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At a glance
- Microsoft 365 Business Standard with Copilot: $23.50/user/month annual.
- Google Workspace Business Standard with Gemini: $14/user/month annual.
- Copilot Business add-on: $21 list; eligible existing customers can get $18/user/month for the first year with an annual commitment. Offer ends December 31, 2026.
The comparison below uses two business subscriptions with productivity applications and AI included. It does not compare Microsoft's AI add-on price with Google's whole-suite price, and it does not treat a free consumer chatbot as the same product.
Microsoft Copilot vs Google Gemini: matched business packages
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| Buying difference | Microsoft 365 Business Standard with Copilot | Google Workspace Business Standard with Gemini |
|---|---|---|
| Published US subscription | $23.50/user/month, paid yearly | $14/user/month with a one-year commitment |
| Annual reference per user | $282 | $168 |
| Ten-user annual reference | $2,820 | $1,680 |
| Main productivity environment | Desktop, web, and mobile Microsoft apps; Exchange, OneDrive, and Teams | Gmail, Docs, Sheets, Slides, Drive, Meet, and other Workspace apps |
| AI integration | Copilot in supported Microsoft apps and work-connected chat | Gemini in supported Workspace apps and the business Gemini experience |
| Document workflow | Strong reason to evaluate when work already lives in Office formats and Microsoft services | Strong reason to evaluate when work already lives in Google documents and Workspace services |
| Included storage reference | 1TB OneDrive storage per user | 2TB pooled storage per user |
| Work-data access | Uses permitted Microsoft work content and connected sources under applicable controls | Uses permitted Workspace content under applicable settings and controls |
| Data-training terms | Microsoft says prompts, responses, and Microsoft Graph data are not used to train foundation models | Google says Workspace customer data is not used to train its generative AI models without prior permission or instruction |
| Limits and extra cost | Feature usage, agents, connectors, and other services can have specific limits or charges | Feature/model usage limits and higher-tier capabilities still apply |
| Package boundary | Business Standard does not automatically include every Business Premium security or management feature | Business Standard does not automatically include every Business Plus or Enterprise control |
| Main limitation / extra cost | $114 more per user/year than the compared Google plan; extra agents/services and security may cost more | Business Standard lacks some higher-tier governance controls; model/feature limits still apply |
| Best fit (Sigma assessment) | Work lives in Microsoft apps and a task trial supports the $23.50 bundle | Work lives in Workspace and its included Gemini features cover the tasks |
| Official sources | Microsoft: Microsoft Copilot business pricing Microsoft: Permanent Business with Copilot subscription packages from July 2026 |
Google: Google Workspace pricing Google: AI tools for business |
The calculations exclude tax, migration, training, and any extra services. Microsoft lists Standard with Copilot as a combined subscription; its separate Copilot Business add-on has different pricing and requires an eligible underlying subscription.
What the price difference means
For ten users, the table shows a $1,140 annual license difference. That is a useful starting figure, not an automatic saving from switching platforms. Moving email, shared files, permissions, templates, automation, and staff habits can add a project cost and ongoing friction.
For an existing customer, compare the incremental purchase available under the current contract. Microsoft's separately priced Copilot Business add-on should not be confused with the $23.50 combined Standard package. Ask whether a renewal or package change is available and whether it replaces or overlaps the existing subscription.
For Google Workspace Business Standard users, check the AI features already included before purchasing a separate product. “Gemini included” still does not mean every Google AI service, model, or usage level is unlimited. The business needs the edition and limits that apply to its actual task.
Which tasks should decide the purchase?
Start with work employees repeat. For a Microsoft-centered sales team, a useful test might involve a permitted Outlook conversation, a Word proposal, and a spreadsheet used to prepare an account summary. For a Google-centered team, use the corresponding Gmail, Docs, and Sheets workflow. Keep the source information and expected output comparable.
Meeting assistance is another practical test. Use a supported meeting, the required recording or transcription settings, and the participants' applicable permissions. Review whether the resulting notes correctly identify decisions and actions. A generated summary should not be accepted merely because it reads fluently.
For financial or operational spreadsheets, evaluate the actual workbook. Complex formulas, business-specific definitions, connected data, and file formats can affect what the assistant can do. A simple demonstration sheet does not prove suitability for the company's forecasting process.
Do not award a winner based on one creative writing prompt. The useful question is which product completes the business's recurring work with fewer corrections and less switching between systems.
Permissions need attention before rollout
AI tools can make already-accessible information easier to find. That is useful, but it can also expose an existing oversharing problem more quickly. Check shared folders, broad group membership, and old project access before connecting a pilot to sensitive business content.
Business data-protection commitments also have a defined scope. Work accounts, personal accounts, web search, external connectors, and third-party agents can involve different settings or terms. Use the approved business account and review the specific feature rather than extending one privacy statement to every connected service.
Neither platform's privacy commitment establishes that every answer is correct. Employees should still check important numbers, cited documents, and customer commitments. Include that review time when assessing the benefit.
Measure value before buying for everyone
Run a small pilot with employees who perform the chosen tasks regularly. Record the normal completion time, time with the assistant, corrections required, and whether the final result is usable. Keep a few tasks the tool handles poorly in the evaluation; they show where training or a different workflow is needed.
For a rough break-even calculation, divide the incremental monthly license cost by the employee-hour value you choose. Label that value as an internal assumption. Time nominally saved is useful only if the business can put it toward productive work; it is not a guaranteed cash saving.
Choose Microsoft when the demonstrated Microsoft workflow earns its additional cost. Choose Google when the Workspace workflow and included capabilities meet the need. Sigma can help compare the subscriptions already in place, the pilot results, and the total cost of the proposed rollout.
Questions to ask before you buy
- Which suite does the team use every day?
- Which three recurring tasks should AI speed up, and how will we measure them?
- Are file permissions and shared folders cleaned up before rollout?
- Are AI features included in our current edition, or an added cost?
Frequently asked questions
How much does Microsoft Copilot cost for a small business?
Microsoft 365 Business Standard with Copilot is $23.50 per user per month (annual). The Copilot Business add-on lists $21. Eligible existing customers can get $18/user/month for the first year with an annual commitment through December 31, 2026; the applicable renewal rate follows.
Is Gemini included in Google Workspace?
Yes. Business Standard and higher include Gemini in Gmail, Docs, Sheets, Meet and other apps. Business Starter includes limited Gemini features.
Sources and pricing notes
Prices and specifications checked September 27, 2026; Microsoft offer conditions rechecked October 1, 2026 against the providers’ published sources below. Prices are US list or published rates before taxes, fees and equipment unless stated; offers change, so confirm the current terms before you buy.
- Microsoft. Microsoft Copilot business pricing
- Microsoft. Permanent Business with Copilot subscription packages from July 2026
- Google. Google Workspace pricing
- Google. AI tools for business
- Microsoft. Data, privacy, and security for Microsoft Copilot
- Google. Workspace generative AI security and privacy
- Google. Workspace service-specific terms
- Microsoft. Microsoft 365 Copilot Business pricing
How Sigma is paid. Sigma is a Hawaiʻi technology advisor. Provider or reseller partners compensate Sigma; product and service prices may include a margin. No procurement fee applies. Standalone consulting is quoted separately.