Introducing BrainBox Workspaces: One Budget, One Team, Zero Friction

Managing AI adoption across an entire team often introduces a new layer of administrative complexity. Juggling individual licenses, reconciling scattered invoices, and dealing with uneven access to different resources can quickly overshadow the benefits the technology brings. Today, that changes. We're proud to introduce Brainb¿Box Workspaces, a unified platform that gives your organization a shared, frictionless way to use BrainBox. It's one place to manage your people, one shared resource pool for every aspect of your team's work, and one clear view into how your team is driving value.

At its core, Workspaces is designed to eliminate the most common points of friction for teams. The foundation is a single, shared quota that covers all three pillars of the BrainBox ecosystem: intelligence units for queries and analysis, indexed pages for building your knowledge base, and storage for your documents. Everyone on your team draws from the same central pool, eliminating frustrating resource silos. No more situations where one person runs out of intelligence units while another has unused storage capacity. This unified approach naturally extends to billing, consolidating all spending into a single workspace budget and invoice for predictable financial planning.

To ensure smooth and secure collaboration, Workspaces includes a clear system of roles and permissions. You can easily designate team members as Owners, Admins, Editors, or Viewers, giving you precise control over who can change settings and who simply needs to get their work done. Finally, to help you understand the return on your investment, Workspaces provides built-in analytics, offering clear visibility into usage and activity so you can track adoption and demonstrate value across the organization.

So, what does this mean for your team’s daily operations? The impact is immediate. Onboarding new team members is now seamless—simply invite them to the workspace and they are ready to contribute, with no need for individual purchases or license management. Your team’s entire workflow—from indexing new research to running complex analyses—draws from one centralized pool of resources. This centralization also brings predictability. With all usage and spending in one place, it’s far easier to plan your budget and avoid financial surprises.

Starting today, BrainBox Workspaces delivers a complete toolkit for team-based AI, including:

• Centralized billing at the workspace level

• A shared quota of intelligence units, indexed pages, and storage for all members

• Role-based access (owner/admin/editor/viewer)

• Analytics to track usage and activity

Getting started is straightforward. If you’re new to BrainBox, you can create a workspace and begin inviting your team right away. For established teams or organizations looking to consolidate their usage, our sales team is ready to help you set up a centralized workspace quota that fits your needs.

BrainBox Workspaces is the ideal solution for teams that want predictable costs from a single budget, departments rolling out BrainBox to many people at once, and entire organizations seeking to standardize their AI tools and processes. It makes it easy for teams to collaborate, stay on budget, and focus on what truly matters: achieving great outcomes, not getting bogged down in administration.

If you’d like to enable a workspace quota for your organization, reach out to our sales team at connect@brainbox.com.co we’ll get you set up.