AI comparison guide - with quiz

AI comparison guide

AI tools are now an everyday part of how small and medium-sized businesses work. Whether you want to automate admin, speed up reporting, create better content, or work better together, there’s now AI for it.

The challenge is choosing the one that’s right for you.

Microsoft, Google, and a growing number of other providers are building tools that promise to boost productivity, save time, and free up your teams for more important and valuable work.

But they’re not all built the same. Costs, security, integration, and features can vary widely.

We look at five popular options for SMEs – Microsoft 365 Copilot, Google Gemini Advanced, ChatGPT Enterprise, Claude Team, and Perplexity Enterprise AI Pro – and explore how they work, where they shine, and what to think about before you decide.

Take our quick quiz at the bottom of the page and discover which tool might be right for you.

Types of AI tools for SMEs

AI tools for business usually fall into two main categories – standalone platforms and integrated solutions. Each has its strengths, weaknesses, and a best fit depending on what you want for your business.

Here’s more on adopting AI securely.

Standalone platforms

These are AI tools you can use on their own, without being tied to a single software suite like ChatGPT Enterprise, Claude Pro, or Perplexity AI Pro. Gemini Advanced is usually part of Google Workspace, but you can also buy it separately.

• Pros

The big plus is they’re usually more flexible, and you can often use them with your existing apps, systems, or workflows without being tied to one platform. They’re often at the cutting edge, especially in areas like creative content, in-depth research, and complex problem-solving. Many also give you API access, so your developers can plug AI directly into your own apps or processes.

• Cons

The trade-off is that they don’t automatically fit into your current setup. You might need extra work to integrate them with your business tools, and as they don’t automatically work to your existing IT policies, security depends on the plan you choose. You also might not be able to track how your team’s using it, and it’s likely to need an extra login.

Integrated solutions

These are AI tools built straight into the software you already use, such as Microsoft 365 Copilot with apps like Word, Excel, Outlook, and Teams, or Gemini Advanced as part of Google Workspace’s Docs, Gmail, and Sheets.

• Pros

The biggest advantage is how seamless they are. There’s no extra login or switching between apps. The AI sits right inside your day-to-day tools, using your existing data to help you work faster and smarter. Whether it’s drafting documents, summarising emails, or creating presentations, it’s all done in context.

Because they’re part of a bigger platform, you also get the same security and compliance protections you already rely on. The learning curve is usually short too, since your team is working in familiar territory.

• Cons

The downside is you’re tied more closely to that system. If you ever switch platforms, you might have to rebuild your AI workflows from scratch. These tools can also be less customisable outside their native environment, and there may be extra costs depending on your licence or how many people use it.

At a glance AI comparison tool

With that in mind, here’s a quick look at five popular AI options for SMEs, what they’re best for, and some of the potential drawbacks.

Microsoft 365 Copilot

Best for: Microsoft 365 users and highly regulated businesses who want secure, built-in AI inside Word, Excel, Outlook, and Teams.

Features:

• Built on Microsoft 365’s enterprise-grade security and compliance

• Works with familiar apps like Word, Excel, Outlook, and Teams

• Streamlines reports, documents, and comms, keeps tone and messaging consistent

• In-depth research capabilities

• Minimal training needed – fast adoption for existing Microsoft users

• Resources and onboarding support

• Paid add-on to Microsoft 365

Drawbacks:

• Additional to Microsoft 365 licence costs, ROI grows as adoption spreads across teams

• Less relevant for businesses outside the Microsoft ecosystem

Google Gemini Advanced

Best for: Fast-moving marketing, content, and strategy teams that want fast, collaborative AI in Docs, Gmail, and Sheets.

Features:

• Enterprise-level protection with wide range of certifications

• Built directly into Docs, Gmail, and Sheets

• Strong drafting, summarising, and analysis tools

• Intuitive interface, works with text, voice, and image prompts

• Available via web and browser

• Pulls from live data and fact-checking for real-time results

• Google support and guidance for customer teams

• Cost included in most Workspace plans (except Starter tier)

Drawbacks:

• Limited benefits for non-Google Workspace teams

• Lower-tier plans restrict storage and advanced features

ChatGPT Enterprise

Best for: Multi-platform businesses and customer service teams needing flexible, trainable AI for customer support, automation, and content.

Features:

• Strong enterprise-grade privacy and admin controls

• Automates high volumes of queries with natural responses

• Can be trained on company data for more relevant results

• Works across multiple platforms and integrates with tools like Slack and CRMs

• Customisable and adaptable to different teams and roles

• Flexible enterprise pricing

Drawbacks:

• Setup, integration, and customisation may need IT support

• Support options vary by plan

Claude Team

Best for: Sales, marketing, and research teams producing long-form, thoughtful content.

Features:

• Privacy-first setup, SOC 2-certified, GDPR-compliant

• Long-form writing, research summaries, and detailed reports

• Collaboration features

• Browser-based with growing integrations and API access

• Clean, simple interface focused on ‘write, refine, reason’

• Tiered support via help centre and chatbot, with option to talk to a support team

• Per-user pricing

Drawbacks:

• Not designed for high-volume customer query handling

• Limited third-party integrations

Perplexity Enterprise AI Pro

Best for: Research-led SMEs that need fast, trustworthy, source-backed answers and due diligence.

Features:

• Enterprise-grade compliance (SOC 2, GDPR, HIPAA)

• Source-first answers linked to verified references

• Combines internal knowledge with live web results for richer answers

• Works across web, mobile, and integrates into research and knowledge-sharing flows

• Direct, personalised support, including dedicated account managers and channel

• Per-user pricing

Drawbacks:

• Less effective for creative tasks

• Some advanced team features only available at higher tiers

Find out how AI can help your business

Choosing an AI tool is just the first step. The real value comes when you roll it out in the right way–training your teams, including it in your daily processes, and making sure it matches your systems, compliance needs, and long-term goals.

Want help choosing the best AI tool for our business? Get a head start with our AI comparison quick quiz. For expert, personalised, 1-2-1 advice, get in touch with our V-Hub Digital Advisers today.