How much do AI tools cost for a company of 10 people?
ChatGPT Team, Gemini Workspace, Copilot: a real calculator with ROI calculation.
Before a company starts paying for AI tools, the first question is always the same: “How much will this actually cost?” We’ve worked it out for you - for a company with 10 users, at prices valid in March 2026.
Scenario 1: Minimum - free tools only
Cost: 0 Kč/month
A combination of Claude.ai (free), Gemini (Google account), Perplexity (free) and Bing Copilot (free) covers the basic needs. Limitations: lower daily limits, no central administration, GDPR uncertainty.
Suitable for: Companies that are still testing AI and don’t want to take risks. Good for the first 2-3 months.
Scenario 2: ChatGPT Team
Price: 25 USD/user/month = ~570 Kč/user/month
| Item | Price |
|---|---|
| 10 users × 25 USD | 250 USD/month |
| Annual cost | 3,000 USD (~68,000 Kč) |
What you get:
- GPT-4o with no daily limits
- Your data isn’t used for training
- Shared workspaces (GPTs for the team)
- Admin dashboard
Missing: Integration with Office, Word, Excel. Only a web browser or API.
Scenario 3: Microsoft Copilot for Microsoft 365
Price: 30 USD/user/month = ~685 Kč/user/month
| Item | Price |
|---|---|
| 10 users × 30 USD | 300 USD/month |
| Annual cost | 3,600 USD (~82,000 Kč) |
Watch out: Requires an existing Microsoft 365 Business licence (from ~340 Kč/user/month). Total M365 + Copilot cost then comes to ~1,000 Kč/user/month.
What you get:
- AI right in Outlook, Word, Excel, Teams
- Summaries of emails and meetings
- EU data residency possible
- DPA available
Ideal for: Companies already running Microsoft 365 who want AI where they work.
Scenario 4: Google Gemini Business
Price: 24 EUR/user/month = ~600 Kč/user/month
| Item | Price |
|---|---|
| 10 users × 24 EUR | 240 EUR/month |
| Annual cost | 2,880 EUR (~72,000 Kč) |
Requires: Google Workspace Business Standard or higher (~280 Kč/user/month).
What you get:
- AI in Gmail, Docs, Sheets, Slides
- NotebookLM for document analysis
- Data in the EU (if you have the EU Workspace region)
Ideal for: Companies on Google Workspace.
Scenario 5: A combined approach (best value for money)
You don’t have to give every user the same thing. A typical distribution in a 10-person company:
| Role | Recommended tool | Price |
|---|---|---|
| 3× power users (management, marketing) | ChatGPT Team | 3 × 570 Kč |
| 4× office users | M365 Copilot (if they have M365) | 4 × 685 Kč |
| 3× occasional users | Free (Gemini, Bing) | 0 Kč |
Total: ~4,450 Kč/month = ~53,400 Kč/year
ROI: When does it pay off?
A 2025 Flylight.ai study of a sample of 40 Czech SMEs showed an average saving of 23 hours/user/month among active users of AI tools.
At an average hourly rate of 400 Kč (internal cost):
- Saving per active user: 9,200 Kč/month
- Tool cost: ~570-685 Kč/month
- ROI: roughly 13:1
In other words, every crown invested in AI tools brings back an average of 13 Kč in time saved.
Recommendations
- Start with 2 months free - find out who in the company actually uses AI
- Only pay for active users - power users get the paid version, everyone else stays on free
- Standardise on one tool - a mixed environment (ChatGPT + Gemini + Copilot) leads to confusion and lower adoption
- Track usage - most paid tools have an admin dashboard with analytics
Do you want to introduce AI in your company?
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