Clock your staff in for £19.99/month— with no per-user fees
A done-for-you clock-in and timesheet system for UK small businesses. Staff clock in from their phone, hours add up automatically, and payroll is ready in seconds. One price per site, 25 staff included and pooled across your estate — and unlimited clock-ins.
- No per-user fees
- Clock in from any phone
- GPS & photo verification
- Payroll-ready exports
No card required for the trial · No per-user fees · Cancel anytime
Everything included
A complete clock-in system, set up for you
No hardware to buy, no per-seat fees. Everything below is included in the monthly price for each location.
Clock in from any phone
Staff clock in and out from their own phone, a shared tablet kiosk, or a computer. No hardware to buy, no fobs to lose.
GPS & geofencing
See exactly where each clock-in happened. Optional geofencing stops staff clocking in before they reach the job site.
Photo verification
Optional selfie on clock-in ends 'buddy punching' — no more staff clocking in for each other.
Automatic timesheets
Hours, breaks and overtime are totalled automatically. Approve a week in seconds instead of adding up paper sheets.
Payroll-ready exports
Export approved hours to CSV or PDF for your accountant or payroll software. Built around UK working-time rules.
No per-user fees
Each site includes an allowance of 25 staff, pooled across your estate rather than counted site by site. We charge for premises, never per person.
Late & no-show alerts
Get a notification when someone hasn't clocked in for their shift, so you can act before the day starts.
Tamper-proof audit trail
Every clock-in, edit and approval is logged with a timestamp — the records you need if a wage dispute ever arises.
Flat vs per-seat
Most clock-in apps charge per employee. We don't.
Per-head pricing means your bill climbs every time you hire. InstaClock charges per site and pools the staff allowance across your estate — predictable, whatever your rota looks like.
| Provider | Pricing | Model | Notes |
|---|---|---|---|
| InstaClockBest value | £19.99 +VAT/mo per location | Flat per site | 25 staff per site pooled across the estate, unlimited clock-ins. Done-for-you setup. 10-day free trial. |
| TimeKeeper | £3.33–£5 +VAT / employee | Per seat | 30 staff ≈ £100–£150 +VAT per month. |
| QuickBooks Time | £6–£8 / user + £16–£30 base | Per seat | Per-employee pricing rose 25% in July 2026. 30 staff ≈ £210–£270. |
| Deputy | £3.25–£6.50 / user | Per seat | £20/month minimum invoice — more than our headline price before a single seat. |
| When I Work | From ~£1.98 / user | Per seat | Time tracking and attendance is a paid add-on on every plan. |
| Clockify | Free ≤5 users, then ~£3.15+ | Per seat / freemium | Free tier capped at 5 users. GPS only on the Pro plan. |
| Jibble | Free, unlimited users | Per seat / freemium | Genuinely free including GPS and photo. Payroll exports need a paid tier; you set it all up yourself. |
| Connecteam | Free ≤10, then ~£22.91/mo | Per seat / freemium | Paid tiers cover the first 30 users, then charge per extra user. |
Competitor pricing gathered from official public pricing pages, August 2026, and may change. USD converted at $1 = £0.79. All prices exclude VAT.
Your savings
The bigger your team, the more you save
From around six employees up, flat pricing beats per-seat — and it keeps the bill the same as you grow.
| Team size | Typical per-seat app | InstaClock | You save |
|---|---|---|---|
| 3 staff | ~£12/mo | £19.99/mo | About the same |
| 6 staff | ~£24/mo | £19.99/mo | Save ~£48/yr |
| 10 staff | ~£40/mo | £19.99/mo | Save ~£240/yr |
| 20 staff | ~£80/mo | £19.99/mo | Save ~£720/yr |
| 50 staff | ~£200/mo | £19.99/mo | Save ~£2,160/yr |
Per-seat figure assumes a representative £4/employee/month, for a single site on our £19.99 +VAT plan. The bigger your team, the more per-site pricing saves.
Done-for-you
Up and running in days, not weeks
We set the whole thing up for you — sites, shifts, staff and break rules. You just approve hours.
Tell us about your team
A 60-second form: how many staff, where they work, and whether you need GPS or a fixed kiosk.
We set it up for you
We build your clock-in system, add your staff, and configure sites, shifts and break rules. Done-for-you — no setup work for you.
Staff start clocking in
Your team clocks in from their phones or a shared device on day one. We train them with a one-page guide.
Approve & export
Review the week, approve hours in a couple of taps, and export a payroll-ready timesheet. That's it.
Built for your trade
Clock-in tuned to how your industry works
Construction & Trades
Crews move between sites, hours are logged on scraps of paper, and Friday afternoon disappears into adding up timesheets.
See construction clock-inCare Homes & Domiciliary Care
Care runs around the clock, rotas change constantly, and accurate attendance records matter for both payroll and inspection.
See care clock-inHospitality, Pubs & Restaurants
Hospitality runs on shift work, part-timers and seasonal hires — exactly the team shape that per-head software punishes.
See hospitality clock-inFAQ
Staff clock-in questions, answered
How much does a staff clock-in system cost in the UK?
Most UK clock-in apps charge per employee — typically £2.50 to £6.50 per person per month, so a team of 20 costs £50–£130/month. InstaClock is £19.99 +VAT/month for one site, with no per-employee fees and a 10-day free trial. Each site brings an allowance of 25 staff, pooled across your estate. One site with 5 staff or 25 staff costs the same £19.99.
Is there a free staff clock-in system?
Yes — Jibble has a genuinely free plan for unlimited users, and Clockify is free for up to 5. They're a fine place to start if you're happy to configure everything yourself. What you don't get is setup: InstaClock includes a 10-day free trial with no card required and we build the whole thing for you, then it's £19.99 +VAT/month for your first site.
Do staff need special hardware to clock in?
No. Staff clock in from their own phone, a shared tablet used as a kiosk, or any computer. There are no fobs, card readers or terminals to buy — everything runs in the browser.
How does it stop staff clocking in for each other?
InstaClock supports optional photo (selfie) verification and GPS/geofencing on clock-in. A timestamped photo and location for each punch makes 'buddy punching' easy to spot and stops it in practice.
Can I export hours to my payroll or accountant?
Yes. Approved hours export to CSV or PDF, with breaks and overtime already totalled, ready for your accountant or payroll software. The records follow UK working-time conventions.
Do you charge per location?
Yes, and the rate falls as you add sites. The bands are graduated: your first site is £19.99 +VAT, sites 2–5 are £14.99 each, and sites 6–20 are £9.99 each — so eight sites is £109.92, not eight times anything. Moving up a band never reprices the sites you already had. Above 20 sites we quote you individually.
Does the price really not change as I hire more staff?
Correct — there are no per-user fees. Sites are what you pay for. Each site brings an allowance of 25 staff pooled across your whole estate, so a quiet site covering a busy one is fine and seasonal peaks cost nothing extra. Per-seat competitors get more expensive every time you hire; our bill only tracks premises.
What happens if I go over the staff allowance?
Nothing is blocked and nothing changes on your bill automatically. The allowance is pooled across your estate, so you only really exceed it if your whole team outgrows it. If you consistently run above it we get in touch and fit the plan to how you actually use it — we will never auto-charge you for going over, lock you out, or delete records.
Is the price including or excluding VAT?
All InstaClock prices exclude VAT, which is the norm for UK business software — most customers reclaim it anyway. £19.99 +VAT is £23.99 including VAT at the current 20% rate.
How long do you keep the clock-in photos?
Verification photos are deleted automatically on a schedule you control — 30 days by default. Images of your staff are personal data, and holding them longer than they're useful isn't necessary or lawful under UK GDPR. We store no biometric templates. Your attendance records are kept for a window you choose — UK payroll guidance is commonly three to six years — and we never destroy payroll evidence without you asking.
Is my staff clock-in data secure and GDPR-compliant?
Yes. Data is hosted in the UK with encryption in transit and a tamper-proof audit trail of every clock-in, edit and approval. You own your data and can export or delete it at any time, in line with UK GDPR.
Can I cancel anytime?
Yes. There's no contract and no buy-out fee. Cancel anytime — you keep your exported timesheets.