Time and attendance software in the UK usually costs £2 to £10 per employee per month, excluding VAT, where suppliers publish their prices. Systems built for complex shift patterns and multiple sites are usually quoted individually, and clocking terminals and implementation are often charged separately. That means the headline rate is rarely what you pay in year one.
What does time and attendance software cost per employee?
Most UK suppliers charge per employee per month, and the rate rises with the features you need.
| Type of system | Typical UK price (per employee, per month, ex VAT) | Best suited to |
|---|---|---|
| Basic clocking and timesheets | £2 to £4 | Small teams with simple hours |
| Clocking with scheduling and compliance tools | £3 to £6.50 | Shift-based teams up to around 100 people |
| HR platform with time modules added | £7.50 to £10 | Businesses that also want HR records in one system |
| Configurable workforce management | Quote-based | Multiple sites, complex pay rules, 50+ employees |
Time and attendance software cost prices were checked in October 2026 and change often, so treat them as a guide rather than a quote.
Here is what those rates mean in annual subscription cost at three price points.
| Employees | £3 per month | £5 per month | £8 per month |
|---|---|---|---|
| 50 | £1,800 | £3,000 | £4,800 |
| 100 | £3,600 | £6,000 | £9,600 |
| 150 | £5,400 | £9,000 | £14,400 |
| 200 | £7,200 | £12,000 | £19,200 |
| 300 | £10,800 | £18,000 | £28,800 |
What affects the price per employee?
Four things move the rate most: pay-rule complexity, the modules you add, your headcount and your contract length.
- Pay-rule complexity: Entry-level tools suit simple hours. Night premiums, overtime tiers, annualised hours and different rules by site need a system that can be configured, which usually means a quote.
- Modules: A low headline rate may cover clocking only. Scheduling, absence management, analytics and HR tools can each add to the monthly cost.
- Headcount: Larger organisations usually pay less per employee. One UK supplier’s public-sector price list falls from £4.56 per user for the first 100 users to £3.72 in its 350 to 500 band.
- Contract length: Longer terms can lower the rate, but they reduce your flexibility. That same price list has a 36-month minimum term.
Check how each supplier counts users, too. Some count managers and administrators, and some charge a full month for anyone added or removed part-way through it. That matters if your headcount changes through the year.
What costs sit outside the per-employee rate?
The largest extras are usually implementation and clocking hardware, and both can be significant in year one.
| Cost | Typical UK guide | When it applies |
|---|---|---|
| Clocking terminals | About £215 to £500 each at entry level, more for advanced or connected models | Sites where staff clock in at a fixed point |
| Implementation | Often free for simple self-setup; 11 days of professional services is one published guide for fewer than 350 employees | Configured systems with complex pay rules |
| Payroll integration | Quoted individually, from CSV export to API connection | Any business that wants hours to flow into payroll |
| Data migration | Varies by data volume and format | Moving employee records and holiday balances |
| Cards and fobs | Quoted individually, including replacements | Card or fob clocking |
| Training and support | May be included or charged separately | Check the support level as well as the price |
Phone-based clocking can remove the terminal cost altogether, but it does not suit every workplace. Factories, warehouses and sites where staff cannot carry phones often still need wall-mounted clocks.
What does it cost for a 150-person business over three years?
A 150-person business paying £5 per employee would spend about £37,600 over three years, or roughly £6.96 per employee per month all-in. This example is illustrative, not a quote.
| Cost item | Assumption | Year 1 | Three-year total |
|---|---|---|---|
| Subscription | 150 employees at £5 per month | £9,000 | £27,000 |
| Clocking terminals | 3 terminals at £600 each | £1,800 | £1,800 |
| Implementation | 11 days at £800 per day | £8,800 | £8,800 |
| Total | £19,600 | £37,600 | |
| All-in cost per employee, per month | £10.89 | £6.96 |
The gap between £5 and £10.89 is why year-one budgets often surprise buyers. Compare suppliers on three-year cost, not the monthly rate.
How quickly does time and attendance software pay for itself?
In this example, the system pays for itself if it recovers about 1.7 minutes per employee per shift. That covers the full average annual cost of £12,533.
The sum assumes 230 shifts a year at the £12.71 National Living Wage. It leaves out employer National Insurance and pension costs, so it is a cautious measure. Recovering 2 minutes per shift would be worth about £14,617 a year.
Those minutes can come from early clock-ins, rounding, late finishes and time paid but not worked. Payroll admin and error correction savings would come on top.
What should you ask before signing a contract?
Ask for an itemised three-year quote, then use these questions to find anything it leaves out.
- What is the total three-year cost for our headcount, including every one-off fee?
- Which modules are included, and which do we pay for separately?
- Who counts as a user, and what happens when headcount rises or falls?
- What is the minimum term, the notice period and the renewal process?
- How much can the price rise at renewal or during the contract?
- What does implementation include, and who configures our pay rules?
- Does payroll integration cost extra, and how often does the data transfer?
- What support is included, who provides it, and what are the response times?
- Can we export our data when we leave, and is there a charge?
Frequently asked questions
How much does time and attendance software cost per employee in the UK?
Published UK prices usually run from £2 to £10 per employee per month, excluding VAT. Configurable systems for complex shift patterns are usually quoted individually.
How much does a clocking-in machine cost in the UK?
Entry-level terminals start at about £215 to £500 each, excluding VAT. Advanced, connected or biometric models can cost more, and installation may be extra.
Are there free time and attendance software providers?
Yes, but at a basic level with free plans are usually limited by users or features. Check whether a free plan covers scheduling, absence and payroll export before you rely on it.
Why don’t all suppliers publish their prices?
Prices for configurable systems depend on headcount, modules, pay-rule complexity and contract length. Suppliers often need those details before they can give an accurate figure.
Are time and attendance software prices subject to VAT?
Many suppliers publish prices excluding VAT, but not all state their basis. Confirm it in your quote, especially if your organisation cannot reclaim VAT.
Is per-employee pricing always the cheapest option?
No. Some suppliers charge a flat fee by employee band, which can suit a stable headcount. Compare the total cost at your real headcount, including seasonal peaks.
Get a clear price for your organisation
The most accurate figure comes regarding time and attendance software costs are from your own headcount, sites and pay rules. Snow Technology provides Pro Workforce Management, powered by UKG, for UK organisations with up to 600 employees, along with clocking terminals and implementation support.
Book a demo and tell us how your teams work. We’ll show you how the system handles your shifts, absence and overtime, and talk through the costs for your organisation.
Sources
- ExpertSure: UK cost breakdown: tier prices, user-counting rules and VAT basis, verified October 2026.
- Computime: UK software comparison: £2 to £9 published range and terminal prices, checked 30 October 2026.
- Compare Your Business Costs: clocking systems: terminal prices and integration range.
- OneAdvanced G-Cloud 14 pricing: volume bands, 36-month term and implementation days.
- Mondaq: April 2026 minimum wage rates: £12.71 National Living Wage.