Time-tracking apps compared
A time card calculator is the right tool for one person's week. For a team, the work is capturing hours as they happen and getting them approved and into payroll. Below is what each app does, feature by feature — no scores, no "best overall", because the right one depends on whether you need scheduling, GPS or a payroll export.
Not yet verified. The details for Clockify, QuickBooks Time, Gusto, When I Work, Deputy have not been checked against the vendors' current sites. Cells marked "Not confirmed" are exactly that.
Feature comparison
| Feature | Clockify | QuickBooks Time | Gusto | When I Work | Deputy |
|---|---|---|---|---|---|
| Free plan | Yes | No | No | Not confirmed | No |
| Mobile app | Yes | Yes | Yes | Yes | Yes |
| GPS / geofenced clock-in | Not confirmed | Yes | Not confirmed | Not confirmed | Yes |
| Shift scheduling | Not confirmed | Yes | Not confirmed | Yes | Yes |
| Payroll export / integration | Partial | Yes | Yes | Yes | Yes |
| Timesheet approvals | Partial | Yes | Yes | Yes | Yes |
| Pricing | Free plan; paid tiers per user per month. | Base fee plus per user; free trial. | Base fee plus per person; time tracking not on the entry plan. | Per user per month; scheduling and time clock priced separately. | Per user per month; free trial. |
"Not confirmed" means the feature has not been checked against the vendor's current site. Pricing changes; check the vendor before deciding.
Clockify
Time tracking with a free plan for unlimited users.
Best for: Small teams that want a free timesheet before paying for anything.
Link not yet available.
Details not yet verified against the vendor.
QuickBooks Time
Intuit's time tracker (formerly TSheets), built around GPS clock-in and QuickBooks payroll.
Best for: Field crews and anyone already on QuickBooks Payroll.
Link not yet available.
Details not yet verified against the vendor.
Gusto
Payroll and HR platform with time tracking on its higher plans.
Best for: Employers who want payroll, benefits and hours in one system.
Link not yet available.
Details not yet verified against the vendor.
When I Work
Scheduling-first, with a time clock and team messaging.
Best for: Shift-based businesses where the rota is the main problem.
Link not yet available.
Details not yet verified against the vendor.
Deputy
Scheduling and timesheets with geofenced clock-in.
Best for: Hospitality and retail teams across several locations.
Link not yet available.
Details not yet verified against the vendor.
How this comparison is made
Each app is checked against the same six features, chosen because they are the ones that decide whether a tool fits a team: whether there is a free plan, a mobile app, GPS or geofenced clock-in, shift scheduling, timesheet approvals, and a payroll export or integration. Anything not confirmed on the vendor's site is marked as such rather than guessed.
There are no scores or rankings. The features are listed; which combination matters is your decision. Some links on this site are affiliate links: if you sign up through one, HowManyHours.com may earn a commission at no extra cost to you. It does not affect which tools are listed or how they are described.
Working it out by hand instead?
- Time card calculator — a week of hours with breaks and overtime
- Overtime calculator
- PTO accrual calculator
Frequently asked questions
What should a time-tracking app do that a calculator does not?
Keep the record. A calculator adds up hours you already have; an app captures clock-in and clock-out as they happen, holds the timesheets, routes them for approval and exports to payroll — the parts that take the time each week once more than one person is involved.
Is a free time-tracking app good enough?
Often, for a small team without shift scheduling or GPS needs. Free tiers usually cap features rather than users, so the question is whether you need approvals, geofencing or a payroll export — those are what the paid tiers add.
Do I need GPS clock-in?
Only if people clock in away from a fixed workplace — field crews, cleaners, carers, multi-site retail. For an office or a single site it adds nothing.
How is this page paid for?
Some links on this site are affiliate links: if you sign up through one, HowManyHours.com may earn a commission at no extra cost to you. It does not affect which tools are listed or how they are described. Programs are listed only when a link has been approved; features are shown as "Not confirmed" until checked against the vendor.
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