Choose When I Work if you mainly schedule hourly shift staff; its Essentials plan is $2.50/user/month. Choose Trakkar if your team bills clients and needs time tracking, attendance, leave, projects and GST invoices in one tool at ₹120/user/month + GST in India, or $5/user/month outside India.
More detail
This page compares Trakkar and When I Work for teams that bill clients for their time. When I Work Essentials is $2.50/user/month (USD). Source: wheniwork.com/pricing, as of 29 Oct 2026. Trakkar Premium is $5/user/month (₹120/user/month + GST in India), with time tracking, attendance, leave, invoicing, projects, and a client portal included and no add-on stack. When I Work essentials $2.50, Pro $5, Premium $8/user/month (USD); time tracking & attendance is a toggle on each plan. Trakkar sends GST invoices with client GSTIN and a tax rate you choose, and project profitability against each project's fixed value is built in. If When I Work already covers how you bill, it may be all you need. If you want hours, invoices, and HR in one plan, that's what Trakkar is built for. Screenshots are on by default in the desktop app, admins can turn them off for anyone, and they aren't the main pitch.
TL;DR: Trakkar vs When I Work
Trakkar is a workforce platform for service teams at $5/user/month (₹120/user/month + GST in India), with time tracking, attendance, leave, GST invoicing and a client portal. When I Work employee scheduling and communication. If your team runs When I Work next to separate HR and invoicing tools, Trakkar brings those into one place.
What each tool does
Official positioning and what you get on each vendor's published plans.
Trakkar combines a desktop time tracker, attendance and leave management, project and task workflows, invoicing, and a client portal, built for agencies and client-service teams.
Desktop time tracker for Windows and macOS, with idle time flagged, screenshots and app usage
Attendance, shifts, holidays, leave, WFH, and overtime
Tasks and projects on a Kanban board and a timeline view, with custom workflows and daily standups
Invoices, quotations, client address book, and unpaid invoices by days late
Client portal where clients see tasks and hours and download invoices
When I Work provides shift scheduling, team messaging, and time clocks for hourly and shift-based workforces.
Essentials $2.50, Pro $5, Premium $8/user/month (USD); time tracking & attendance is a toggle on each plan (Source: wheniwork.com/pricing, as of 29 Oct 2026)
Monthly cost by team size
Prices in USD at list rates. In India, Trakkar Premium is ₹120/user/month + GST. When I Work column uses Essentials, billed monthly, from wheniwork.com/pricing, as of 29 Oct 2026.
Monthly cost by team size
Team size
Trakkar
When I Work
Annual savings
1 user
$5/mo
~$3/mo
—
5 users
$25/mo
~$13/mo
—
10 users
$50/mo
~$25/mo
—
25 users
$125/mo
~$63/mo
—
50 users
$250/mo
~$125/mo
—
Prices in USD at list rates. In India, Trakkar Premium is ₹120/user/month + GST.
Source: wheniwork.com/pricing, as of 29 Oct 2026.
Plan-by-plan pricing
Trakkar Premium
₹120/user/month + GST
Time tracking and screenshots. ₹114 on 6 months, ₹108 on 12 months.
Sourced where each vendor publishes it; Trakkar rows reflect Premium.
Time tracking & productivity
How each platform captures billable hours and measures team output.
Time tracking & productivity
Capability
Trakkar
When I Work
Desktop time tracking
Included
Time clock
Manual time entry and approved time corrections
Included
Check vendor
Async daily standups
Included
Not included
Idle time flagged
Included
Check vendor
Cost rates, budget and margin per project
Included
Not included
Projects & tasks
Task management, workflows, and delivery visibility.
Projects & tasks
Capability
Trakkar
When I Work
Tasks, checklists & attachments
Included
Not included
Kanban, Gantt & custom workflows
Included
Not included
Recurring tasks & task pool
Included
Not included
HR, attendance & leave
Leave types, shifts, holidays, WFH, and overtime, including Indian presets.
HR, attendance & leave
Capability
Trakkar
When I Work
Clock-in/out on web and mobile
Included
yes (GPS & geofencing)
Reusable shifts & holiday calendar
Included
Shift & schedule templates
Leave requests, balances & balance history
Included
Time off tracked
WFH & overtime workflows
Included
Check vendor
HR lifecycle (onboarding/offboarding)
Included
Check vendor
Billing, invoicing & client work
GST invoices, quotations, payments, and client transparency.
Billing, invoicing & client work
Capability
Trakkar
When I Work
GST invoices with your client's GSTIN (India)
Included
Check vendor
Quotes tracked to acceptance & invoice
Included
Not included
Partial payments & TDS tracking
Included
Not included
Client portal (tasks, hours, invoices)
Included
Check vendor
Unpaid invoices grouped by days late
Included
Not included
Fair time tracking
Screenshots and app usage in the desktop app, on by default and set per person.
Fair time tracking
Capability
Trakkar
When I Work
Screenshots (desktop)
Included
Not listed
App & website usage (desktop)
On by default
Not listed
Screenshots set per person
Included
Check vendor
Client portal access
Included
Not included
Platform and getting started
Pricing transparency, apps, and getting started.
Platform and getting started
Capability
Trakkar
When I Work
Transparent flat per-user pricing
Included
Included
Free trial (no credit card)
Included
14 days, no card
Desktop apps (Windows/Mac)
Included
Check vendor
Mobile apps (iOS/Android)
Included
Included
Automations
Included
Check vendor
Detailed comparison by topic
Pricing & total cost of ownership
Trakkar Premium is $5/user/month (₹120/user/month + GST in India) with time tracking, screenshots, attendance, leave, invoicing, and client portal included. That's $100/month at list price for a 20-person team (₹2,400/month + GST in India), paid upfront for 6 months (5% off) or 12 months (10% off), with no per-module upsells.
When I Work pricing: Essentials $2.50, Pro $5, Premium $8/user/month (USD); time tracking & attendance is a toggle on each plan. Most teams also pay for separate invoicing, HR, or monitoring tools, pushing total cost well above the listed per-user price.
One platform instead of a stack
Built for Indian billing: client GSTIN on invoices, the tax rate you pick, invoice numbers that restart each Indian financial year, TDS recorded at payment, India holiday presets, and your own custom holidays.
When I Work covers one slice of the workflow. Trakkar bundles time tracking with screenshots, projects, attendance and leave, invoicing, and a client portal in a single per-user price. GST invoices and quotations are created in Trakkar too, so there is no separate invoicing tool to buy.
Feature depth & tool consolidation
One dashboard replaces a time tracker, attendance system, leave manager, invoicing tool, and client portal. Tasks run on a Kanban board, where you drag cards between your own status columns, and a timeline (Gantt-style) view shows tasks by project. Each project can have its own workflow, with your own statuses and the moves you allow between them, plus ready-made HR automations. The async daily standup fills itself in from yesterday's tasks and time. For people changes, there are onboarding and offboarding checklists, and when someone leaves, their work is handed over to a colleague.
When I Work provides shift scheduling, team messaging, and time clocks for hourly and shift-based workforces. Shift-worker focus, not for agencies Teams using When I Work often maintain a separate stack for billing and HR.
Onboarding & switching
Self-serve signup at web.trakkar.in with a 14-day free trial, no credit card needed. Import your clients from Excel or CSV, invite your team by email or invite link, and set up leave types, shifts, and screenshot policies. Book a demo at trakkar.in/demo to see how it compares with When I Work.
When I Work's pricing page offers a 14-day free trial with no credit card required.
Strengths on both sides
Where Trakkar wins
Knowledge worker platform with billing, not shift scheduling
Invoicing and client portal for agencies
Where When I Work wins
Low per-user price for shift scheduling
Easy mobile scheduling
Team messaging built in
GPS and geofenced clock-in for shift crews
Common When I Work limitations and who each tool fits
Common When I Work limitations
Shift-worker focus, not for agencies
No project management or client billing
No screenshot monitoring
No client invoicing
Choose Trakkar if…
Agencies and remote teams, not hourly shift workers
Choose When I Work if…
Restaurants and retail with shift schedules
How to switch from When I Work to Trakkar
Export your client list, and any timesheet history you want to keep, from When I Work (CSV or native export).
Sign up for a free Trakkar trial at web.trakkar.in. No credit card required.
Import your clients from Excel or CSV and invite your team. Set up leave types, shift templates, attendance rules, and screenshot policies.
Connect billing: set your invoice details, tax rates, and invoice number prefix, then create your first invoice.
Enable the client portal per project and run both tools in parallel for one billing cycle before switching.
Book a free demo at trakkar.in/demo if you want a guided walkthrough with the founding team.
When I Work schedules hourly shift staff, with shift swaps, team messaging and a time clock. Trakkar suits teams that bill clients for project work, with time tracking, attendance, leave, GST invoices, a client portal and desktop screenshots.
Does When I Work have a free plan?
Its pricing page lists Essentials at $2.50, Pro at $5 and Premium at $8 per user per month, plus a 14-day free trial with no credit card required. It shows no free plan (wheniwork.com/pricing, as of 29 Oct 2026). Trakkar has a 14-day free trial with no card, then ₹120/user/month + GST in India or $5/user/month outside India.
Is Trakkar a good When I Work alternative?
Yes. Trakkar replaces When I Work for teams that want time tracking, projects, attendance, leave, invoicing, and a client portal in one product at $5/user/month (₹120/user/month + GST in India).
How much does When I Work cost compared to Trakkar?
When I Work: Essentials $2.50, Pro $5, Premium $8/user/month (USD); time tracking & attendance is a toggle on each plan. Trakkar Premium is $5/user/month, so 10 people come to $50/month at list price, paid upfront for 6 or 12 months. In India, Trakkar bills in INR at ₹120/user/month + GST.
Can I migrate from When I Work to Trakkar?
Yes. Export your client list from When I Work as CSV where available. Trakkar imports clients from Excel or CSV, and you invite your team by email or invite link. Book a free 30-minute demo at trakkar.in/demo to see the setup.
What is the main difference between Trakkar and When I Work?
Trakkar is a workforce platform for agencies and client-service teams. It covers time tracking, attendance, leave and GST invoicing, with a client portal, at $5/user/month (₹120/user/month + GST in India). When I Work is employee scheduling and communication. Many agencies run When I Work next to separate HR and invoicing tools, and Trakkar brings those into one place.
Which is better for agencies: Trakkar or When I Work?
Trakkar suits agencies that want time tracking, attendance, a client portal and GST invoicing in one place. When I Work may suit you better if restaurants and retail with shift schedules.
Does Trakkar include screenshots like When I Work?
Trakkar includes screenshots in the Windows and macOS desktop app at $5/user/month (₹120/user/month + GST in India). They're on by default, and admins can turn them off for anyone and set each person's interval (every 10 minutes by default). When I Work does not include native screenshot monitoring.
Does When I Work support GST invoicing?
Trakkar creates GST invoices with your client's GSTIN, and invoice numbers restart each Indian financial year.
