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Restaurants · head to head

Restaurant365 vs When I Work

Restaurant365 logo

Restaurant365

Restaurants

All-in-one restaurant management platform

From
$399/month
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: Restaurant365 pricing not published; custom quotes required based on module selection; 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: Restaurant365 covers Accounting, 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 Restaurant365 and When I Work actually diverge.

Attributes where Restaurant365 and When I Work differ
AttributeRestaurant365When I Work
Starting price$399/month$2.5/user/month
Founded20112010

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 Restaurant365

  • Accounting
  • Inventory management
  • Scheduling
  • Payroll
  • HR
  • Reporting
  • Toast
  • Aloha

Only in When I Work

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

Both cover

  • Square
  • Web support
  • Ios support
  • Android support

What people use each for

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

Restaurant365

  • Restaurant accounting and general ledger tied to point of sale datanot When I Work
  • Food and beverage inventory, recipe costing and vendor invoice processingnot When I Work
  • Labour scheduling and forecasting across multiple restaurant locationsnot When I Work

When I Work

  • Scheduling hourly shift workers across locationsnot Restaurant365
  • Time clock and timesheet capture for payrollnot Restaurant365
  • Handling shift swaps, availability and time off requestsnot Restaurant365

Where each one falls short

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

Restaurant365

  • Pricing not published; custom quotes required based on module selection
  • Modular approach means costs vary significantly by business needs

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

Restaurant365

$399/month
  • Essentials$399/month
    • Accounting
    • Inventory
  • Professional$549/month
    • Scheduling
    • Reporting
  • EnterpriseFree
    • Custom pricing
    • Full platform

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 Restaurant365 if

  • You need accounting.
  • You work on Web, Ios, Android.
  • You also want inventory management.
Restaurant365 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 Restaurant365 or When I Work better?
Neither clearly leads. Restaurant365 starts at $399/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, Restaurant365 or When I Work?
Restaurant365 starts at $399/month and When I Work at $2.5/user/month.
Does Restaurant365 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 Restaurant365 best used for?
Restaurant365 is most often used for restaurant accounting and general ledger tied to point of sale data, food and beverage inventory, recipe costing and vendor invoice processing, labour scheduling and forecasting across multiple restaurant locations. Of those, restaurant accounting and general ledger tied to point of sale data and food and beverage inventory, recipe costing and vendor invoice processing are not what When I Work is typically brought in for.
What can Restaurant365 do that When I Work cannot?
Restaurant365 covers Accounting, Inventory management, Scheduling, Payroll. When I Work covers Shift scheduling, Time clock, Team messaging, Availability management. Both handle Square, Web support, Ios support, Android support.

Answered from the vendors’ own pages

Restaurant365: How much does Restaurant365 cost?

Restaurant365 does not publish fixed pricing. The platform uses a modular, customizable pricing model based on which modules (Accounting, Inventory & Purchasing, Workforce Management, Payroll & HR) a restaurant needs. Customers must request a custom quote.

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
Restaurant365: How do I get a price quote from Restaurant365?

Restaurant365 directs customers to request a demo at https://www.restaurant365.com/request-demo/, contact sales at [email protected], or call (949) 652-7800 to receive personalized pricing based on their specific needs.

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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Related pages

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