SharePoint Premium vs. AI Builder vs. Microsoft Copilot: Which Is Best for Form Processing?
When I last wrote about the topic of choosing the right AI for processing forms (Microsoft Forms Processing – Is AI Builder Enough or Do I Need SharePoint Syntex?) the AI landscape for forms processing was much simpler, and the choice between what was then called SharePoint Syntex and AI Builder for Forms Processing was much easier to make.
Today, Microsoft’s AI Form Processing choices have more overlapping capabilities, different strengths and distinct pricing models, making it essential to choose the right tool for your organization’s needs. In this article, we will explore each of these solutions in detail, comparing their features and costs to help you decide which tool best fits your form processing needs.
Overview of SharePoint Premium, AI Builder and Copilot
- SharePoint Premium (formerly Microsoft Syntex or SharePoint Syntex): SharePoint Premium is an advanced version of Microsoft’s well-known document management platform, designed for larger organizations or those with more complex document and form processing needs. While SharePoint traditionally focuses on collaboration, document storage and workflow automation, SharePoint Premium adds advanced features for automated document processing, content assembly, content management and compliance.
- AI Builder: AI Builder is a tool within Microsoft’s Power Platform that enables businesses to integrate artificial intelligence into their processes without needing deep technical expertise. AI Builder helps automate document processing by extracting key information from forms, invoices and other documents using prebuilt and customizable AI models.
- Copilot: Copilot integrates advanced AI (powered by OpenAI) into Microsoft 365 applications, such as Word, Excel and PowerPoint. It acts as an AI assistant, capable of generating insights, summarizing documents and automating repetitive tasks. Copilot allows users to interact with documents and data using natural language, making it a useful tool for improving productivity in document-heavy workflows.
Form Processing with SharePoint Premium: A Robust Document Management and Processing Platform
SharePoint Premium enhances the core features of SharePoint, providing organizations with more sophisticated tools for managing documents and automating workflows. It is particularly useful for businesses that need robust document storage and collaboration features alongside advanced AI-driven document processing.
Key Features of SharePoint Premium
- Document Management and Workflow Automation: SharePoint Premium allows businesses to store documents securely, maintain version histories and manage permissions for sensitive forms like HR documents and invoices. It integrates with Power Automate, which can trigger workflows such as approval processes or data extraction when a document is uploaded or modified.
- Document Processing with AI: SharePoint Premium offers integration with AI capabilities like Microsoft Syntex, which automates form processing using prebuilt AI models. These models can recognize and extract data from documents like invoices and HR forms, reducing the manual effort required to handle large volumes of paperwork.
- Compliance and Security: With SharePoint Premium, businesses benefit from Microsoft’s strong security and compliance features, ensuring that sensitive documents are protected in accordance with industry regulations. This is especially important for businesses in sectors like finance and healthcare, where data security is critical.
- Integration with Microsoft 365: SharePoint Premium integrates smoothly with other Microsoft tools such as Teams, OneDrive and Outlook, facilitating easy collaboration and document sharing across teams and departments.
Pricing of SharePoint Premium
SharePoint Premium follows a pay-as-you-go (PAYG) pricing model for document processing. This means businesses incur charges based on the number of pages processed.
- Per-Page Pricing: SharePoint Premium charges $0.01 per page for document processing, including prebuilt models for forms like invoices. This cost applies to each page of a document, whether it’s being processed for the first time or being updated.
- Promotional Free Allocations: Microsoft offers free monthly allocations for certain SharePoint Premium features, including document processing. For instance, organizations receive 100 pages of free processing per month for unstructured document processing. Once these free tiers are exceeded, charges are applied based on usage.
For example, if a 10-page invoice is processed, SharePoint Premium would charge $0.10 for that document.
AI Builder: Automating Document Processing with AI
AI Builder is a powerful tool designed to bring artificial intelligence to business processes. It allows organizations to build and deploy AI models for various tasks, including document processing, without needing specialized technical skills. AI Builder is particularly well-suited for businesses looking to automate the extraction of data from forms and documents.
Key Features of AI Builder
- Document Processing: AI Builder’s Form Processing model can automatically extract key data from documents such as invoices, contracts and HR forms. It uses AI to recognize and extract fields like dates, amounts, names and other important information from documents.
- Low-Code Customization: AI Builder provides a low-code environment for customizing AI models to suit specific business needs. You can build custom models tailored to your organization’s document types, such as creating a model to recognize and extract data from specific HR forms or custom invoices.
- Integration with Power Automate: AI Builder integrates seamlessly with Power Automate, allowing businesses to create automated workflows that trigger actions based on data extracted from documents. For example, after AI Builder extracts data from an invoice, it can be automatically entered into an accounting system or the document can be routed for approval through a Power Automate workflow.
- AI-Powered Insights: In addition to document processing, AI Builder can analyze data and generate insights. Businesses can use it to detect trends, generate reports or identify patterns in data extracted from documents.
Pricing of AI Builder
AI Builder uses a pay-per-transaction pricing model, with charges based on the number of AI model runs. The pricing varies depending on the specific model and the amount of data processed.
- Per-Document Pricing: AI Builder’s pricing starts at approximately $0.0015 per document for form processing, which is considerably cheaper than SharePoint Premium’s per-page charge.
- Transaction Bundles: Pricing is typically structured in tiers, such as 1,000 document transactions for $1.50. This model makes AI Builder very cost-effective, particularly for businesses that need to process large volumes of documents.
For example, if a business processes 1,000 invoices, the cost would be approximately $1.50, which is significantly more affordable than the $10 SharePoint Premium would charge for processing the same number of 10-page invoices.
AI Solutions That Deliver Results
Explore withum.ai, your resource for AI implementation and production-ready solutions. Find expert insights and practical guidance to move your business from ideas to impact.
Copilot: AI-Powered Productivity within Microsoft 365
Copilot, powered by AI and integrated across Microsoft 365 applications such as Word, Excel and PowerPoint, is designed to enhance user productivity and automate repetitive tasks. While Copilot is often thought of as a tool for creating, editing and summarizing documents, its capabilities go beyond these basic tasks. One of its increasingly useful functions is assisting with form processing, especially in the context of extracting and managing data from forms within Microsoft 365 applications.
Key Features of Copilot
- Natural Language Processing (NLP) for Form Extraction: Copilot uses natural language processing (NLP) to facilitate interactions between users and documents, allowing users to work with forms in a more intuitive manner. For form processing, Copilot enables users to extract key data from forms, such as invoices, purchase orders and HR-related documents, without needing to manually comb through the document.
- For example, if a user is working with a contract template or an invoice form in Word or Excel, they can simply ask Copilot to extract specific fields, such as the invoice number, date, total amount and company name. Copilot can quickly identify these elements and extract them for use in further processes, reducing the need for manual data entry.
- Form Data Extraction in Excel: Copilot’s integration with Excel is especially valuable for businesses that process forms involving financial data or structured tables. When users import form data into Excel (e.g., from an invoice), Copilot can help automatically map fields to the appropriate columns, such as date, amount and customer name, and even suggest formulas or pivot tables to analyze the data.
- This is particularly useful for financial departments or those involved in accounts payable/receivable. For example, Copilot can quickly extract transaction details from an invoice, populate the correct cells in a spreadsheet and even suggest data analysis or reporting structures based on the extracted information.
- Assistive Form Processing in Word: In Word, Copilot’s capabilities for form processing go beyond simple text generation. Users can rely on Copilot to automatically fill out sections of forms based on information extracted from other parts of the document or external data sources. This includes pulling personal details, dates and approval information to complete HR documents, contract forms or other business paperwork.
- For instance, if a company frequently deals with HR forms such as employee onboarding documents or leave requests, Copilot can extract the necessary information from previously filled-out documents and automatically populate new forms. Copilot also allows users to ask simple questions like, “Show me all forms where the employee status is active” or “Fill out the HR form with today’s date and department details,” streamlining the process.
- Automated Data Organization: For more complex form data, Copilot’s AI can help organize and categorize the extracted information. If you’re processing multiple invoices or contracts that require consistent field extraction, Copilot can assist by organizing and structuring the data into a more usable format.
- For instance, if a business needs to process a large number of invoices for purchase orders, Copilot can extract critical details such as vendor names, purchase order numbers and payment terms, then automatically input these into a table or database for easy reference. This automation can significantly reduce manual errors and save time for employees who would otherwise be manually entering data.
- Data Integration and Workflow Automation: Once form data is extracted, Copilot can integrate seamlessly with other Microsoft 365 applications like Teams and Power Automate to trigger workflows. For instance, after extracting data from an invoice, Copilot can help initiate a workflow in Power Automate to send the data to the accounting system or trigger an approval process.
- Imagine an invoice processing scenario where Copilot extracts key details from an invoice (like vendor, amount, and date) and then uses Power Automate to route the invoice to the right department for approval, all while tracking the progress. This integration enhances the workflow by reducing manual entry, improving accuracy and accelerating processing time.
Head-to-Head Comparison: SharePoint Premium, AI Builder and Copilot
Now that we’ve explored the features and pricing of SharePoint Premium, AI Builder and Copilot, let’s compare these tools in terms of their costs and suitability for form processing.
| Feature | SharePoint Premium | AI Builder | Copilot |
|---|---|---|---|
| Primary Functionality | Document management, workflow automation | Document processing, AI model building | AI-powered productivity and automation, including form data extraction |
| Ease of Use | Easy for document management and collaboration; integration required for form processing | Low-code; requires setup for document processing | Intuitive interface; integrates naturally with Microsoft 365 apps for forms |
| AI Capabilities | Limited AI; requires integration with AI Builder | Strong AI for document recognition and processing | AI-powered form extraction, data analysis and workflow automation |
Form Data Extraction
- Requires integration with Microsoft Syntex or AI Builder for document processing
- Customizable document processing for forms
- Extracts fields and auto-fills data directly in Word and Excel using NLP
Pricing
- $0.01 per page for processing; free tiers for limited use
- $0.0015 per document; transaction-based
- Premium feature within Microsoft 365 subscriptions
Which Tool Should You Choose?
- For robust document storage and workflow automation, SharePoint Premium is ideal for managing large volumes of documents. This is especially true in collaboration-heavy environments, though it’s more expensive for form processing, especially when processing long documents.
- For affordable, scalable document processing, AI Builder offers the most cost-effective solution for businesses with high-volume form processing needs, offering per-document pricing at a significantly lower cost than SharePoint Premium.
- For integrating AI into everyday productivity tasks, including form data extraction, Copilot stands out, especially for businesses already using Microsoft 365. Its ease of use, natural language interactions and ability to automate form data extraction within familiar applications like Word and Excel make it an excellent choice for teams seeking enhanced productivity without needing to build custom models.
We hope this comprehensive comparison of SharePoint Premium vs. AI Builder vs. Microsoft Copilot will guide your decision-making process in selecting the right Microsoft tool for form processing based on your specific business needs. If you need more specifics, please reach out and we can dig down and see what makes the most sense for your goals.