Stretch your AI budget with a smart mix of Microsoft 365 Copilot licenses and Copilot Studio agents—tailored to your teams, optimized for ROI.
Cost vs. Security: Navigating AI’s Top Two Concerns
When organizations explore AI, the two concerns I hear most often are cost and data security. In this blog, we’ll focus on AI cost management. (If security is your priority, check out my thoughts in this related post on protecting your data while rolling out AI.)
Now, back to cost. One of the most effective ways to maximize your AI investment is to strategically mix Microsoft 365 Copilot licenses with Copilot Studio agent deployments. This approach allows you to tailor your AI strategy to different user groups, balancing functionality and cost-efficiency across your organization.
Understanding Microsoft 365 Copilot Licensing
Microsoft 365 Copilot is priced at $30 per user per month and delivers a powerful set of AI-driven features designed to enhance productivity. With each license, users gain access to:
- Grounded AI access to your Microsoft 365 tenant content and data
- Seamless integration with Microsoft 365 apps like Word, Excel, Outlook, and Teams
- Built-in declarative agents that streamline common tasks and boost user efficiency
However, to leverage these benefits, each user must be individually licensed. During the early stages of AI deployment, this blanket approach can quickly become cost-prohibitive—especially when not all users require the full range of Copilot capabilities.
For example, frontline employees may not need deep access to tenant-wide documents or advanced productivity tools. Still, they can derive substantial value from AI, whether through task automation, faster information retrieval, or contextual assistance in daily workflows.
Leveraging Copilot Studio Agents for Scalable AI Deployment
To meet the diverse needs of different user groups, organizations can turn to Copilot Studio– Microsoft’s platform for building custom AI agents. Unlike Microsoft 365 Copilot, which requires per-user licensing, Copilot Studio operates on a consumption-based model, allowing broader deployment at a lower cost.
Key Cost Advantage:
- Base price: $200/month for up to 25,000 agent interactions
- No per-user licensing required
- Scalable across departments and roles without significantly increasing cost
This makes Copilot Studio an ideal option for enabling AI at scale, especially for frontline teams or support roles where full Copilot licenses may not be justified. While there are more detailed nuances to this pricing model (you can read more here), this high-level overview supports the case for a blended AI deployment strategy.
The Benefits of Copilot Studio
Copilot Studio allows organizations to create purpose-built AI agents that support specific tasks and workflows. This makes it possible for frontline workers and broader user groups to benefit from AI without requiring a full Microsoft 365 Copilot license.
Key Advantages of Copilot Studio
- Cost Efficiency — Pay only for usage, not per user. This consumption-based pricing model helps organizations manage AI spend more effectively.
- Customizability — Build agents that align with exact team needs, from HR policy bots to workflow-specific assistants.
- Scalability — Easily scale AI access across your workforce without dramatically increasing your costs– ideal for large, distributed teams.
By leveraging Copilot Studio, organizations gain the flexibility to expand AI adoption while staying in control of budgets and outcomes.
A Plausible Scenario: Let’s Do the Math
Let’s say your 20-person marketing team needs the full Microsoft 365 Copilot experience, especially for PowerPoint and content creation tools. However, the remaining 980 employees in your 1,000-person company primarily need access to HR and IT policies via chat.
Instead of licensing all 1,000 users, here’s a smarter approach:
Mixed AI Strategy Breakdown
| Item | Annual Cost Calculation | Total Cost |
|---|---|---|
| 20 Microsoft 365 Copilot licenses | 20 users × $30 × 12 months | $7,200 |
| 1 Copilot Studio HR Agent (25k tx) | $200 × 12 months | $2,400 |
| Total Annual Investment | $9,600 |
Compare that to:
- Full Copilot licensing for 1,000 users → $360,000 annually
- Savings → Over $350,000 per year
This hybrid approach allows you to phase in licenses intentionally, ensuring your high-value users get what they need, while others benefit from AI via scalable agents.
Implementing a Mixed AI Strategy
Even the best AI tools fall short without effective change management. To ensure your investment delivers real impact, adoption and behavior change must be built into your rollout strategy.
Follow these key steps to implement a cost-effective, high-impact AI deployment across your organization:
Steps to Roll Out an AI Mix Strategy
1 — Assess User Needs
Identify the distinct AI requirements of each user group– who needs full Copilot access vs. who can benefit from task-specific AI agents.
2 — Design Custom Agents
Use Copilot Studio to build tailored agents that support unique workflows, such as policy lookups, IT support, or frontline assistance.
3 — Deploy Strategically
License users with Microsoft 365 Copilot only where deep integration is essential. Deploy Copilot Studio agents organization-wide for scalable, low-cost AI support. (And yes—train both groups accordingly.)
4 — Monitor and Optimize
Track interaction data, usage patterns, and cost metrics to continuously refine your deployment strategy.
By intelligently mixing Microsoft 365 Copilot with Copilot Studio, you unlock the full value of AI without breaking the budget. This blended approach supports broad productivity, improves scalability, and ensures that your AI investment is both impactful and financially sustainable
Ready to Build Your AI Roadmap?
Let eGroup help you assess, plan, and implement the right mix of Microsoft AI tools. From Copilot licensing to custom agent design—we’ll guide you through every step of your AI journey.
