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Restaurants · head to head

Epos Now vs When I Work

Epos Now logo

Epos Now

Restaurants

Cloud point of sale for hospitality and retail sold with hardware finance and attached payment processing

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: Epos Now hardware is often placed on a finance agreement with a third party, so cancelling the software subscription leaves the equipment payments running for the remainder of the term.; 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: Epos Now covers Cloud till software, When I Work covers Shift scheduling.
  • Prices and features above were last checked on 31 August 2026.

Where they differ

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

Attributes where Epos Now and When I Work differ
AttributeEpos NowWhen I Work
Starting priceOn request$2.5/user/month
Pricing modelquotesubscription
PlatformsWeb, iOS, Android, WindowsWeb, Ios, Android
FoundedUnknown2010

Identical on both: free tier (No), 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 Epos Now

  • Cloud till software
  • Hardware bundles
  • Integrated payments
  • AppStore add ons
  • Stock and product management
  • Multi site reporting

Only in When I Work

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

What people use each for

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

Epos Now

  • A single site cafe or bar wanting a low upfront cost till system installed quicklynot When I Work
  • An independent needing basic stock, staff and sales reporting without an implementation projectnot When I Work
  • An operator running both a small retail line and a food offer on one systemnot When I Work
  • A business replacing a mechanical till that has no reporting or remote access at allnot When I Work

When I Work

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

Where each one falls short

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

Epos Now

  • Hardware is often placed on a finance agreement with a third party, so cancelling the software subscription leaves the equipment payments running for the remainder of the term.
  • Software, hardware finance and card processing are three separate agreements with different notice periods, which makes a clean exit difficult and is the source of most published complaints.
  • The vendor makes its margin on payment processing, so the low advertised software price is offset by a card rate that costs far more across a year of trading.
  • Sales is telesales led and buyers report pressure to sign quickly, which is a poor fit for a decision involving multi year finance commitments.
  • Useful capability is spread across paid add ons in the application store, so the functional system a restaurant actually needs costs considerably more than the entry subscription.

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

Epos Now

On request
  • Epos Now$undefined/year
    • Software subscription quoted per till
    • Hardware frequently supplied under a separate finance or lease agreement
    • Card processing contracted separately and priced by negotiated rate

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 Epos Now if

  • You need cloud till software.
  • You work on Web, iOS, Android, Windows.
  • You also want hardware bundles.
Epos Now 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 Epos Now or When I Work better?
Neither clearly leads. Epos Now 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, Epos Now or When I Work?
Epos Now starts at On request and When I Work at $2.5/user/month.
Does Epos Now or When I Work run on more platforms?
Epos Now runs on Web, iOS, Android, Windows. When I Work runs on Web, Ios, Android.
What is Epos Now best used for?
Epos Now is most often used for a single site cafe or bar wanting a low upfront cost till system installed quickly, an independent needing basic stock, staff and sales reporting without an implementation project, an operator running both a small retail line and a food offer on one system, a business replacing a mechanical till that has no reporting or remote access at all. Of those, a single site cafe or bar wanting a low upfront cost till system installed quickly and an independent needing basic stock, staff and sales reporting without an implementation project are not what When I Work is typically brought in for.
What can Epos Now do that When I Work cannot?
Epos Now covers Cloud till software, Hardware bundles, Integrated payments, AppStore add ons. When I Work covers Shift scheduling, Time clock, Team messaging, Availability management.

Answered from the vendors’ own pages

Epos Now: Is the hardware bought or leased?

Frequently financed through a third party agreement rather than bought outright. Ask explicitly which it is and read the term before signing.

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
Epos Now: Can I cancel the software and keep trading?

You can stop the subscription, but a separate hardware finance agreement continues to its own end date, and processing is contracted separately again.

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
Epos Now: Do I have to use their card processing?

It is the commercial basis of the pricing. Using another acquirer, where permitted, changes the software quote.

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
Epos Now: Is it suitable for a busy full service restaurant?

It handles straightforward hospitality service. Complex coursing, large table management and high volume kitchens are better served by restaurant specific systems.

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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