The best AI tools for business – an overview by use case, prices and how to choose

This is not a ranking. There is no single best AI tool for every company, because the outcome depends on the process, the systems and the people who will use it. That is why we have grouped the tools by use case, and for each one we say who it makes sense for.

In fairness, we should point out that ALGORCOMP implements some of the tools described, including Microsoft 365, monday.com and Jira. Where another choice is better, we say so plainly.

We selected tools for this overview that meet the criteria listed below. Prices are given in US dollars or euros, as in the vendors’ price lists. Prices change often, so check the current price list before you buy.

This is the most common first investment, because it affects almost every office worker. The assistant drafts emails, summarises documents and meetings, prepares presentations and helps analyse data in a spreadsheet.

The differences between assistants today lie mainly in which company data they can access and where they work. Microsoft 365 Copilot works inside Word, Excel, Outlook and Teams and sees the documents the user has permission to access. Gemini does the same in Google Workspace. ChatGPT and Claude work as separate apps, although they can be connected to selected systems.

The prices in the table below are list prices with annual billing, as of October 2026. With monthly billing, ChatGPT Business and Claude Team cost USD 25.

The simplest rule: choose the assistant from the ecosystem your company already works in. In a company on Microsoft 365 that will be Copilot, in a company on Google Workspace – Gemini. A separate tool such as ChatGPT Business or Claude Team is worth giving only to teams for which the built-in assistant is not enough.

Here is a sample calculation for a hypothetical company of 120 people. Copilot goes to the 40 people who work most with documents and email: 40 × USD 21 × 12 months = USD 10,080 a year. In addition, five analysts and a lawyer get Claude Team: 6 × USD 20 × 12 = USD 1,440 a year.

On top of the licence cost, allow time for training and tidying up permissions. Copilot shows users everything they have access to, so a salary folder open to everyone will become easy to find. We describe the details in our article on Copilot for business.

In sales, AI works best inside the CRM – the system for managing customers and sales opportunities. There it knows the customer’s history and can draft an email, summarise a call or point out neglected opportunities.

The largest CRM vendors have their own AI tools, included in higher plans or sold as an add-on. In HubSpot it is Breeze, in Salesforce – Agentforce (formerly Einstein), in monday CRM – AI features billed in credits. Before you buy, check which features are in your plan and which use up credits that cost extra.

If the company does not yet have a well-organised CRM, AI is not the first step. First you need to gather customers and sales opportunities in one system, and only then add automation.

In customer service, AI answers repetitive questions: order status, delivery terms, complaints handled by simple rules. It passes more difficult cases to an employee together with a summary of the conversation.

Intercom Fin charges per successfully resolved case: USD 0.99 each. With 3,000 such cases a month, that is 3,000 × 0.99 = USD 2,970 a month. You pay only for cases closed by AI, and if you connect Fin to a different help desk system, a minimum monthly commitment applies.

Zendesk, Freshdesk and other help desk vendors have their own AI agents – the natural choice if you already use them. Voicebots, or automated telephone assistants, make sense with a large number of repetitive calls; before choosing one, test how it copes with Polish speech and the names of your products.

Remember the regulations. From 2 August 2026, chatbots and voicebots must tell callers they are talking to AI (Article 50 of the AI Act). This is an obligation, not just good practice.

Copilot in Power BI lets you ask a question about your data in plain language, e.g. “how did sales in the southern region change this quarter?”, and get an answer with a chart. However, it requires paid Microsoft Fabric capacity or Power BI Premium, not just a Power BI Pro licence. Microsoft also notes that English is the officially supported language, so questions in Polish may work less well.

The quality of the answers depends on how the data is prepared. If tables have names like “Table1” and measures have no descriptions, Copilot will make mistakes. That is why implementation starts with tidying up the data model.

For one-off analyses of Excel or CSV files, general-purpose assistants are often enough: Copilot in Excel, ChatGPT or Claude. The analyst uploads the file and asks for a summary, a chart or an explanation of variances. It is always worth checking the result against a few figures.

For marketing copy, most teams find that a general-purpose assistant from the company licence is enough, supplemented with a brand description and examples of good copy. Specialist content and search engine optimisation tools make sense when you publish a lot.

For images, companies use tools such as Adobe Firefly, Midjourney and the image generators built into ChatGPT and Gemini. For advertising materials, check the terms of service to see whether you may use the images commercially and who is liable for any rights infringement.

The market for marketing tools changes particularly quickly. So buy them for a year, not for several years, and check every year whether the assistant in your basic licence already does the same thing.

A separate group is work planning platforms, where AI summarises tasks, answers questions about project status and suggests automations. This is not a first investment in AI, but it makes sense if the company is organising its teams’ work anyway.

In Jira, the Rovo assistant is included in paid plans, with a monthly allowance of credits. In monday.com, every paid plan has an allowance of AI credits, and plans cost from EUR 9 to EUR 19 per seat per month with annual billing. In Microsoft 365, this role is played by Planner together with Copilot.

Some tools look good in a demo but rarely pay for themselves in a mid-sized company. Treat the signals below as a warning, not a ban – assess each case on its merits.

The last point in the list below is particularly important. Employees using personal AI accounts for company documents is now a common security problem, which we describe in our article on the uncontrolled use of AI.

Instead of picking a tool from a list, start with the process that hurts most. Then choose one tool and test it with a small group before you buy licences for everyone.

Three perspectives should be involved in the choice: the person responsible for the process, someone from IT responsible for security and a representative of the future users. A tool chosen by IT alone may be technically sound but poorly suited to everyday work.