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Restaurants · head to head

Plate IQ vs When I Work

Plate IQ logo

Plate IQ

Restaurants

Invoice automation for restaurants

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: Plate IQ plate IQ has been rebranded to Ottimate, per the vendor: "Plate IQ, now Ottimate, began the journey to becoming the best AP automation AI"; 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: Plate IQ covers Invoice capture, 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 Plate IQ and When I Work actually diverge.

Attributes where Plate IQ and When I Work differ
AttributePlate IQWhen I Work
Starting priceOn request$2.5/user/month
Founded20142010

Identical on both: pricing model (subscription), 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 Plate IQ

  • Invoice capture
  • AP automation
  • Price tracking
  • Spend analytics
  • Vendor management
  • GL coding
  • Xero
  • NetSuite

Only in When I Work

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

Both cover

  • QuickBooks
  • Web support
  • Ios support
  • Android support

What people use each for

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

Plate IQ

  • Automating invoice processing and accounts payable for restaurantsnot When I Work

When I Work

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

Where each one falls short

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

Plate IQ

  • Plate IQ has been rebranded to Ottimate, per the vendor: "Plate IQ, now Ottimate, began the journey to becoming the best AP automation AI"

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

Plate IQ

On request
  • Pay per invoiceFree
    • Invoice processing
    • $0.99 per invoice
  • Unlimited$399/month
    • Unlimited invoices
    • 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 Plate IQ if

  • You need invoice capture.
  • You work on Web, Ios, Android.
  • You also want ap automation.
Plate IQ 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 Plate IQ or When I Work better?
Neither clearly leads. Plate IQ 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, Plate IQ or When I Work?
Plate IQ starts at On request and When I Work at $2.5/user/month.
Does Plate IQ 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 Plate IQ best used for?
Plate IQ is most often used for automating invoice processing and accounts payable for restaurants. Of those, automating invoice processing and accounts payable for restaurants is not what When I Work is typically brought in for.
What can Plate IQ do that When I Work cannot?
Plate IQ covers Invoice capture, AP automation, Price tracking, Spend analytics. When I Work covers Shift scheduling, Time clock, Team messaging, Availability management. Both handle QuickBooks, Web support, Ios support, Android support.

Answered from the vendors’ own pages

Plate IQ: Is pricing published for Ottimate?

No. Ottimate uses a sales-led model and directs visitors to 'Book a Demo' to discuss pricing based on customer 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
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
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
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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