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Restaurants · head to head

Toast POS vs When I Work

Toast POS logo

Toast POS

Restaurants

All-in-one restaurant management platform

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: Toast POS free tier limited to one or two terminals; 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: Toast POS covers Cloud POS, 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 Toast POS and When I Work actually diverge.

Attributes where Toast POS and When I Work differ
AttributeToast POSWhen I Work
Starting priceOn request$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 Toast POS

  • Cloud POS
  • Menu management
  • Real-time reporting
  • Inventory tracking
  • Employee management
  • Online ordering
  • DoorDash
  • Grubhub

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.

Toast POS

  • Point of Salenot When I Work
  • Order Managementnot When I Work
  • Inventory Controlnot When I Work
  • Staff Schedulingnot When I Work

When I Work

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

Where each one falls short

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

Toast POS

  • Free tier limited to one or two terminals
  • Setup fees and hardware requirements for paid plans
  • Mobile ordering requires additional configuration
  • Reporting and analytics features limited on entry-level plans

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

Toast POS

On request
  • Starter KitFree
    • Cloud-based POS
    • Order management
    • Reporting
  • Point of Sale$69/month
    • Menu management
    • Reporting & analytics
    • 24/7 support
  • Build Your Own$165/month
    • Online ordering
    • Delivery
    • Marketing

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 Toast POS if

  • You need cloud pos.
  • You work on Web, Ios, Android.
  • You also want menu management.
Toast POS 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 Toast POS or When I Work better?
Neither clearly leads. Toast POS 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, Toast POS or When I Work?
Toast POS starts at On request and When I Work at $2.5/user/month.
Does Toast POS 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 Toast POS best used for?
Toast POS is most often used for point of sale, order management, inventory control, staff scheduling. Of those, point of sale and order management are not what When I Work is typically brought in for.
What can Toast POS do that When I Work cannot?
Toast POS covers Cloud POS, Menu management, Real-time reporting, Inventory tracking. 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

Toast POS: Does Toast POS have a free tier?

Yes. Toast's Starter Kit is free and designed for small restaurants with one or two terminals. It includes cloud-based POS, payment processing, order and table management, real-time reporting, and 24/7 customer support.

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
Toast POS: What integrations does Toast POS support?

Toast integrates with payment processors, online ordering platforms, delivery services, accounting software, and customer data platforms for comprehensive restaurant operations management.

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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