Is this an official OpenAI service?

No. Everyday Workflows is an independent firm that implements OpenAI products for businesses. OpenAI and ChatGPT belong to OpenAI, and we do not claim endorsement, partnership, or reseller status.

What is the difference between a ChatGPT workspace and the OpenAI API?

A ChatGPT business workspace is a hosted app where your staff chat, share projects, and use connectors, billed per seat. The OpenAI API is how software calls OpenAI models, billed by usage. They have separate accounts, admin controls, and data terms, and a ChatGPT subscription does not include API usage. We tell you which one each workflow needs.

What can OpenAI see of our data?

Only what your team enters, uploads, or connects, or what your software sends through the API. Retention, training, and data-location terms depend on the product, plan, and settings, and some options need eligibility or approval from OpenAI. We read the current terms for what you choose and document them rather than assume any protection is on.

Can we keep our data in the EU?

OpenAI describes data residency controls for eligible API customers, with conditions on approval, supported endpoints, and models. ChatGPT workspace options are described separately by OpenAI. We check residency against your plan rather than promise it. If it is a hard requirement, say so on your wish list. Our private AI infrastructure page covers a different route with its own residency checks.

Do we need both a ChatGPT workspace and the API?

Not necessarily. Many teams only need the workspace. Others only need the API inside one workflow. If you need both, we set them up as separate pieces with their own owners and budgets.

Who pays for ChatGPT and the API?

You do, directly to OpenAI or a reseller you choose, on accounts you hold. Our fees are separate and quoted from the written scope.

Do I have to book the $99 consultation first?

No. Start with a business wish list. The consultation is a separate, paid, 1-hour session if you want to talk it through live.

OpenAI implementation

OpenAI, set up as a team workspace or built into your software

OpenAI comes in two very different forms. A ChatGPT business workspace is a hosted app your staff use directly. The OpenAI API is a separate, usage-billed service that your own software calls. We help you pick the one that fits each workflow, then set it up, connect it, and train your people in stages.

Everyday Workflows is an independent implementation firm. OpenAI and ChatGPT are products of OpenAI. We are not OpenAI, and this page does not imply endorsement, partnership, or reseller status.

Start your business wish list Book a $99 consultation

The wish list is the low-friction first step. The $99 consultation is a separate, paid, 1-hour live session, priced apart from any assessment, build, or support plan.

Who this is for

Leaders who bought ChatGPT seats and see uneven use, with no shared setup or owner.
Teams unsure whether they need a ChatGPT workspace, the OpenAI API, or both.
Operations and product teams who want OpenAI models to draft, classify, extract, or route inside an existing workflow, with review steps.
Companies that want an assistant or agent connected to their CRM, documents, or internal systems with scoped access.

Deliverables

What an OpenAI rollout includes

Scope is chosen from this list. A workspace rollout and an API build are separate pieces of work, and you may only need one of them.

Plan and workspace setup

Choose the ChatGPT business plan that fits your size and needs, set up the workspace and admin roles, and configure the settings that plan offers. Controls differ by plan, so we confirm what is available before we promise it.

Shared context and assistants

Shared projects, standing instructions, and custom assistants where your plan supports them, organised by team so people start from a good setup instead of a blank chat.

Connectors and integrations

Connect ChatGPT to the documents, CRM, calendar, or email your team uses, through the connectors and admin settings your plan offers. Where none exists, we scope a custom one.

OpenAI API applications

Software that calls the OpenAI API: document extraction, classification, drafting, search over your content, or routing. It has your own interface, review steps, and error handling. Scoped as a custom build.

Agents and tool use

Assistants that take actions in your systems through tool calling, with least-privilege access, logging, and a human approval step before anything consequential happens.

Governance and settings

Data rules, review checkpoints, and a settings checklist for each plan or API project you use, covering retention, training, and data-location terms as OpenAI currently describes them.

Training and adoption

Role-based sessions, short SOPs, and agreed measures of whether people are actually using it, built around your own workflows and documents.

Decision

ChatGPT workspace or OpenAI API

They are separate products with separate accounts, billing, admin controls, and data terms. Mixing them up leads to buying the wrong one.

Path

Choose it when

What we set up

ChatGPT business workspace

Choose it when:Staff do knowledge work in a hosted app: drafting, analysis, research, document review.

What we set up:Workspace and admin setup, shared projects and assistants, available connectors, data rules, training.

OpenAI API application

Choose it when:A workflow or product needs OpenAI models embedded, with your interface, your data, and your review steps.

What we set up:A scoped custom build: design, integration, testing against your own examples, logging, and handoff. See custom software development.

Agents and integrations

Choose it when:An assistant has to read from or act in your systems, not just chat.

What we set up:Tool definitions, scoped credentials, approval steps, and monitoring, built on the API or through connectors your plan offers.

Both

Choose it when:Staff use the workspace daily, and one or two workflows need to run inside your own software.

What we set up:Each set up separately, with its own owner and budget, under shared data rules.

Features, admin controls, and data terms vary by ChatGPT plan and API project, and they change over time. A ChatGPT subscription does not include API usage, which OpenAI bills separately. We read OpenAI's current terms for what you choose instead of assuming.

Process

How a rollout runs

One team or one workflow first. Wider rollout only after the pilot has run on real work and met the measures you agreed.

Stage 1
Choose the route
Workspace, API, or both. Confirm plan and accounts, list the workflows and systems in scope, and agree the data rules.
Stage 2
Pilot
A small group, or one workflow, with real work and human review on outputs that matter.
Stage 3
Connect
Add the connectors or integrations the pilot proved necessary, with scoped access and documentation.
Stage 4
Train and harden
Role-based training for the workspace, and for API work, fixes for exceptions, logging, and handoff documents.
Stage 5
Review and expand
Check usage, exceptions, and rules against what the team is actually doing, then widen the rollout or adjust.

Timelines are set in a written scope once plan, access, systems, and review turnaround are known. Estimates, not guarantees.

Compare before you commit

OpenAI is one of three routes we set up. If you are not sure it is the right one, we compare it with Claude and a private AI stack against your data rules, team, and budget.

Compare all three paths

Pricing & terms

How the cost works

Our fees and OpenAI's fees are separate. You always know which is which.

ChatGPT plans: Seats and plan charges are billed by OpenAI, or a reseller you choose, to accounts you hold. They are not in our fees unless the written scope says so.
OpenAI API usage: API usage is billed by OpenAI on its own, by usage, to an account or project you hold. It is not part of a ChatGPT subscription. The scope states whose account each API key runs on and how spend limits are set.
Our implementation fees: Quoted from an agreed written scope. Build work, such as API applications and integrations, uses 50% to start and 50% after the agreed KPI review.
Hosting for custom software: If we host an API application or connector for you, it runs under license on a monthly service plan. If it runs in your own cloud account, a one-time setup and a lighter maintenance plan apply instead. Workspace setup and training need no hosting plan.
$99 consultation: An optional, paid, 1-hour live session. Priced separately from implementation and support.

Full detail on how pricing works.

Proof

Related work

We have built AI workflows and integrations. The items below are related work, not OpenAI rollouts for named clients.

Law Firm: AI-Powered Document Processing

20+ hours weekly spent manually reviewing legal documents. AI-driven intake, classification, and export to DMS.

70% faster processing
95% fewer classification errors

Online Community Platform: Inbox Triage & Content Moderation

Overflowing inbox risked missing critical messages. AI-powered categorization and priority alerts.

90% less inbox management time
Zero missed critical emails

AI agents and plugins

Agent platform capability detail, including OpenAI-compatible tool-calling interfaces and MCP servers.

View AI agents →

Automation showcase

Public examples of workflows, integrations, and tooling we have built.

View showcase →

Case results are client-reported from our published case studies. We have not had them independently verified, and your results will depend on your starting point, data, and team.

Questions

Where these terms come from

Vendor terms change. These are the OpenAI pages we start from. We confirm the current version for your plan before we scope anything that depends on it.

OpenAI: enterprise privacy
How OpenAI describes data handling for its business products and the API.
OpenAI Help: ChatGPT Business overview
What the plan includes, and that API usage is billed separately from subscriptions.
OpenAI API: data controls
Retention, abuse-monitoring, and data-residency options for API projects. Some require eligibility or approval.

Tell us how you want to use OpenAI

Start a business wish list. The paid $99 consultation is a separate option if you would rather talk it through live.