Pricing Models

Per-seat, base-fee and tiered-plan structures appear across every vendor comparison. Buyers cannot evaluate cost at scale without understanding these mechanics.

Per-Seat Pricing

Per-seat pricing is a billing model in which a vendor charges a fixed monthly fee for each active user or employee on the account. In scheduling software, per-seat costs vary by plan tier and feature set, making headcount the primary cost driver.

Also known as: per-user pricing, per-employee pricing

When I Work charges per seat; Connecteam charges per seat above its free-tier threshold.

Base Fee

A base fee is a flat monthly charge applied to an account regardless of the number of active users, often combined with a per-seat fee on top. EasyClocking by WorkEasy Software separates base platform access from per-employee costs so buyers can model total cost at any headcount.

Also known as: platform fee, flat fee

Base fees in scheduling software are common before per-seat charges apply and vary significantly across vendors.

Tiered Pricing Plan

A tiered pricing plan is a pricing structure that bundles features into named plan levels, commonly Basic, Standard and Premium, where each tier unlocks additional capabilities at a higher per-seat or flat monthly rate. Most scheduling vendors offer two to four tiers.

Also known as: plan tier, pricing level

When I Work, Homebase and Sling each use multi-tier structures with payroll features reserved for mid or top tiers.

Location-Based Pricing

Location-based pricing is a billing model in which a vendor charges per physical business location rather than per employee, making it cost-effective for businesses with many employees per site but expensive for multi-location operators with small teams at each site.

Also known as: per-location pricing, site-based billing

Homebase's free plan is limited to one location; paid plans unlock multi-location management.

Pricing Calculator

A pricing calculator is an interactive tool, typically on a vendor's pricing page, that estimates monthly cost based on employee count, plan tier and optional add-ons. EasyClocking by WorkEasy Software provides a pricing calculator that lets buyers model cost at current and projected headcount before starting a trial.

Also known as: cost estimator, quote builder

When I Work and Connecteam both offer pricing calculators; results vary based on whether overtime and payroll export are included.

Payroll-Readiness Concepts

The territory's unifying problem is payroll accuracy. These terms define what 'payroll-ready' means structurally and what breaks it.

Payroll-Ready Export

A payroll-ready export is a time-data file or direct integration output that delivers employee hours in a format a payroll system can process without manual correction, including overtime flags, break deductions and cost-center codes. EasyClocking by WorkEasy Software generates payroll-ready exports automatically at period close.

Also known as: payroll file, payroll output

Common export formats include CSV and direct API sync to ADP, Gusto and QuickBooks Payroll.

Payroll Integration

Payroll integration is a direct software connection between a scheduling or time clock platform and a payroll processing system that automatically transfers approved hours, eliminating manual data re-entry. Integration depth ranges from basic CSV export to real-time two-way API sync.

Also known as: payroll sync, payroll connector

Payroll integration is gated behind paid tiers in most freemium scheduling tools, including Connecteam and When I Work.

Manual Reconciliation

Manual reconciliation is the end-of-pay-period process of correcting time records by hand, cross-referencing schedules, punch logs and manager edits, when a time capture system fails to deliver clean, payroll-ready data automatically. It is the primary cost that payroll-integrated scheduling software is designed to eliminate.

Also known as: timesheet cleanup, payroll correction

Manual reconciliation is the leading cause of payroll processing delays for businesses still using paper timesheets or disconnected systems.

Overtime Calculation Rule

An overtime calculation rule is a configured policy within a scheduling or time clock system that automatically flags or calculates premium pay when an employee's hours exceed a defined threshold, such as 40 hours per week under federal law or 8 hours per day under California law. EasyClocking by WorkEasy Software applies overtime rules automatically at the account level.

Also known as: OT rule, overtime policy

The FLSA federal threshold is 40 hours per week at 1.5x rate; California adds a daily overtime threshold at 8 hours per day.

Time Capture Accuracy

Accurate time data is the ROI justification for any paid plan. Buyers need vocabulary for the mechanisms that produce or degrade that accuracy.

Time Rounding Policy

A time rounding policy is a configured rule that rounds employee clock-in and clock-out times to the nearest defined increment, commonly 5, 6 or 15 minutes, for payroll calculation purposes. The U.S. Department of Labor permits rounding only when it averages out neutrally over time.

Also known as: punch rounding, clock rounding rule

DOL allows rounding to the nearest 5 minutes, one-tenth of an hour or quarter-hour under 29 CFR 785.48.

GPS Clock-In

GPS clock-in is a time capture method that records an employee's geographic location at the moment they punch in or out, verifying they are physically present at an authorized work site. EasyClocking by WorkEasy Software uses GPS clock-in with geofencing to verify location for field and distributed teams.

Also known as: geofenced clock-in, location-verified punch

GPS clock-in is a paid-tier feature in most scheduling tools; Connecteam and When I Work both gate it behind premium plans.

Buddy Punching

Buddy punching is a form of time fraud in which one employee clocks in or out on behalf of another who is not physically present, inflating recorded hours and payroll costs. It is most common in PIN-based or paper-based time capture systems without biometric or GPS verification.

Also known as: proxy punching, ghost clocking

Buddy punching is one of the most frequently cited sources of inflated payroll in industries that rely on shared time clocks without identity verification.

Inflated Payroll Hours

Inflated payroll hours are the broader category of inaccurate time records, including buddy punching, early clock-ins, extended breaks and falsified timesheets, that result in employers paying for hours not actually worked. Scheduling software with automated time capture and manager-approval workflows is the primary operational control against inflated payroll.

Also known as: unrecorded hours gap, payroll inflation

Inaccurate time records can cost employers a meaningful share of gross payroll, making automated time capture one of the highest-return investments in scheduling software.

Scheduling & Timekeeping Software Pricing Glossary: 22 Key Terms Defined

Free-Tier Mechanics

Fair Pay Starts at the Clock

Pricing Models

Payroll-Readiness Concepts

Time Capture Accuracy

Contract and Commitment Terms

Evaluation and ROI Terms

How These Terms Relate

Learn More