In this guide · 8 sections
- 01Copilot vs Gemini vs ChatGPT for spreadsheets at a glance
- 02Copilot in Excel: what the free and paid versions do
- 03Gemini in Google Sheets: side panel and the AI function
- 04ChatGPT for spreadsheet analysis
- 05How to check AI spreadsheet results before you trust them
- 06Which AI spreadsheet tool suits which business
- 07Do it yourself or get help?
- 08Frequently asked questions
Short answer
Use the assistant built into the spreadsheet you already use: Copilot in Excel on Microsoft 365, Gemini in Sheets on Google Workspace Business Standard or above. Use ChatGPT for one-off analysis of an uploaded file. Whichever you pick, check formulas and totals before using the result.
Copilot vs Gemini vs ChatGPT for spreadsheets at a glance
The biggest difference is where the AI works: inside your live file, or on an uploaded copy.
Copilot in Excel
Chat free; full Copilot US$21/user/mo
- Works inside Excel on Windows, Mac, web and mobile
- Edit, plan and chat modes when licensed
- Builds formulas, PivotTables, charts and dashboards
- Free Copilot Chat analyses data without editing
Best for: Teams on Microsoft 365 who live in Excel.
Gemini in Google Sheets
Included in eligible Workspace plans
- Side panel creates tables, formulas, charts and pivot tables
- =AI() function summarises, categorises and generates text in cells
- Works best on native Sheets files, not .xlsx
- Business Starter lacks Gemini in Sheets
Best for: Teams on Google Workspace Business Standard or Plus.
ChatGPT
Business US$20/user/mo (annual)
- Upload .xlsx, .xls or .csv and ask questions
- Runs Python for calculations, charts and clean-up
- Returns answers or a new file, not edits to your live sheet
- Shows its code so you can check the method
Best for: One-off analysis, data clean-up and explaining results.
Copilot in Excel: what the free and paid versions do
Microsoft's Copilot in Excel guide says Copilot uses Excel's own tools (tables, charts, PivotTables and formulas) to build and edit workbooks, so results stay editable. It offers three modes: edit (changes the workbook), plan (proposes steps for you to approve) and chat (answers without changing anything).
| Feature | Free Copilot Chat | Paid Microsoft 365 Copilot |
|---|---|---|
| Ask questions about the open sheet | Yes, in the side pane | Yes |
| Suggest charts, trends and forecasts | Yes | Yes |
| Edit the workbook directly (formulas, PivotTables, formatting) | No | Yes |
| Agent Mode for multi-step tasks | No | Yes |
Microsoft lists Microsoft 365 Copilot Business at US$21 per user a month on annual billing, as our Copilot vs Gemini guide explains in detail, with a promotional price for some annual purchases until the end of 2026.
Gemini in Google Sheets: side panel and the AI function
Google's help page on Gemini in Sheets lists creating tables and formulas, analysing data, building charts, and actions such as conditional formatting, pivot tables, filters and dropdowns. It needs an eligible Workspace or Google AI plan, and Google says it works best with native Sheets files: save an .xlsx as a Google Sheet first.
The AI function, written =AI() or =Gemini(), works cell by cell to generate text, summarise, categorise and analyse sentiment, and can pull current information from Google Search. Google notes that responses are limited to text and that the function only sees the range you pass to it, not the whole spreadsheet or Drive.
- Business Starter (S$9.40/user/month): Gemini in Gmail; no Gemini in Sheets.
- Business Standard (S$18.80/user/month) and Plus: Gemini in Sheets, Docs, Meet and more.
- Prices from Google Workspace's Singapore pricing page, flexible plan, October 2026.
ChatGPT for spreadsheet analysis
OpenAI's data analysis help article says ChatGPT accepts .xls, .xlsx and .csv files, and for many tasks writes and runs Python in a notebook environment to summarise, transform, chart and run statistics. It can also attach files from Google Drive, OneDrive or SharePoint where connectors are enabled.
Two limits matter for business use. ChatGPT works on a copy, so any fix has to be copied back into your real file. And OpenAI warns that it may not reliably read exact values from scanned PDFs or images of tables, and that very large or formula-heavy files may not be analysed in full.
For prompts that work well with spreadsheets, see our ChatGPT prompts for small business. Use ChatGPT Business rather than personal accounts for company data, since business data is not used for training by default.
How to check AI spreadsheet results before you trust them
AI assistants are fast at building formulas and summaries, and they can be confidently wrong. Build checks into the habit.
Ask for formulas, not just answers
Have Copilot or Gemini write the formula into the sheet, or ask ChatGPT to show its Python code, so you can see how a number was produced.
Reconcile one total by hand
Pick a key figure, such as monthly revenue, and check it against your accounting system or a manual SUM.
Test on a small sample
Run the same request on 20 rows where you know the answer before applying it to 20,000.
Watch for silent assumptions
Check how blanks, duplicates, refunds, GST and date formats were treated. Ask the assistant to list its assumptions.
Keep the original
Work on a copy or use version history, so you can undo an AI edit that went wrong.
Prepare your spreadsheet first
Which AI spreadsheet tool suits which business
Most small businesses should start with what is already included in their office suite.
| Your situation | Start with | Consider later |
|---|---|---|
| Microsoft 365, occasional analysis | Free Copilot Chat in Excel | Paid Copilot for one or two heavy users |
| Microsoft 365, finance team in Excel all day | Paid Microsoft 365 Copilot | Templates and rules for repeat reports |
| Google Workspace Standard or Plus | Gemini in Sheets and =AI() | AI Expanded Access for heavy users |
| Google Workspace Starter | Upgrade to Standard, or ChatGPT for analysis | Compare upgrade cost with ChatGPT seats |
| Mixed tools, ad-hoc analysis | ChatGPT Business | Automating the report so it runs itself |
Do it yourself or get help?
Trying the AI already in your plan costs nothing and takes an hour: open a real spreadsheet, ask three questions, and check the answers. If the same report has to be rebuilt every week, automation usually beats asking an AI each time.
Our Workflow Automation service (S$390 per workflow, paid upfront) can pull data from your store, accounting or forms into a sheet automatically. For a dashboard that updates itself, see Custom Tool or Dashboard (from S$1,990).
Frequently asked questions
If your business uses Microsoft 365, Copilot in Excel is the natural choice because it works inside the workbook and builds formulas, PivotTables and charts with Excel's own tools. The free Copilot Chat can analyse data; editing needs a paid licence. ChatGPT is a good alternative for one-off analysis of an uploaded copy.
Partly. Microsoft 365 business users get Copilot Chat in Excel's side pane at no extra cost, which can answer questions and suggest charts. Editing the workbook directly, Agent Mode and deeper features need a Microsoft 365 Copilot licence, listed at US$21 per user a month on annual billing as of October 2026.
Google says Gemini in Sheets works best with native Google Sheets files, so convert an .xlsx file with File, Save as Google Sheets first. You also need an eligible Workspace plan, such as Business Standard or Plus; Business Starter does not include Gemini in Sheets.
ChatGPT works on a copy of the file you upload. It can analyse the data with Python, create charts and return a cleaned or modified file for you to download, but it does not change your original spreadsheet. Copy any fixes back into your live file and check them.
Microsoft retired the preview =COPILOT() worksheet function on 14 September 2026. Workbooks keep previously calculated results, but cells that recalculate now return a #NAME? error. Microsoft recommends using the Copilot pane in Excel for the same kinds of tasks.