Proton Business Suite Review (2026): The Real Cost of Switching from Google Workspace
Detailed 2026 review of Proton Business Suite. We test Proton Sheets, Lumo AI, and Docs. What does switching from Google Workspace actually involve? SOC 2 Type II certified. $12.99/user/month.
Key Takeaway
Proton Business Suite is now a viable Google Workspace alternative for privacy-focused organizations. The December 2025 release of Proton Sheets addressed the most significant feature gap, and the suite's SOC 2 Type II certification makes it suitable for regulated industries. At $12.99/user/month (annual billing), it includes email, calendar, Docs, Sheets, 1TB storage, VPN, and password management—all under Swiss privacy protections.
Current limitations: No presentation software (Slides roadmap targets late 2026), no native Linux GUI for Drive, and limited offline editing capabilities for Docs/Sheets compared to Google.
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Is Proton Business Suite a Real Google Workspace Alternative?
For regulated and privacy-conscious sectors, absolutely. For marketing agencies that need extensive integrations? Maybe not yet.
Following the December 2025 release of Proton Sheets, Proton Business Suite now covers the core productivity needs of most businesses: email, documents, spreadsheets, calendar, and cloud storage. The suite's SOC 2 Type II certification and Swiss legal framework make it particularly well-suited for organizations in regulated industries like healthcare, legal, and finance.
That said, Google Workspace remains the stronger choice for teams requiring extensive third-party integrations, advanced spreadsheet functionality, or robust offline capabilities. Proton is a practical alternative for the right use case, not a feature-for-feature replacement.
| Aspect | Details |
|---|---|
| Rating | 4.5/5 |
| Best For | Privacy-conscious organizations, regulated industries (HIPAA, GDPR), remote teams |
| Price | $12.99/user/month (annual) or $14.99/month |
| Storage | 1 TB per user |
| Key Strength | End-to-end encryption with SOC 2 Type II and ISO 27001 certifications |
| Main Limitation | Limited offline editing; no presentation software; no native Linux GUI for Drive |
What's New in Proton Sheets?
Released December 2025. Closes the critical spreadsheet gap, though power users will still miss macros.
Introducing Proton Sheets - Encrypted Spreadsheets
Proton Sheets supports:
- .xlsx import/export: Files transfer smoothly between Excel, Google Sheets, and Proton
- Real-time collaboration: Multiple users can edit simultaneously with encryption maintained
- Standard formulas: SUM, VLOOKUP, XLOOKUP, and most financial and logical functions work as expected
For typical business use—budgets, tracking, basic analysis—Proton Sheets is capable. Users who rely on pivot tables, complex macros, or Apps Script should continue using Excel or Google Sheets; these advanced features are still in development.
Mobile & Offline Limitations
The Proton Sheets mobile app supports viewing and basic editing, but complex formatting and advanced formulas require the web interface. Offline editing for both Docs and Sheets is currently limited compared to Google's mature offline mode—plan to have internet access when working in Proton.
How Does Proton Lumo AI Work?
Your data is never used for training. Instead of learning from your files, Lumo runs locally or in an encrypted enclave to summarize your PDF contracts.
Unlike Gemini or ChatGPT, Proton Lumo processes queries using a zero-access architecture. Proton cannot see your prompts or the AI's responses, and your data is never used to train external models.
Key capabilities:
- Local or blind processing: Queries are handled locally or through encrypted infrastructure
- Proton Projects (Lumo 1.3): Create encrypted "context vaults" where Lumo can analyze a collection of documents—useful for summarizing contracts, legal briefs, or research materials
- Web Search toggle: Choose to let Lumo search the web (proxied) for fresh information, or keep it strictly "blind" for analyzing internal sensitive documents
- Document and spreadsheet assistance: Ask questions about files stored in Proton Drive
Why Lumo Matters for Search
Because Proton encrypts file contents, the standard Drive search bar mostly scans filenames—not the text inside documents. If you're used to Google's "search inside PDF" capability, this is a significant adjustment. Lumo's Context Vaults help bridge this gap by indexing and "reading" content that standard search can't access.
Lumo Access Levels
The Business Suite includes standard Lumo access. For unlimited queries and priority processing, Lumo Plus is available through Enterprise plans. Contact Proton sales for current limits on the standard tier.
How Proton's privacy services work together
Proton vs Google Workspace: Feature Comparison
| Feature | Proton Business Suite | Google Workspace Business |
|---|---|---|
| Proton Mail (end-to-end encrypted) | Gmail (encrypted at rest/transit) | |
| Documents | Proton Docs | Google Docs |
| Spreadsheets | Proton Sheets (basic-to-moderate use) | Google Sheets (advanced features) |
| Presentations | Not available (Roadmap targets late 2026) | Google Slides |
| Storage | 1 TB per user | 2 TB per user |
| VPN | Proton VPN included | Not included |
| Password Manager | Proton Pass included | Not included |
| AI Assistant | Lumo (zero-access) | Gemini (data may be used for training) |
| Encryption | End-to-end (zero-knowledge) | At rest / in transit |
| Collaboration Latency | Slight delay (encryption overhead) | Near-instant |
| Offline Editing | Limited | Robust |
| File Content Search | Filenames only (use Lumo for content) | Full-text search |
| Price | $12.99/user/month (annual) | $12.00/user/month |
What Does Proton Business Suite Actually Cost?
$12.99/user/month with annual billing. Month-to-month is $14.99.
| Plan | Annual Rate | Monthly Rate | Includes |
|---|---|---|---|
| Mail Essentials | $6.99/mo | $7.99/mo | Email, Calendar, Scribe AI, 15 GB storage |
| Mail Professional | $9.99/mo | $11.99/mo | + IMAP/SMTP, 50 GB storage, custom branding |
| Business Suite | $12.99/mo | $14.99/mo | All services, 1 TB storage, Lumo AI |
| Enterprise | Custom | Custom | Dedicated support, BAA, custom infrastructure |
The Business Suite price includes Proton VPN (typically ~$8/month standalone) and Proton Pass (typically ~$4/month), which offsets the cost relative to purchasing these services separately.
Smaller Teams & Partnerships
For two-person teams or partnerships, the "Proton Duo" plan is no longer widely available. We recommend:
- For Simple Partnerships: The Proton Family plan offers 3TB of storage and is often cheaper for 2-6 users, provided you don't need HIPAA compliance (BAA).
- For Regulated Business: If you need administrative controls or a BAA, you must purchase two seats of the Business Starter or Business Suite plan.
Is Proton Business Suite HIPAA Compliant?
Yes, and Proton provides a Business Associate Agreement (BAA).
Proton Business Suite meets HIPAA requirements and is SOC 2 Type II certified. Key points for healthcare organizations:
- BAA available: Proton offers a Business Associate Agreement for Business and Enterprise customers
- Encryption by default: Unlike platforms where misconfiguration can expose data, Proton encrypts everything—employees cannot accidentally make a file publicly accessible without admin override
- Swiss jurisdiction: Data requests must go through Swiss courts, which apply strict privacy standards
For organizations in healthcare, finance, or legal sectors, this architecture simplifies compliance. For a deeper look at security tools, see our NIST CSF 2.0 cybersecurity tools guide.
Migration: What Should You Expect?
Email migrates quickly. Large Drive transfers take longer.
Proton's Easy Switch tool handles email, calendar, and contact imports efficiently. Migrating large file libraries is slower due to encryption overhead:
| Data Type | Typical Timeline |
|---|---|
| Email, calendar, contacts | 1-2 weeks |
| Drive (under 500 GB) | 2-3 weeks |
| Drive (500 GB - 1 TB) | 3-4 weeks |
| Drive (over 1 TB) | 4-6 weeks (consider phased migration) |
The Search Adjustment
Because Proton encrypts file contents, the standard search bar mostly scans filenames. If your team relies on searching inside documents, you'll need to use Lumo's Context Vaults to "read" and find specific clauses inside your encrypted files. This is a workflow change that requires planning.
For organizations with 50+ users or large file libraries, professional migration support can reduce disruption. We offer email migration services and can help plan the transition.
Core Services Overview
Proton Mail
End-to-end encrypted email with 20 addresses per user and support for 15 custom domains. Features include:
- Proton Scribe AI: Email composition assistant for drafting and refining messages
- Password-protected and self-destructing emails
- IMAP/SMTP via Proton Bridge for use with Outlook, Thunderbird, or Apple Mail
Proton Calendar
Encrypted scheduling with availability sharing and team coordination. All event data remains encrypted.
Proton Drive
1 TB of encrypted cloud storage per user, with Docs for word processing and Sheets for spreadsheets. Includes 365-day version history. For comparisons with other encrypted storage options, see Tresorit vs Proton Drive.
Proton VPN
Business VPN with 10 connections per user across 85+ countries. Secure Core servers route traffic through privacy-friendly jurisdictions. For context on business VPN needs, see our business VPN vs consumer VPN guide.
Proton Pass
End-to-end encrypted password manager with 50 vaults per user, built-in 2FA authenticator, and secure team sharing. For a detailed review, see our Proton Pass Business review.
Does Proton Work on Linux?
VPN: yes. Drive: not fully.
- Proton VPN: Native Linux application available
- Proton Drive: No native GUI. Linux users rely on CLI/SDK tools, which require technical expertise
This is a notable gap for development teams and technical organizations—often Proton's target audience. Full Linux desktop support for Drive remains in development.
Who Should Use Proton Business Suite?
Good Fit
- Regulated industries: Healthcare, legal, and finance organizations benefit from encryption-by-default and BAA availability
- Privacy-focused businesses: Organizations handling sensitive client data or intellectual property
- Remote teams: Integrated VPN and password management simplify security across distributed workforces
- Organizations reducing Big Tech reliance: Teams preferring privacy-first, non-advertising business models
Consider Alternatives If
- You need deep third-party integrations: Salesforce, HubSpot, and similar tools integrate more smoothly with Google Workspace
- You rely on advanced spreadsheet features: Pivot tables, macros, and Apps Script require Excel or Google Sheets
- Presentations are core to your workflow: Until Proton Slides launches (expected late 2026), Google or Microsoft options remain necessary
- Your team is Linux-first: The lack of a native Drive GUI may be a dealbreaker
- You need robust offline access: Google's offline mode is significantly more mature
- You rely on full-text document search: Proton's standard search only covers filenames
Final Assessment
Rating: 4.5/5
Proton Business Suite has matured into a practical productivity platform for organizations that prioritize data privacy. The addition of Proton Sheets and Lumo AI in 2025 addressed the most significant gaps, and the $12.99/user/month pricing is competitive when you account for the included VPN and password manager.
It's not a complete Google Workspace replacement—third-party integrations are limited, offline editing is basic, full-text search requires Lumo, and presentation software isn't available yet. But for businesses where end-to-end encryption is a requirement rather than a preference, Proton now delivers a coherent, capable alternative.
The bottom line: Proton isn't a "Google killer"—it's a compliance solution for teams that need privacy guarantees Google can't provide.
Ready to Evaluate Proton?
Frequently Asked Questions
What is the difference between Proton Scribe and Proton Lumo?
Proton Scribe is the AI assistant within Proton Mail, designed for email composition. Proton Lumo is the general-purpose AI that works across the suite—analyzing documents, answering questions, and assisting with spreadsheets. Both use zero-access architecture.
Is Proton compliance-ready for HIPAA?
Yes. Proton Business Suite is SOC 2 Type II certified and offers a Business Associate Agreement. Its encryption-by-default architecture reduces the risk of accidental data exposure.
How long does migration from Google Workspace take?
Email and calendar migration typically completes in 1-2 weeks. Drive migration for large file sets (500 GB+) takes 3-4 weeks due to encryption processing.
Does Proton have a desktop app for Linux?
Proton VPN has a native Linux app. Proton Drive does not—Linux users must use CLI/SDK tools.
Can I search inside documents on Proton Drive?
Standard search only scans filenames due to encryption. To search inside document contents, use Lumo's Context Vaults feature to index and query your files.
Is there a presentation tool?
Not yet. Proton Slides is expected late 2026.
How does offline editing work?
Proton Docs and Sheets have limited offline capabilities compared to Google Workspace. Plan to have internet access when working in Proton's office tools.
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