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Restaurants · head to head

Apicbase vs When I Work

Apicbase logo

Apicbase

Restaurants

F&B management for multi-unit operations

From
On request
Rated
-
Full reviewWebsite
When I Work logo

When I Work

Restaurants

Scheduling and time tracking made simple

From
$2.5/user/month
Rated
-
Full reviewWebsite

The short version

  • Each has a real cost: Apicbase no pricing amounts published; requires contact for quotes; 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.
  • Prices and features above were last checked on 30 August 2026.

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 priceOn request$2.5/user/month
Pricing modelquotesubscription
Founded20172010

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

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

  • No pricing amounts published; requires contact for quotes
  • Monthly billing includes 15% additional fee on top of annual pricing
  • Minimum commitment required (specific term not stated)
  • Volume discounts available but exact percentages not disclosed

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

On request
  • Growth$undefined/mo
    • Starting from 5 outlets
    • Up to 5,000 ingredients
    • Up to 1,000 recipes
  • Professional$undefined/mo
    • For established brands
    • Up to 10,000 ingredients
    • Up to 2,000 recipes
  • Enterprise$undefined/mo
    • For large-scale operators
    • Custom arrangements

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 On request 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 On request 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.

Answered from the vendors’ own pages

Apicbase: How much does Apicbase cost?

Apicbase pricing is not published. Specific costs must be obtained by contacting their sales team for a custom quote based on your number of locations and business needs.

Source
When I Work: What is the pricing structure?

Plans start at $2.50 per user per month, billed in user tiers of five, with pricing that scales flexibly with team size.

Source
Apicbase: What are Apicbase's main pricing tiers?

Apicbase offers Growth (from 5 outlets), Professional (for established brands with unlimited locations), and Enterprise (for large operators). Growth tier limits locations to 30 and includes up to 5,000 ingredients.

Source
When I Work: Are there long-term contracts required?

No long-term contracts, no hidden surprises, and no enterprise-only paywalls. The platform scales as your business grows without binding agreements.

Source
Apicbase: Does Apicbase offer monthly billing?

Apicbase subscriptions are billed annually, but monthly billing is available with an additional 15% fee applied on top of the annual rate.

Source
When I Work: Is there a free trial available?

Try When I Work free for 14 days with full access to all core features. No credit card is required for the trial period.

Source
Apicbase: Does Apicbase offer volume discounts?

Yes, volume discounts are available as you add more locations. Bulk discounts apply to Enterprise plans, with per-location fees decreasing with scale.

Source
When I Work: Can I adjust or cancel my plan anytime?

You can upgrade, downgrade, or cancel at any time and adjust your plan at any time or use hibernation options during seasonal downtime.

Source
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