Simple, per-site pricing
One price per site. No per-user fees.
No per-employee fees, no setup costs, no contract. Each site brings 25 staff to an allowance pooled across your estate, clock-ins are unlimited, and the bill only ever tracks how many sites you run.
Staff Clock-In System
£19.99
+VAT per month for your first site · 25 staff included
- Clock in from any phone or shared tablet kiosk
- GPS and geofencing
- Photo (selfie) verification
- Automatic timesheets with break and overtime totals
- Payroll-ready CSV/PDF export
- 25 staff per site, pooled across your estate — no per-user fees
- Unlimited clock-ins, always
- Late and no-show alerts
- Tamper-proof audit trail
- Done-for-you setup + 10-day free trial
No card required for the trial · Cancel anytime
Most small businesses run a single location. Running several? The rate per site drops as you add them — see the bands below. See the multi-site rates.
Flat vs per-seat
How clock-in pricing actually adds up
Most UK clock-in apps bill per employee, so the more you hire the more you pay. Here's how the main options compare — including where they beat us.
| 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
What you'd pay per-seat vs per-site
| 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.
Figures are for one site on the £19.99 +VAT plan, which includes an allowance of 25 staff. Running multiple sites? The rate per site drops as you add them, and each site adds to the pooled allowance.
More than one site
The rate per site falls as you add sites
Bands are graduated, so moving up one never reprices the sites you already had. Each site also adds 25 staff to an allowance pooled across your estate.
| Sites | Price per site | How you buy |
|---|---|---|
| 1 | £19.99 +VAT | Sign up online |
| 2–5 | £14.99 +VAT | Sign up online |
| 6–20 | £9.99 +VAT | Sign up online |
| 21+ | £6.99 +VAT | Quoted individually — talk to us |
You pay each band's rate for the sites that fall inside it, so moving up a band never raises the price of the sites you already had. Eight sites is 1 × £19.99 + 4 × £14.99 + 3 × £9.99 = £109.92, not 8 × £9.99. Prices exclude VAT. Above 20 sites we quote you individually rather than let a large estate buy at small-estate rates.
1 site
£19.99
per month +VAT
25 staff included
3 sites
£49.97
per month +VAT
75 staff included
8 sites
£109.92
per month +VAT
200 staff included
20 sites
£229.80
per month +VAT
500 staff included
Fair use
Exactly what the limits are
Written plainly, because a price is only honest if the boundaries around it are.
Clock-ins are genuinely unlimited
There is no cap on how often your team clocks in or out, and there never will be — we don't meter punches.
An allowance of 25 staff per site
Pooled across your sites rather than counted site by site, so a quiet site covering a busy one is fine. An employee counts while they are on your staff list and not archived; archiving a leaver frees their place immediately. Consistently over the allowance? Tell us and we'll fit the plan to it — nothing is blocked, and we will never auto-charge you for going over.
Manager accounts
Included with no fixed limit, on the understanding that they're used by people who genuinely manage staff at your locations.
Photo verification images
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 is neither necessary nor lawful under UK GDPR. We store no biometric templates and never track location in the background.
Attendance records
You choose the retention window — UK payroll guidance is commonly three to six years. Records eligible for erasure are reported to us rather than silently destroyed, so payroll evidence is never lost without you asking for it. You can export everything at any time.
Sites
Each active location is billed at your band's rate. Archiving a location removes it from your next bill; restoring it adds it back, prorated automatically.
Pricing FAQ
Common pricing questions
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 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.
Can I cancel anytime?
Yes. There's no contract and no buy-out fee. Cancel anytime — you keep your exported timesheets.