Pick one tool. Set it up properly.
ChatGPT, Claude and Microsoft Copilot can all do useful work for a small business. The right one depends on the tools you already use and where your data needs to stay. Here's how to choose.
01 · How they compare
Microsoft Copilot
Best for: businesses that run on Microsoft 365. Copilot works inside Outlook, Word, Excel and Teams, and can work with your files and email where they already are. If your team lives in Microsoft tools, it's usually the easiest to adopt.
ChatGPT (OpenAI)
Best for: a flexible, general-purpose assistant. Strong at drafting, research, summarising and brainstorming, with business plans that give you team accounts and admin controls.
Claude (Anthropic)
Best for: writing and working through long documents. Also offers business plans with team accounts and admin controls.
02 · Questions to ask before you choose
- What do we already use? Microsoft 365 points to Copilot; Google Workspace or a mix keeps all three open.
- What will we put in it? Client personal information raises the bar on plan, settings and policy.
- Where is data stored? Most services store data overseas. Check each plan's terms; the NZ Privacy Act expects you to know.
- Who manages it? Business plans let you add and remove staff and control settings. Personal accounts don't.
- Does it work on our real jobs? Try your top two on a week of real tasks before committing.
Questions
Which AI is best for a small business?
There's no single best. If you live in Microsoft 365 (Outlook, Word, Excel, Teams), Copilot fits in where you already work. If you want a strong general assistant for writing, research and documents, ChatGPT and Claude are both good choices. Pick the one that fits your tools and your data needs, then set it up properly.
Do business plans train on our data?
OpenAI, Anthropic and Microsoft all say their business plans don't use your business data to train their models by default. Personal and free accounts can be different. Always check the current terms for the plan you choose.
Can we use more than one?
You can, but most small businesses are better off picking one approved tool, setting it up properly, and writing it into their AI policy. It's simpler to manage and easier to keep data safe.
Is Claude for business different from ChatGPT for business?
They do similar jobs. Both have business plans with team accounts and admin controls. The best way to choose is to try both on a week of your own real work before you commit.
Next step
Not sure which one fits your team? Tell us what tools you use and what you want AI to help with. We'll give you a straight recommendation.