Pricing

One workspace subscription.
No per-seat surprises.

YBNW One is priced per workspace — not per user, not per module, not per department. Invite your whole team, open every module, and upgrade the plan only when your workspace needs more capacity: more storage, automations, AI actions, or database throughput.

✓ $0 per-seat charge ✓ 160+ modules in every paid plan ✓ 1 subscription per workspace ✓ Free tier to start ✓ Upgrade at any time ✓ Cancel any time

How It Works

The simple pricing rule

One workspace is one subscription. Every teammate inside that workspace, every standard module, every department — one monthly or annual subscription price.

01

What is a workspace?

A workspace is your organisation's operational environment in YBNW One — a dedicated PostgreSQL database schema where all your business data, records, users, permissions, automations, and reports live. You can have one workspace for the whole company, or separate workspaces for divisions, clients, or subsidiaries — each with its own subscription.

02

Who can you invite?

You can invite any number of teammates to a workspace at no extra charge per person. Roles are assigned at invite time — Admin, Manager, Finance User, HR User, Operations User, and so on. Each role has a defined permission set controlling which modules and records that person can read, create, update, or delete. There is no "viewer" tier that costs less per seat.

03

What is capacity?

Capacity is the infrastructure budget of your workspace — it covers database read/write operations, AI assistant queries, automation rule executions, integration sync cycles, file processing, report generation, and high-volume data imports and exports. Each plan tier includes a monthly pool of these operations. When usage approaches the pool ceiling, you upgrade to the next tier for a larger pool.

04

When do you need to upgrade?

Upgrades are triggered by real database workload, not by the number of users you add. A 200-person company with light usage may run comfortably on Team Cloud. A 10-person finance team running daily automation rules, bulk import/export cycles, and heavy AI queries may need Business Cloud or Scale Cloud. The workspace dashboard shows live capacity consumption so you can plan upgrades in advance.

05

What about multiple workspaces?

Each workspace is a separate subscription. If you run YBNW One for multiple clients, multiple brands, or multiple separate business units, each gets its own workspace and its own monthly charge. Data is fully isolated between workspaces at the database level via Row-Level Security — no workspace can query another workspace's data.

06

Upgrading and downgrading

You can upgrade your workspace subscription at any time and the higher capacity takes effect immediately. Downgrading is available at the end of the current billing period. If you downgrade and workspace usage exceeds the lower tier's capacity pool, the workspace will prompt you to re-upgrade before accepting new high-volume operations. Your data is never deleted on a downgrade.

Plans

Choose the capacity you need

All paid plans include unlimited teammates and all standard modules. The price reflects the infrastructure capacity the workspace can consume each month.

Save 20% Annual billing available at checkout — ask us during onboarding or contact the team.
Explore

Free

$0
per workspace / month — for evaluation

Best for founders and small internal teams validating the workspace before serious operational data goes live. No credit card required to start.

Starter capacity Limited data volume Community support
  • ✓ Core workspace access for trial workflows
  • ✓ Explore projects, tasks, dashboards, documents, and CRM basics
  • ✓ Starter records for testing the data model
  • ✓ Basic reporting and module previews
  • ✓ Role-based permissions system available to test
  • ✓ Upgrade path to any paid tier without rebuilding the workspace
  • ✓ All data migrates forward when you upgrade — no export/reimport required
No card required
Launch

Team Cloud

$49
per workspace / month

Best for small teams that want the entire platform open — all modules, all teammates — without paying per person or per module unlocked.

All modules Unlimited teammates Shared capacity pool
  • ✓ All standard modules included — projects, finance, procurement, HR, CRM, governance, documents, operations, inventory, facilities
  • ✓ Unlimited teammate invitations — no per-seat charge
  • ✓ Monthly capacity credits for normal team usage
  • ✓ Standard file storage and workspace history
  • ✓ Basic automation rules and scheduled triggers
  • ✓ AI assistant (limited monthly queries included)
  • ✓ Core dashboards, Kanban boards, Gantt views, list views
  • ✓ Email support and guided setup resources
Choose Team Cloud
Most Popular
Grow

Business Cloud

$149
per workspace / month

Best for growing companies replacing multiple tools and wiring real operational workflows into the database. The default launch plan for most customers.

Higher capacity Priority support Advanced reporting
  • ✓ Everything in Team Cloud
  • ✓ Larger monthly capacity pool for daily operations at full business speed
  • ✓ Advanced dashboards with cross-module KPIs and custom widget layouts
  • ✓ Full approval workflow engine — purchase orders, expense claims, leave, contracts
  • ✓ More automation runs, AI actions, data imports, exports, and scheduled reports
  • ✓ Advanced permission controls — custom role creation with fine-grained module permissions
  • ✓ Document management, version history, and digital document workflows
  • ✓ Priority support for launch and workflow cleanup
  • ✓ Best fit for the standard customer launch plan under the Managed Service track
Choose Business Cloud
Scale

Scale Cloud

$399
per workspace / month

Best for heavier teams running more records, reports, automations, integrations, file operations, and cross-department workflows at scale.

Scale capacity Heavy workflows Architecture review
  • ✓ Everything in Business Cloud
  • ✓ Expanded capacity pool for high-volume query and automation runs
  • ✓ Larger storage allowance for documents, assets, bulk imports, and exports
  • ✓ Higher monthly AI action limits for predictive analytics and document intelligence
  • ✓ Higher integration sync cycles per month for connected third-party systems
  • ✓ More scheduled report runs and notification throughput
  • ✓ Performance review for database indexes, slow query investigation, and scaling paths
  • ✓ Priority rollout support for multi-team and multi-department adoption
Choose Scale Cloud
Dedicated

Enterprise

Custom
per workspace / month — regulated or high-volume deployments

Best for larger organisations that need dedicated capacity planning, security review, advanced compliance controls, or custom deployment requirements.

Custom capacity Security review Migration support
  • ✓ Everything in Scale Cloud
  • ✓ Custom capacity pools designed around your specific workload profile
  • ✓ Security, database, and architecture review sessions
  • ✓ SSO integration, data residency options, compliance documentation support
  • ✓ DPA, Art. 30 ROPA, and sub-processor list provided
  • ✓ Structured migration planning with dedicated rollout support
  • ✓ Procurement review support for regulated industry or government procurement
  • ✓ Dedicated success, support, and performance planning options scoped to your needs
Plan Enterprise Rollout

Additional workspaces are separate subscriptions. Capacity upgrades apply only to the workspace where usage has grown. Downgrading takes effect at the end of the billing period.

Capacity at a Glance

What each plan covers

The numbers below represent approximate monthly pools per workspace. Exact limits are shown inside the workspace dashboard at Settings → Workspace → Capacity. These are operational throughput limits, not storage byte limits.

Capacity dimension Explore (Free) Team Cloud ($49) Business Cloud ($149) Scale Cloud ($399) Enterprise (Custom)
Database operationsReads + writes across all tables Starter Standard Business Scale Custom
AI assistant queriesWorkspace-scoped intelligence queries per month — Included (limited) Expanded High-volume Custom
Automation rule runsTrigger-condition-action executions per month — Basic Full operations Heavy workflows Custom
Integration sync cyclesThird-party sync operations per month — Standard Business Expanded Custom
File storageUploaded documents, receipts, assets 1 GB 10 GB 50 GB 200 GB Custom
Scheduled report runsAuto-generated reports per month — Standard Business High-frequency Custom
Bulk data importsCSV / API batch import operations Basic Standard Full operations High-volume Custom
Notification dispatchesEmail, in-app, webhook notifications per month Standard Full Full + priority High-volume Custom
API rate limitAuthenticated external API requests per minute Low Standard Business High Custom SLA
Workspace membersInvited teammates — no per-seat charge Up to 5 Unlimited Unlimited Unlimited Unlimited

Exact numeric limits are displayed in your workspace capacity dashboard. Limits are designed around typical workloads at each business size; most workspaces stay well under capacity. Contact us if you need specific numeric SLAs for procurement.

Capacity Explained

What counts as capacity usage?

Capacity is the fair-use infrastructure layer inside each workspace. Six dimensions contribute to the monthly pool. Understanding them helps you predict when an upgrade is genuinely needed versus when your workspace has headroom to spare.

Database Operations

Every read and write against the PostgreSQL database behind your workspace. This includes loading record lists, opening a project, saving a form, running a filter query, generating a report, or executing an automation that touches database rows.

What drives this up: Bulk record imports, large table queries, dashboards that aggregate many rows simultaneously, automation rules that loop through large datasets, reporting jobs that join multiple tables.

AI Assistant Queries

Every question submitted to the YBNW One AI assistant is a query against your workspace data using a read-only Supabase role. The AI reads your actual records — tasks, invoices, contracts, leave balances, pipeline values — and produces workspace-specific answers.

What drives this up: Frequent natural-language queries by many team members, predictive forecast requests (revenue, cash flow, headcount), document intelligence extractions (receipt OCR, invoice field parsing, contract metadata).

Automation Rule Runs

Each time an automation rule fires — a trigger is matched, conditions are checked, and one or more actions execute — it counts as a run. Rules can run on record creation, field updates, time schedules, or manual triggers.

What drives this up: Rules that trigger on every record save, high-frequency scheduled jobs (hourly or daily batch actions), rules that send notifications to many users, multi-step action chains that touch several tables.

Integration Sync Cycles

When YBNW One pulls data from or pushes data to a connected third-party system — an accounting package, HRIS, payment processor, calendar, or webhook endpoint — each complete round of synchronisation counts as a sync cycle.

What drives this up: Frequent sync intervals (sub-hourly), multiple connected integrations running simultaneously, large batch payloads, bidirectional sync with high change rates on both sides.

File Storage

All files uploaded to the workspace — documents attached to projects, receipts attached to expense claims, contract PDFs, employee documents, asset images, and mail-merge templates — consume storage. Files are encrypted at rest in the Supabase storage layer.

What drives this up: Bulk receipt uploads from expense management, contract libraries with versioned PDFs, project file archives, training materials in the L&D module, high-resolution asset images in inventory or facilities.

Report Generation

Scheduled and on-demand report jobs — financial statements, payroll summaries, project variance reports, audit export packages, executive dashboards — each consume a report generation credit when the system compiles and renders the output.

What drives this up: Daily automated report packs emailed to leadership, end-of-month financial close reports, payroll summary PDFs, compliance audit export packages, large pivot dashboards refreshed on schedule.

What's Included

All 160+ modules in every paid plan

Every module area below is unlocked in every paid plan. There is no per-module upgrade, no add-on required to access a specific department, and no "advanced" version of a module hidden behind a higher tier. The only thing tiers affect is infrastructure capacity.

✓
Project Management
Projects, tasks, milestones, Gantt, Kanban, sprints, risks, changes, time tracking, portfolio
✓
Finance & Accounting
Invoices, expenses, bank reconciliation, assets, cash flow forecasting, FP&A, budgets, journals, tax
✓
People & HR
Employee records, contracts, onboarding, offboarding, leave, payroll, performance, succession, org chart
✓
Procurement & Supply
Purchase requests, purchase orders, vendor management, contracts, goods receipt, three-way matching
✓
CRM & Sales
Contacts, companies, deals pipeline, activities, quotes, proposals, customer success, support tickets
✓
Governance & Compliance
Audit logs, risk register, change requests, policies, task governance, compliance calendar, breach log
✓
Documents & Knowledge
Document management, version control, approvals, templates, mail merge, wiki, search
✓
Business Intelligence
Dashboards, KPI library, report builder, analytics, scheduling, embedding, white-label exports
✓
Operations & Inventory
Inventory management, warehousing, assets, facilities, maintenance, events, calendar, equipment
✓
Learning & Development
Training programmes, course enrolment, skills tracking, certification, learning analytics
View all 160+ modules in detail →

What's Not Included

What you pay separately for

In the spirit of full pricing transparency: here is what is not covered by the workspace subscription fee.

Implementation services

The workspace subscription does not include hands-on configuration, data migration, training delivery, or go-live support. These are covered under the Guided, Managed, or Enterprise implementation packages. If you configure the workspace yourself using our documentation and video resources, there is no implementation charge. See the Services page for package details.

Custom development

Custom modules, bespoke integrations with non-standard third-party systems, custom reporting templates beyond the built-in report builder, and platform modifications outside standard configuration are scoped and quoted separately. Enterprise plan customers have access to a custom scoping process.

Additional workspaces

Each workspace is a separate subscription. If you need a second workspace for a different business unit, client environment, or regional subsidiary, that workspace has its own plan and monthly charge. Workspaces do not share capacity pools or user counts.

Overage capacity (if applicable)

If a workspace consistently exceeds its plan tier's capacity pool, the workspace dashboard shows usage warnings. You will be prompted to upgrade before high-capacity operations are throttled. There are no hidden automatic overage charges — usage above capacity results in a notification and a required plan upgrade, not a surprise invoice.

Third-party integration costs

Some integrations connect to third-party services that have their own fees — payment processors, SMS gateways, advanced AI model usage, external data enrichment services. YBNW One does not mark up third-party costs; these pass through at the vendor's rate. Standard integrations built on Supabase Edge Functions use included capacity.

Annual commitment discount

Annual billing is available for Team Cloud, Business Cloud, and Scale Cloud. Annual pricing reduces the effective monthly rate by approximately 20%. Annual subscriptions are non-refundable beyond the first 30 days. Month-to-month billing carries no commitment. Contact us at onboarding to set up annual billing.

Which Plan?

Find the right starting point

Most customers start on Business Cloud and reassess capacity after two months of live operations. Here is a more specific guide.

Explore (Free)

You are evaluating YBNW One

  • Pre-sales technical evaluation
  • Exploring module depth before committing
  • Testing data model and permissions setup
  • Building a proof-of-concept for a presentation
  • Small founding team with under 5 active users
Team Cloud — $49

You are a small team running light workflows

  • Under 25 team members active daily
  • Moderate record volume (thousands, not millions of rows)
  • Basic automations — a few rules, low trigger frequency
  • No heavy bulk import/export cycles
  • Occasional AI queries rather than daily heavy use
Business Cloud — $149 Most common

You are replacing multiple tools with one workspace

  • 25–200 team members across departments
  • Daily operational workflows (approvals, timesheets, invoices, expenses)
  • Regular automation use — notifications, status updates, scheduled jobs
  • AI assistant used daily for summaries, forecasts, and queries
  • Active document management with file uploads
Scale Cloud — $399

You are running heavy or high-frequency operations

  • 200+ team members or high data volume departments
  • Frequent automation cycles touching large record sets
  • Multiple integrations syncing external data continuously
  • Large document libraries (contracts, DMS cabinets, archives)
  • High AI query volume — predictive analytics used operationally
Enterprise — Custom

You have compliance, security, or custom requirements

  • Regulated industry (healthcare, finance, legal, public sector)
  • SSO / SAML integration required
  • Data residency or sovereignty requirements
  • Formal security review or vendor assessment process
  • Procurement with SLA, DPA, or contract requirements

FAQ

Common pricing questions

Is there really no per-seat charge?

Correct. You pay one subscription fee per workspace per month. Every teammate you invite into that workspace — regardless of their role or how often they log in — is covered by that fee. There is no multiplier based on headcount. The pricing model is designed this way deliberately to remove the cost barrier that typically prevents companies from inviting their whole team into a shared tool.

What happens when I start on Free and decide to upgrade?

When you upgrade from the Free tier to any paid plan, the workspace switches to the higher capacity pool immediately. All your existing data — records, configurations, permissions, documents — remains exactly as it is. There is no export and re-import step. The upgrade is processed through Stripe; billing begins immediately on a monthly cycle. You can start using higher-capacity features as soon as the payment is confirmed.

How do I know when I need to upgrade?

The workspace dashboard at Settings → Workspace → Capacity shows live consumption across all six capacity dimensions. You will receive email and in-app notifications as you approach the plan limit. We do not throttle or cut off access without warning — you will have time to upgrade before any operations are restricted. For most workspaces, we recommend reviewing capacity after two months of live operation once usage patterns are established.

Can I have multiple workspaces on one account?

Yes. Multiple workspaces are supported under the same account. Each workspace has its own subscription, its own capacity pool, its own team members, and its own isolated database. Workspaces do not share data. This is useful for agencies managing client environments, holding companies with separate subsidiaries, or organisations with strict data separation requirements between business units.

Is there annual billing?

Annual billing is available for Team Cloud, Business Cloud, and Scale Cloud. It reduces the effective monthly rate by approximately 20% compared to month-to-month billing. Annual subscriptions are non-refundable beyond 30 days of the annual term start date. To set up annual billing, let us know during the onboarding call or contact the team directly.

What payment methods are accepted?

Payments are processed through Stripe, which supports major credit and debit cards (Visa, Mastercard, American Express), SEPA direct debit for EU customers, and bank transfer invoicing for Enterprise plans. All payment data is handled entirely by Stripe — YBNW One never stores card details. Stripe is PCI DSS Level 1 certified.

Can I cancel at any time?

Month-to-month plans can be cancelled at any time through the workspace billing settings. Cancellation takes effect at the end of the current billing period — you retain full access until the period ends. After cancellation, the workspace enters a read-only state for 30 days during which you can export your data. After 30 days, workspace data is deleted according to our data retention policy.

Does implementation cost extra?

The Guided implementation package is included in paid plans for customers who sign up through the standard onboarding path. It covers workspace configuration assistance, a data migration check, and access to training resources. The Managed and Enterprise implementation packages — which include hands-on data migration execution, training delivery, and dedicated go-live support — are scoped separately. See the Services page for detail.

What modules are NOT included?

All 160+ standard modules across 10 department areas are included in every paid plan. There are no premium modules, no add-on module packs, and no department-specific upgrades. Custom module development (building entirely new modules not in the standard library) is scoped as a custom development engagement under the Enterprise track.

How does pricing compare to per-seat tools?

At a $149 Business Cloud workspace, the effective per-user rate drops as you invite more teammates. At 10 users: $14.90/user/month. At 30 users: $4.97/user/month. At 100 users: $1.49/user/month. Compare that to tools that charge $12–$25 per user per month for project management alone, plus separate per-user fees for CRM, HR, and finance. See our full comparison at competitive-comparison.html.

Is there a free trial for paid plans?

The Free (Explore) plan is the trial — you can build a full workspace, configure modules, test the permission system, and understand the data model without a time limit or credit card. If you want a structured trial of Business Cloud capacity specifically, contact the team — we can activate a time-limited Business Cloud workspace for evaluation purposes for qualifying companies.

What happens to my data if I stop paying?

If a payment fails, the workspace enters a grace period of 7 days during which you can update payment details without losing access. After the grace period, the workspace switches to read-only mode. Data is not deleted immediately. You have 30 days in read-only mode to export all records. After 30 days without a successful payment, the workspace is scheduled for deletion per our data retention policy, with a final export reminder sent 7 days before deletion.

Competitive Context

Why the pricing model is different

Most business software stacks charge per user, per product, per hub, or per module tier. Here is how YBNW One's workspace pricing compares at a structural level.

Where YBNW One wins on pricing No per-seat penalty inside a paid workspace, no standard-module upsell, and clear capacity tiers as the workspace grows. The total cost of running a 50-person business on YBNW One is a fixed $149/month regardless of headcount — versus $1,500–$3,000/month on per-seat stacks covering the same scope.
Where YBNW One wins on functionality Projects, CRM, finance, procurement, HR, governance, reporting, documents, inventory, facilities, customer success, AI, and operations share one database layer. There is no sync delay between modules, no cross-tool integration to maintain, and no module-specific data model to reconcile.
Where YBNW One wins on access Invite the full team without deciding who deserves a paid seat. Finance, operations, and HR teams can collaborate in the same workspace as project managers and sales — without the procurement team debating whether an occasional user justifies another seat licence.
See the full competitor-by-competitor breakdown →

Get Started

Start free. No card required.

Open a free workspace, explore every module, test the permission system, and understand exactly what you are buying before you pay anything. Upgrade when you are ready.

Open Free Workspace Talk to the Team

Have specific procurement, security, or compliance requirements? Contact us for an Enterprise conversation.