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Apicbase vs When I Work

Apicbase logo

Apicbase

Software

F&B management for multi-unit operations

From
$200/month
Rated
-
Full reviewWebsite
When I Work logo

When I Work

Software

Scheduling and time tracking made simple

From
$2.5/user/month
Rated
-
Full reviewWebsite

The short version

  • Each has a real cost: Apicbase the Growth plan starts from 5 outlets, so a single site or a pair of restaurants is below the entry point; When I Work aPI key access, webhooks and SAML single sign on require the Premium plan at $8 per user per month
  • They diverge on capability: Apicbase covers Centralized recipes, When I Work covers Shift scheduling.

Where they differ

Only the attributes on which Apicbase and When I Work actually diverge.

Attributes where Apicbase and When I Work differ
AttributeApicbaseWhen I Work
Starting price$200/month$2.5/user/month
Founded20172010

Identical on both: pricing model (subscription), free tier (No), platforms (Web, Ios, Android), user rating (Not yet rated), category (Unknown).

What each one covers

Drawn from each product's published feature list. An absence here means we hold no record of it - not that the product lacks it.

Only in Apicbase

  • Centralized recipes
  • Inventory management
  • Procurement
  • Food cost analytics
  • Menu engineering
  • HACCP
  • POS systems
  • Accounting software

Only in When I Work

  • Shift scheduling
  • Time clock
  • Team messaging
  • Availability management
  • Shift swapping
  • Mobile apps
  • QuickBooks
  • ADP

Both cover

  • Web support
  • Ios support
  • Android support

What people use each for

The jobs each tool is most often brought in to do.

Apicbase

  • Recipe and menu engineering with costed ingredientsnot When I Work
  • Food cost and margin tracking across outletsnot When I Work
  • Inventory and stock counts for multi-site restaurant groupsnot When I Work
  • Purchasing and supplier price managementnot When I Work
  • Allergen and nutrition data on menusnot When I Work

When I Work

  • Scheduling hourly shift workers across locationsnot Apicbase
  • Time clock and timesheet capture for payrollnot Apicbase
  • Handling shift swaps, availability and time off requestsnot Apicbase

Where each one falls short

Documented limitations, not opinions. Every one is a constraint you would hit in normal use.

Apicbase

  • The Growth plan starts from 5 outlets, so a single site or a pair of restaurants is below the entry point
  • Priced per location, with the per-location fee falling only as outlet count rises
  • Monthly billing carries a 15 percent surcharge over annual
  • No prices are published for any tier

When I Work

  • API key access, webhooks and SAML single sign on require the Premium plan at $8 per user per month
  • Scheduling rules, role permissions and custom reporting require the Pro plan at $5 per user per month
  • There is no free plan; the trial lasts 14 days
  • Enterprise arrangements are priced by quote with no published rate

Pricing, plan by plan

Apicbase

$200/month
  • Standard$200/month
    • Recipe management
    • Inventory
  • EnterpriseFree
    • Custom pricing
    • Full features

When I Work

$2.5/user/month
  • Standard$2.5/user/month
    • Scheduling
    • Messaging
  • Advanced$6/user/month
    • Time clock
    • Labor forecasting

Which should you pick?

Choose Apicbase if

  • You need centralized recipes.
  • You work on Web, Ios, Android.
  • You also want inventory management.
Apicbase review

Choose When I Work if

  • You need shift scheduling.
  • You work on Web, Ios, Android.
  • You also want time clock.
When I Work review

Questions people ask

Is Apicbase or When I Work better?
Neither clearly leads. Apicbase starts at $200/month and When I Work at $2.5/user/month, and user ratings are close enough to be indistinguishable. Choose on capability and platform support.
Which is cheaper, Apicbase or When I Work?
Apicbase starts at $200/month and When I Work at $2.5/user/month.
Does Apicbase or When I Work run on more platforms?
Both run on Web, Ios, Android, so platform support will not decide this one for you.
What is Apicbase best used for?
Apicbase is most often used for recipe and menu engineering with costed ingredients, food cost and margin tracking across outlets, inventory and stock counts for multi-site restaurant groups, purchasing and supplier price management. Of those, recipe and menu engineering with costed ingredients and food cost and margin tracking across outlets are not what When I Work is typically brought in for.
What can Apicbase do that When I Work cannot?
Apicbase covers Centralized recipes, Inventory management, Procurement, Food cost analytics. When I Work covers Shift scheduling, Time clock, Team messaging, Availability management. Both handle Web support, Ios support, Android support.
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