Guide · AI tools AI Assistants for Business: A Comparison to Help You Choose

What the tool means for your business An AI assistant can help employees with tasks they work on through a conversation with the tool. When choosing one, start with where your team already works. A tool within your existing work environment calls for a different assessment from a standalone workspace. You also need to decide what information employees may enter and who manages its use. The following table offers a starting point based on the provider information supplied, as at October 2026. It does not assess the quality of the models or their output. Check current details with each provider.

The table does not replace a review of the contract documents. In particular, establish which rules apply to your specific subscription. Data use for personal accounts varies by provider. Do not assume that the information about business subscriptions applies to personal accounts. Check current details directly with each provider.

Plans and costs The information supplied includes seat limits and the requirement for a Microsoft 365 Business licence, but no prices. A numerical cost comparison would therefore be unreliable. Check current prices with each provider, in the currency shown on its website, and calculate costs using the number of seats you actually need.

As at October 2026. Sources are the provider pages linked below. For any prices shown there: according to the provider website, as at October 2026, excluding taxes. Check current prices with the provider. Prices and subscriptions change frequently. When calculating costs, note the currency shown on each provider's website and the subscriptions your business requires.

Privacy and data According to the providers, Claude Team and Enterprise, ChatGPT Business and Enterprise, Gemini in Google Workspace, and Microsoft 365 Copilot do not use your content to train models by default. Claude makes exceptions for feedback. These statements concern business subscriptions and do not necessarily apply to personal accounts. As at October 2026. Check current terms and confirm which rules apply to your specific subscription with the provider.

A general statement about data use is not enough for implementation. Review the data processing agreement and establish whether it covers your intended use. Ask the provider about server locations and sub-processors. Decide who receives administrator rights and who approves additional accounts. Set out what data employees may enter in an AI policy. Also address how your business handles personal accounts. This is not legal advice.

Who it is and isn’t suitable for If your business uses Microsoft 365, Microsoft 365 Copilot is a logical option to assess. For Google Workspace, the same applies to Gemini. If departments work in different environments or you want a standalone tool, assess ChatGPT Business and Claude Team. This is not a recommendation of a particular model. It helps you align your initial shortlist with your existing IT.

A tool is not suitable merely because it is already available within the business. If permissions, responsibility for administration or rules on permitted data are unclear, resolve these questions before a wider rollout. Then review the data processing agreement and costs for your team size. If a subscription does not cover the number of seats you need, ask the provider about other options. We are neither partners nor resellers of the providers named here. We are based in Vienna and work with businesses across Europe.

What a chat assistant does not replace A chat assistant is not automatically an integrated business process. If a workflow needs to take data from your systems according to clear rules, trigger steps and pass results to defined destinations, consider AI automation and AI agents. First define the process, the access it needs and the required approvals. Choosing a chat assistant and designing such workflows are separate tasks.

How to introduce it safely Start with limited use and assess the organisational arrangements as well as the responses. Before expanding access, document who decides on data access, accounts and permitted use cases. For more on planning, see Introducing ChatGPT in your business.

1. Define a pilot group: Choose a small group with clearly specified tasks. Record what data they need, which accounts they use and what questions arise during use.
2. Document an AI policy: Set rules for permitted data, personal accounts and reviewing outputs. Use a written AI policy that the departments involved can understand.
3. Review approvals: Assign responsibility for administration, permissions and new accounts. Review the data processing agreement, server locations and sub-processors before expanding use.