Google Workspace or Microsoft 365?
Many new companies in Bali are unsure where to start with IT. Often the first question is which platform to choose, and the two look almost the same from the outside. This guide covers what to set up first, how to choose, and why the cost depends more on scope than on the brand.
Short answer: both platforms do the core job well: company email, calendar, files, meetings, and documents. Choose by how your team works, not by brand. Teams that work mostly in the browser on mixed devices usually do well on Google Workspace. Teams that live in desktop Excel and Word, need to manage Windows laptops, or work with partners already on Microsoft 365 usually do better on Microsoft 365. Whichever you pick, start small and set it up properly.
Where to start: the order matters more than the brand
For a new company, the right order prevents most of the expensive problems that come later.
- Domain in the company’s name. Register the domain (yourcompany.com) under an account the company controls, not a freelancer’s or agency’s personal account.
- One platform for email and sign-in. Every staff member gets a company account. Do not use free personal Gmail or Outlook addresses for company work.
- Company-owned files. Shared drives or sites owned by the company, not by individual staff, so files stay when people leave.
- Security basics. Two-step verification for everyone, separate admin accounts, and a short checklist for when someone joins or leaves.
- Devices. Decide whether laptops and phones need central management now, or once the team grows.
- Everything else later. Accounting, booking, CRM, and automation connect to this foundation. Add them once the basics are stable.
How to choose between Google Workspace and Microsoft 365
The differences are mostly about working style. A few honest questions usually settle it.
| Question | Leans Google Workspace | Leans Microsoft 365 |
|---|---|---|
| How does the team work with documents? | Mostly in the browser, light documents, real-time co-editing | Heavy desktop Excel and Word: finance, accounting, contracts, complex formulas or macros |
| What devices does the team use? | A mix of Mac, Chromebook, and phones | Mostly Windows laptops that should be managed centrally |
| Who do you exchange files with? | Partners who are fine with shared links | Owners, banks, auditors, or a group company already on Microsoft 365 |
| Who will run it? | Nobody dedicated; it should mostly run itself | Someone, internal or a partner, who can look after settings over time |
If the answers are split, look at the people who will use it most every day. Their workflow matters more than the feature list.
Why Microsoft 365 feels expensive
A common complaint is that Microsoft 365 is expensive to implement. Usually the licence is not the problem. The cost grows when a new company is sold a corporate-scale implementation on day one: full device management, compliance and retention policies, a designed intranet, and premium plans for every user.
A company of ten people rarely needs all of that at the start. A sensible path is:
- Start with the plan that covers today’s needs. Not every user needs the top tier.
- Set up the essentials properly: domain, accounts, two-step verification, shared files, and offboarding.
- Add device management, data protection policies, and automation when headcount, risk, or regulation calls for it.
The same applies to Google Workspace. Scope drives cost on both platforms. Check current plan prices on the official Google and Microsoft websites, because they change.
Common mistakes we see in new companies
- The domain or email admin is registered under someone who no longer works with the company.
- Staff use personal Gmail, personal WhatsApp, or personal cloud storage for company files.
- The company pays for both platforms, with two logins per person and files split across both.
- Premium plans for everyone, while most staff only use email and documents.
- No plan for when someone leaves: their account, files, and access stay open.
Frequently asked questions
Can we use Google Workspace and Microsoft 365 together?
It is possible, but avoid two sets of company accounts for the same people. Pick one platform for email and sign-in, and use the other only where a specific function needs it.
Can we switch platforms later?
Yes, but moving email, files, permissions, and habits takes planning and time. It is cheaper to choose deliberately at the start than to migrate after a year.
Do we need an IT person in-house?
Not always at the start. If you go with Microsoft 365, see Microsoft 365 consulting in Bali. What matters is that someone owns the admin accounts and the join/leave checklist. That can be a manager with clear guidance, supported by a partner when needed.
Not sure which fits your company?
Describe your situation →