This is one of the first decisions a growing small business has to make, and the marketing on both sides does not make it easier. The honest answer is that both are excellent, and most teams would be fine on either. The deciding factor is usually how you already work.
What each one is better at
Microsoft 365 wins if your team lives in desktop Word, Excel and Outlook, if you exchange complex documents with clients, or if you want the installed apps rather than browser versions. It is the default for accountants, solicitors and most professional services for good reason.
Google Workspace wins if your team is fully browser-based, collaborates on the same document at the same time constantly, and values simplicity over depth. It is lighter to administer and the real-time editing is still slightly ahead.
What they cost
The entry tiers are close: a few pounds per user per month for email and the online apps, rising as you add the installed desktop apps, more storage and security features. The headline price is rarely the real cost, though. The cost that matters is the time lost if the tool does not fit how your team works.
If most of your documents come from, or go to, other businesses, they are almost certainly Microsoft formats. Fighting that with Google can cost more in friction than you save on licences.
How to pick without regretting it
- Look at what your clients and suppliers send you. Match it.
- Count how often your team genuinely co-edits the same file live. If it is constant, that favours Google.
- Decide whether you need installed desktop apps or whether browser versions are enough.
- Pick one and commit. Switching later is doable but it is real work.
If you have landed on Microsoft 365, our five-question plan picker tells you which licence fits in about thirty seconds. And when it comes to setting it up properly, Microsoft 365 support and IT support for businesses in Kent are what we do day in, day out.