Article

Google Workspace for SMEs: costs, Gemini AI and when to choose it

Google Workspace Business Starter costs indicatively €5.75 per user per month. Gemini for Workspace is included from Business Standard. Who is it for and when do you choose Microsoft 365 instead?

Written by Loek Delahaye, founder, Delahaye Solutions · ex-CTO with 10+ years in software and AIUpdated: 22 June 2026

Short answer

Google Workspace offers four paid plans: Business Starter (indicatively €5.75/user/month), Standard (€11.50), Plus (€17.25) and Enterprise (price on request). Gemini for Workspace, the built-in AI assistant in Gmail, Docs, Sheets and Meet, is included from Business Standard. Check current pricing at workspace.google.com.
Google Workspace is the best choice if your organisation is Google-first: Gmail, Docs and Drive are your daily tools and you have no Windows dependency. Choose Microsoft 365 Copilot ($30/user/month add-on) if your team already works deeply in Word, Outlook and Teams and wants to embed AI in that context.
Google processes Workspace data for EU customers in EU data centres. A Data Processing Agreement (DPA) is available through the Google Workspace Service Terms. EU AI Act Article 4 (in force 2 February 2025) requires role-specific training for employees who use Gemini for business purposes.

What is Google Workspace and who is it for?

Google Workspace is Google's cloud productivity suite: Gmail, Drive, Docs, Sheets, Slides, Meet and Calendar in a business subscription. It is best suited for organisations that are Google-first — no Windows dependency, full browser-based collaboration and seamless integration with Android and Chrome OS. From Business Standard, Gemini for Workspace is included: AI in Gmail, Docs, Sheets and Meet that writes text, summarises emails and generates meeting notes. For organisations already deeply embedded in Microsoft 365, Microsoft 365 Copilot is the better choice.

Four apps

What does Gemini AI do in Google Workspace?

Gemini for Workspace is the AI assistant built into the core apps of Google Workspace. Per app: the main functionality and a concrete use case.

Gmail: writing and summarising emails

Gemini in Gmail drafts emails based on a short description, adjusts the tone (formal or informal) and summarises long email threads in three lines. Concrete use case: an account manager types the key message in two sentences and Gemini generates the full email in the right tone. After a quick check the email is ready to send. Gemini has access to your mailbox within the Google Workspace tenant and also works in the Gmail mobile app.

Docs: writing and rewriting documents

Gemini in Docs writes new documents based on a prompt, rewrites existing text and summarises long documents. Concrete use case: an HR manager asks Gemini to write a job posting based on a role description. Gemini delivers a first draft in under a minute; the manager then edits in the familiar Docs environment. Gemini in Docs works best as a starting point; editorial review remains required for factual accuracy.

Meet: transcribing and summarising meetings

Gemini in Meet transcribes meetings in real time, automatically creates a summary and lists action points. Participants can consult the summary after the meeting without watching the recording. Concrete use case: a project team uses the Meet summary as the basis for the meeting report. Transcription is available on Business Standard and above; participants must be informed that recording is taking place in accordance with GDPR.

Sheets: analysing data in plain language

Gemini in Sheets answers questions about tables in plain language, creates charts and suggests formulas. Concrete use case: an owner asks Gemini to compare revenue by quarter and create a bar chart. Gemini generates the chart without the user needing pivot-table or formula knowledge. Gemini in Sheets works best on structured data in spreadsheet columns.

Comparison

Google Workspace versus Microsoft 365: when to choose which?

Choose Google Workspace if your organisation is Google-first: Gmail already in use, browser-based collaboration as the default, no Windows dependency and low IT overhead. Business Starter (indicatively €5.75/user/month) is the cheapest entry point for a professional business email address and cloud storage. Business Standard (indicatively €11.50/user/month) adds Gemini AI. Choose Microsoft 365 with Copilot if your team already works in Word, Outlook, Teams and Excel. The Copilot add-on costs indicatively $30/user/month on top of an M365 Business Standard subscription, bringing total costs to approximately $42 per user per month. Copilot is stronger than Gemini when it comes to integration with existing Word and Outlook workflows and access to organisational data in SharePoint. A combination of both suites is possible but increases management complexity. GDPR considerations are comparable for both: Google EU data centres with a DPA via the Workspace Service Terms, Microsoft EU Data Boundary with a DPA via the Microsoft Product Terms.

Frequently asked questions

Frequently asked questions about Google Workspace

What does Google Workspace cost per user per month in 2026?

Google Workspace has four paid plans (prices indicative; check workspace.google.com): Business Starter approximately €5.75/user/month (business Gmail, 30 GB cloud storage, Meet), Business Standard approximately €11.50/user/month (2 TB storage, Gemini AI, Meet recording), Business Plus approximately €17.25/user/month (5 TB, eDiscovery, Meet attendance tracking) and Enterprise (price on request, unlimited storage, advanced security). All plans exclude VAT.

Is Gemini for Workspace included in the subscription?

Gemini for Workspace is included from Business Standard (indicatively €11.50/user/month). In Business Starter, Gemini is not available as a full AI assistant. Check which Gemini features are available in your plan at workspace.google.com, as Google rolls out features in phases.

Is Google Workspace GDPR compliant?

Yes. Google processes Workspace data for EU customers in EU data centres and does not use the data for training AI models. A Data Processing Agreement (DPA) is available through the Google Workspace Service Terms. You remain the data controller and are responsible for lawful use and for not inputting special category personal data without an adequate legal basis.

When do you choose Google Workspace over Microsoft 365?

Choose Google Workspace if your organisation is Google-first (Gmail, Chrome, Android), if browser-based collaboration is central or if you want a lower entry price. Choose Microsoft 365 Copilot if your team already works deeply in Word, Outlook and Teams and wants to embed AI in that existing context. The choice depends heavily on the existing ecosystem, not on AI features alone.

Do I need to train employees if I use Gemini for business?

Yes. EU AI Act Article 4 came into force on 2 February 2025 and requires every organisation using AI tools for business purposes to provide role-specific training to employees. For Gemini in Google Workspace this means at minimum: employees know which data Gemini can access, understand that output must be verified and know the GDPR boundaries around personal data. Document the training in an AI register.

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