Which AI tool should your business start with?
Start with the one built into the software you already use every day. For most small businesses that means Microsoft Copilot or Google Gemini, with a standalone assistant added later for the few people who need more.
The three sensible starting points
| Tool | What it does | Rough cost | Start here if |
|---|---|---|---|
| Microsoft 365 Copilot | Works inside Word, Excel, Outlook and Teams, using your own files and email | About £16 per person per month on top of your Microsoft plan | Your business runs on Microsoft 365 |
| Google Gemini | Works inside Gmail, Docs, Sheets and Meet | Included in most Google Workspace plans | Your business runs on Google Workspace |
| A standalone assistant such as ChatGPT, Claude or Mistral Le Chat | A separate app for writing, research, analysis and problem solving | About £15 to £20 per person per month on a business plan | A few people need more than the built-in tool can do |
All three keep your information out of AI training on their business plans. That is not always true of free or personal accounts, which is a good reason to stop staff using them for work.
How to roll it out
- Switch on the tool that matches your office software. Give it to a small group first, not the whole company.
- Choose two or three everyday jobs to try it on. Drafting replies, summarising meetings and pulling figures together are good ones.
- See what sticks after a month. Keep the uses that save time and drop the rest.
- Add a standalone assistant for your heaviest users. Usually the people who write, plan or analyse for most of their day.
What to sort out before you switch it on
- Tidy up who can see what. Built-in AI can find anything a person has access to. If the payroll folder is open to everyone, it will turn up in answers.
- Agree what must not go in. Decide which customer or staff information stays out of AI tools, and tell people.
- Use business accounts only. They come with proper data terms and let you remove access when someone leaves.
When you might need something more
A small number of businesses outgrow these tools. That tends to happen when you are regulated, when you handle health or financial records, or when a customer contract says your data must stay in the UK. There are good options for each, including UK-hosted services and AI that runs on your own premises.
They cost more and take more looking after, so they are worth it only when you have a specific reason. If you think you might, that is a conversation to have before you buy anything.
Prices and sources
Prices were checked in October 2026 and are a guide only. Standalone assistants are priced in US dollars and shown here as approximate pounds.
- Compare the Cloud: Copilot for a 20-person UK company
- Sagnik Bhattacharya: ChatGPT, Claude, Gemini and Copilot for small business
- Cocowork: Mistral review