Microsoft 365 vs. Google Workspace: Which Licensing Model Actually Saves You Money?

Choosing between Microsoft 365 and Google Workspace used to be a simple choice of "familiarity vs. collaboration." But in 2026, with shifting price tiers and AI add-ons, the math has changed.

If you are looking at the sticker price alone, you’re likely missing the hidden "taxes" that bleed IT budgets dry. At Procufly, we help businesses audit their licensing to find the real winner. Here is the breakdown of which model actually saves you money this year.

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The 2026 Price Reality: A Side-by-Side Look

Effective July 1, 2026, Microsoft is implementing a major price adjustment. Meanwhile, Google has stabilized after their 2025 AI-bundling hikes. Here is how the annual commitment plans look right now:

Note: Prices reflect annual commitments. Monthly "flex" plans typically carry a 20% premium.

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1. The "Storage Tax": Pooled vs. Siloed

The first place companies lose money is storage.

• Google Workspace uses Pooled Storage. If you have 50 users on Business Standard, you have a shared "bucket" of 100TB. If three designers use 90% of it and the rest use nothing, you're fine.
• Microsoft 365 uses Siloed Storage. Each user gets 1TB. If your designer hits that 1TB limit, you have to upgrade their specific license or buy expensive add-on storage, even if your 40 other employees are using 0% of theirs.

The Verdict: If your team has a few "data-heavy" users, Google Workspace saves you from unnecessary upgrades.

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2. The "Security Tool Sprawl" (Why Microsoft Business Premium Wins)

This is where the real savings happen. Most businesses pay for a productivity suite plus a third-party antivirus (like CrowdStrike or Bitdefender) plus a device management tool (like Jamf).

Microsoft 365 Business Premium ($22) includes:

• Microsoft Intune: Enterprise-grade device management.
• Defender for Business: Top-tier endpoint protection.
• Entra ID P1: Advanced identity security.

To get the same level of security on Google Workspace, you’d likely need to buy Google Business Plus ($22) and still pay for a third-party antivirus.

The Verdict: For mid-sized teams, Microsoft Business Premium can eliminate $5–$10 per user in "extra" security software costs.

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3. The AI Premium: Copilot vs. Gemini

In 2026, AI is no longer optional for most firms. Both Microsoft and Google offer AI add-ons starting around $20–$30/user/month.

• Microsoft Copilot has a tighter integration with Excel and PowerBI, saving "power users" hours of manual data work.
• Google Gemini is arguably faster for creative drafting and email management.

The Verdict: Look at your workflow. If your team spends 40% of their day in spreadsheets, Copilot’s ROI is higher, effectively "saving" you more in labor costs.

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The "Reseller Secret": How Procufly Changes the Math

Buying direct from Google or Microsoft means paying full retail price and dealing with "bot" support. As a licensed distributor, Procufly changes the financial equation in three ways:

1. Consolidated Billing: We bundle your Microsoft/Google licenses with your other tools (like Monday.com or SonicWall) into one invoice, reducing administrative overhead.
2. The Licensing Audit: Most companies we audit are over-licensed by 15–20%. We identify "zombie" accounts and users on tiers higher than they actually need.
3. Local Expertise: Based in Cyprus, we provide the localized support and tax-compliant invoicing that global tech giants simply can't offer.

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Final Verdict: Which Saves You Money?

• Choose Google Workspace if: You are a cloud-native startup with a few heavy data users and value simple, predictable billing.
• Choose Microsoft 365 if: You are a growing business that wants to "kill" other software subscriptions (Antivirus, MDM, etc.) by consolidating everything into one secure license.

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Stop guessing and start optimizing.

Would you like us to run a Free Licensing Comparison for your current headcount to see exactly how much you could save by switching or consolidating through Procufly?

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Contact us below!