If you are running a small to medium business (SMB) in Australia, you have likely heard about Microsoft Copilot and its promise to enhance workplace productivity. But with multiple versions available, choosing the right one can feel confusing.
This guide aims to cut through the complexity and help you make an informed decision that aligns with your business needs and budget.
What is Microsoft Copilot?
Microsoft Copilot is your AI-powered business assistant that works seamlessly within the Microsoft tools your team already knows and uses. Think of it as having a highly skilled assistant embedded in Word, Excel, PowerPoint, Outlook and Teams. One that never takes sick days and works at the speed of thought.
The technology automates routine tasks like drafting emails, analysing spreadsheet data, creating presentations and summarising lengthy documents. This means your team can redirect their energy toward strategic thinking, client relationships and business growth.
Essentially, the activities that truly drive your bottom line.
The 4 Copilot options for SMBs
Copilot (free)
Microsoft offers a free version of Copilot that is an entry-level AI assistant for anyone with a Microsoft account.
Key features:
- Basic AI-powered search and content generation.
- Limited daily usage quotas.
- Reduced functionality and slower response times.
- No deep Microsoft 365 integration.
Best for:
- Very small businesses experimenting with AI.
- Individuals needing occasional basic assistance.
- Testing AI capabilities before investment.
Limitations: Unsuitable for serious business applications due to restrictions and lack of integration.
Copilot Pro: For individual power users
Designed for solo-preneurs and small teams, Copilot Pro delivers AI assistance across core Microsoft applications.
Key features:
- Advanced writing, data analysis and presentation creation.
- Works in Word, Excel, PowerPoint and Outlook.
- Priority access to latest AI features.
- Individual productivity focus.
Best for:
- Consultants and freelancers.
- Small businesses with 1-5 employees.
- Companies testing AI before full deployment.
Investment: A$33 per user per month.
Microsoft 365 Copilot for Business: The sweet spot for growing SMBs
Building on Copilot Pro's foundation, this business-focused version adds enterprise-grade security, Teams integration and administrative controls.
Key features:
- Everything in Copilot Pro plus business-grade security.
- Teams integration with meeting summaries and collaboration.
- SharePoint and OneDrive AI capabilities.
- Administrative controls and compliance features.
- Centralised IT management.
Best for:
- Growing businesses with 10-50 employees.
- Companies handling sensitive client data.
- Organisations with centralised IT management.
Investment: Requires Microsoft 365 Business Premium subscription plus Copilot licensing.
Enterprise Copilot: For established organisations
The enterprise edition provides comprehensive AI across all Microsoft 365 applications with advanced security and analytics.
Key features:
- Full enterprise-grade AI across all Microsoft 365 applications.
- Advanced security and compliance controls.
- Custom AI model training capabilities.
- Comprehensive analytics and usage insights.
- Highest levels of data protection.
Best for:
- Established businesses with 50+ employees.
- Companies in regulated industries.
- Organisations with complex IT requirements.
Investment: Premium pricing with enterprise licensing requirements
Which version is right for me and my business?
While Copilot (free) might seem attractive for initial testing, its limitations make it unsuitable for any meaningful business use. You will likely find yourself frustrated by usage restrictions and lack of integration with your existing workflows.
Here are some further points to consider:
Assess your current needs:
- How many employees need AI assistance today and in the next 2 years?
- What are your biggest productivity pain points?
- Do you have specific compliance requirements? E.g. cyber security requirements.
- Are you handling sensitive client data or operating in a regulated industry?
Consider your growth plans:
- Where will your business be in 12-24 months?
- Will you need advanced collaboration features?
- How important is centralised IT management?
- Do you have unique business processes that need custom AI solutions?
Calculate your return on investment:
- Estimate time savings per employee per week. If Copilot saves each employee 2 hours per week, a team of 10 people gains 1,040 productive hours annually.
- Consider reduced need for external consultants.
- Factor in improved quality of business documents and presentations.
For most Australian SMBs, the Microsoft 365 Copilot for Business version provides the optimal balance of functionality, security, and value. However, the specific choice should always align with your unique circumstances and strategic objectives.
We hope this helps you to get started on your Copilot journey. Reach out to Netway if you have any questions or would like to learn more.