in sync. WorkChat can also be customized to meet unique communication needs, such as enabling broadcast-only modes or creating dedicated channels for different teams. This comprehensive communication tool enhances cooperation and information flow within organizations.

Winner:  When I Work When I Work takes this round with its integrated team communication feature, which offers real-time messaging, group chats, and file sharing that is lacking in TSheets.

4. Integration

TSheets provides a variety of integrations to help streamline business operations. It works effortlessly with QuickBooks Online and Desktop to provide efficient payroll and invoicing, along with RUN by ADP and Gusto HR. The software also integrates with Square Payroll, simplifying payroll management, and SOS Inventory, which manages inventory and manufacturing operations.

With over 750 integrations available, QuickBooks Time ensures that data flows smoothly across multiple business platforms, allowing businesses to boost efficiency and accuracy.

When I Work offers several integrations to help businesses run more efficiently. Key integrations include Gusto for payroll and benefits administration, RUN Powered by ADP and ADP Workforce Now for faster payroll processing, and Square Payroll for synchronizing hours and compensation data. It also works with QuickBooks Online for accounting, Zapier for automating processes across over 1,000 applications, and Paychex for HR solutions.

The platform also collaborates with GoCo to automate HR tasks, People HR for HR administration, and Rippling HR to manage payroll and benefits. These integrations enable organizations to connect When I Work with their existing systems, increasing productivity and accuracy.

Winner:  TSheets TSheets excels in terms of integration depth, with over 750 options, including deep QuickBooks integration. When I Work covers basic payroll and HR tools but lack the same extensiveness.

5. Pricing

TSheets offers the following pricing plans:

  • Time Premium: $20/month base fee (includes one admin) + $8/user/month

Includes time tracking, job and shift scheduling, workforce app and unlimited customer support.

  • Time Elite: $40/month base fee (includes one admin) + $10/user/month

Includes all Premium plan features plus geofencing, project tracking, timesheet signatures, and mileage tracking.

  • Time Premium + Payroll Premium: $85/month + $9/employee/month

With full-service payroll, time tracking integration, employee self-service, same-day direct deposit, and benefits management

Time Elite + Payroll Elite: $130/month+ $11/employee/month

Includes advanced time tracking, full-service payroll, personal HR advisor, expert assistance, and more

All these plans come with a free trial and one free admin user. QuickBooks time requires to have a QuickBooks Online account.

When I Work offers flexible, per-user pricing with two main plans:

  • Single Location or Schedule: $3/user/month

The plan includes time tracking and attendance, auto-scheduling, schedule enforcement and geofencing, shift swapping, in-app messaging, and basic forecasting.

  • Multiple Locations & Schedules: $5/user/ month

This plan adds time tracking and attendance, unlimited job sites, labor sharing between time zones, and time zone management.

Customers can try out the software's capabilities before committing to a subscription with a 14-day free trial.

Winner:  When I Work When I Work takes this round with its more affordable and scalable pricing options, no base fees, and lower per-user pricing ($4–$10/month) compared to TSheets. 

Final Verdict: Choosing Between TSheets And When I Work

TSheets and When I Work are popular workforce management platforms, but their strengths are tailored to different business requirements. TSheets stands out for its powerful time-tracking capabilities, extensive integrations (particularly with QuickBooks), and advanced features like geofencing and mileage tracking. 

On the other hand, When I Work excels in providing a low-cost, user-friendly solution for shift-based teams. Its user-friendly scheduling, integrated real-time messaging, and flexible price structure make it excellent for companies seeking an all-in-one scheduling and communication platform without breaking the bank. 

If you want advanced time tracking and payroll integration, TSheets is an excellent solution. However, if you value affordability, ease of scheduling, and seamless team communication, When I Work is the better option.