Last week, I had a conversation that stopped me dead in my tracks.
It wasn’t with a frustrated tech lead. Not even a startup founder venting on LinkedIn. It was with the COO of a rapidly growing e-commerce company. And what he said hit harder than a server outage on Black Friday:
“We’re drowning in Slack channels. We have 30+ integrations, but everything still feels chaotic. The team is frustrated. Conversations get buried. Notifications are out of control. We need a better solution – but I have no idea what that looks like.”
Let that sink in for a second.
This isn’t some small team hacking things together in a Google Chat thread.
This is a company doing $20M+ in annual revenue, and their internal communication?
A mess. And they’re not alone.
Over the past year, we’ve had nearly identical conversations with agencies, fast-scaling startups, and enterprise teams.
They all want the same thing:
- A centralized group chat app that keeps their teams aligned.
- A team communication app that integrates seamlessly with their workflows.
- A team messaging app that enhances productivity instead of adding more chaos.
But here’s the issue: no off-the-shelf solution seems to do it all.
The best group chat apps: top 5 compared
If you’re looking for the best team communication app for your business, you’ve probably come across dozens of options. But not all team messaging apps are created equal.
Some excel at enterprise security, others thrive in fast-paced startup environments, and a few are best suited for gaming and community chats.
To help you make the right choice, we’ve broken down the top five group chat apps, their best use cases, and what makes them stand out.
1. Microsoft Teams – best for large enterprises
Microsoft Teams is a powerful team chat software built primarily for businesses already using Microsoft 365. It’s a comprehensive communication hub that combines chat, video conferencing, file sharing, and deep Office 365 integrations.
Advantages:
- Enterprise-grade security: end-to-end encryption, compliance-ready, and extensive admin controls
- Seamless Microsoft 365 integration: Works natively with Outlook, SharePoint, OneDrive, and Excel.
- Scalability: handles small teams to multinational corporations effortlessly.
- Advanced collaboration features: Includes shared documents, threaded conversations, and built-in meeting scheduling.
- Customizable workflows: can be extended with Microsoft Power Automate and third-party apps.
Best for:
- Large corporations, enterprises, and teams already using Microsoft Office 365.
- Businesses that prioritize security, compliance, and robust admin controls.
- Companies needing a single platform for chat, file sharing, and video meetings.
Potential downsides:
- Complex UI with a steep learning curve.
- Can feel slow and bloated for small teams.
- Requires Microsoft 365 subscription for full functionality.
2. Slack – best for startups & fast-paced teams
Slack is widely regarded as the best group chat app for startups, remote teams, and agencies. It’s known for its clean interface, powerful integrations, and automation capabilities.
Advantages:
- Intuitive & easy to use: clean UI with a focus on efficiency.
- Extensive integrations: over 2,400 third-party integrations, including Trello, Asana, Google Drive, and Zapier.
- Customizable notifications: fine-tune alerts to avoid message overload.
- Slack Connect: allows external collaboration with clients, vendors, and partners.
- Automated workflows: set up bots and scripts for repetitive tasks.
Best for:
- Startups, agencies, and remote teams that need flexibility and automation.
- Businesses looking for an intuitive, lightweight, and powerful team messaging app.
- Companies that rely heavily on third-party integrations and automation.
Potential downsides:
- The free version limits message history and integrations.
- Pricing can scale quickly for large teams.
- Over-reliance on channels can lead to notification fatigue.
3. Discord – best for voice communication & community building
Originally built for gaming, Discord has become a popular team chat app for startups, developers, and online communities. It offers high-quality voice chat, unlimited message history, and seamless real-time collaboration.
Discord mobile and desktop screens. Source.
Advantages:
- Crystal-clear voice & video chat: low-latency, high-quality voice channels.
- No message limits: unlike Slack and Microsoft Teams, all messages are stored indefinitely.
- Customizable servers & channels: organize conversations efficiently.
- Screen sharing & live- streaming: great for remote collaboration.
- Free to use: most features are available for free, with Nitro upgrades for enhancements.
Best for:
- Gaming teams, developer communities, and informal teams that rely on voice communication.
- Startups and remote teams looking for a free group communication app with unlimited messages.
- Online communities that need customizable chat servers with role-based permissions.
Potential downsides:
- Lacks enterprise-grade security and compliance features.
- No built-in task management or structured collaboration tools.
- UI is less structured for business use compared to Slack or Microsoft Teams.
4. Google Chat – best for small teams using Google Workspace
Google Chat is a simple, lightweight team messaging app designed for teams that already use Google Workspace (formerly G Suite). It integrates seamlessly with Gmail, Google Drive, and Google Meet.
Advantages:
- Native Google integration: works seamlessly with Gmail, Docs, Sheets, and Calendar.
- Affordable & accessible: included with Google Workspace subscriptions.
- Threaded conversations & rooms: helps keep discussions organized.
- Lightweight & fast: no unnecessary bloat, making it easy to adopt.
- Good for basic collaboration: supports file sharing, chat history, and search.
Best for:
- Small businesses and teams that rely heavily on Google Workspace.
- Companies looking for a simple, no-frills group chat software.
- Organizations that don’t need advanced integrations or automation.
Potential downsides:
- Lacks customization options compared to Slack or Microsoft Teams.
- No standalone free version (requires a Google Workspace subscription).
- Basic compared to more feature-rich team chat apps.
5. Mattermost – best for secure, self-hosted team communication
Mattermost is an open-source team messaging app that offers full control over security, compliance, and customization. It’s ideal for companies that need on-premise hosting or advanced security.
Mattermost desktop screen. Source.
Advantages:
- Self-hosted & open-source: full data control with no reliance on third parties.
- Highly customizable: modify the UI, workflows, and integrations to fit your needs.
- End-to-end security & compliance: perfect for industries with strict data policies.
- Supports large teams & enterprises: scales easily without per-user pricing.
- Alternative to Slack & Teams for high-security workplaces.
Best for:
- Government agencies, healthcare, finance, and enterprises needing secure communication.
- Tech teams and DevOps that prefer open-source software.
- Companies that need full control over their messaging platform.
Potential downsides:
- Requires technical expertise for setup and maintenance.
- Not as user-friendly as Slack or Microsoft Teams.
- Hosting costs can be higher than cloud-based team chat software.
Why free group communication apps might not cut it
Many companies start out using free group communication apps like Slack’s free plan, Microsoft Teams Free, or Discord. And for a while, it works.
Until it doesn’t.
Here’s why free group communication apps often fail as businesses grow:
- Limited features: free plans often lack essential features like unlimited message history, advanced integrations, and security controls.
- Scalability issues: as your team grows, hitting user limits or functionality restrictions becomes a major pain point.
- Security & compliance risks: free plans usually lack the security measures required for handling sensitive business data.
- Lack of customization: you’re stuck working within the tool’s limitations instead of shaping it to fit your workflows.
If you’re running a small team and just need a basic team messaging app, free options can work.
But if you’re scaling fast, handling sensitive data, or managing complex workflows, you’ll likely need a more robust solution.
When off-the-shelf team chat apps fall short
If you’ve ever tried to force your team into an existing group chat software, you know the struggle:
- You need better workflows, but Slack and Teams only offer rigid integrations.
- You need real-time voice & video, but Discord isn’t secure enough.
- You need compliance & control, but Google Chat is too limited.
And before you know it, your “simple chat app” turns into a Frankenstein system of third-party add-ons, Zapier hacks, and buried messages.
That’s when teams hit a breaking point and when leaders call us.
Why a custom group chat app might be your best move
What if instead of forcing your workflows into a pre-built team chat software… you built a group chat app that actually works for you?
A custom-built team messaging app can offer:
- Perfect fit for your business: custom workflows, role-based permissions, automation, and integrations designed for you.
- Scalability & cost savings: no per-user pricing. No paying for features you don’t need.
- Better security & compliance: full control over data storage, encryption, and user access.
- Unified communication: seamless integration with your CRM, project management tools, and internal systems.
And here’s the best part: it doesn’t have to cost millions.
We’ve built custom group chat apps for businesses that:
- Allowed one of our customers to immerse its users like never before via video – more on this in our Interactive 360° video conferencing tool case study
- Replace expensive per-user subscription fees with a one-time investment
- Eliminate workflow inefficiencies
- Ensure compliance with industry regulations
How much does it cost to build a group chat app?
One of the most common questions we hear is: "How much does it cost to build a group chat app?"
The answer? It depends.
Building a custom team chat app is an investment, and the cost varies based on features, complexity, security needs, integrations, and scalability. A simple MVP (Minimum Viable Product) will cost significantly less than a fully featured, enterprise-grade group chat software.
Let’s break it down:
Basic group chat app (MVP): $25,000 – $50,000
- Simple messaging features (text chat, channels, basic notifications)
- Limited integrations
- No advanced security features
- Suitable for small teams or internal use
Mid-tier team chat app: $50,000 – $100,000
- Advanced messaging (file sharing, threading, read receipts)
- Third-party integrations (CRM, project management tools)
- Mobile & web versions
- Moderate security & user management
Enterprise-grade group chat software: $100,000 – $500,000+
- Full-featured Slack or Microsoft Teams alternative
- End-to-end encryption & advanced security (GDPR, HIPAA compliance)
- AI-powered chatbots & automation
- Scalable architecture for thousands of users
- Self-hosted or cloud-based deployment
Additional costs to consider:
- Hosting & infrastructure: cloud servers, security measures, and data storage.
- Ongoing maintenance: feature updates, bug fixes, security patches.
- Third-Party API fees: if integrating payment systems, AI chatbots, or external apps.
What Impacts the Cost of Building a Group Chat App?
- Features: more features = higher costs. Simple messaging is cheaper than AI-powered automation.
- Tech Stack: custom-built solutions cost more than off-the-shelf frameworks.
- Hosting Model: cloud-based apps are cheaper initially; self-hosted platforms require more investment.
- Security & Compliance: GDPR, HIPAA, or SOC 2 compliance can increase development time & cost.
- Team Size & Location: hiring a US-based development team is pricier than an offshore agency.
How long does it take to build a team messaging app?
Estimated Timelines:
- Basic Group Chat App: 2 – 4 months
- Mid-Tier Team Chat App: 4 – 6 months
- Enterprise-Grade Solution: 6 – 12 months+
What impacts development time?
- Feature Complexity – simple messaging apps take weeks, while AI-driven platforms can take a year.
- Security Requirements – advanced encryption and compliance add time.
- Custom Integrations – connecting with external tools (CRMs, project management) requires additional work.
- Scalability Needs – apps built for 100 users differ vastly from those handling 100,000+.
- Platform Support – web-only apps are faster; mobile (iOS + Android) adds development time.
Need a faster rollout? We can develop an MVP in 3 to 4 months to get your app up and running, then scale it over time.
What’s involved in building a group chat app?
A custom-built team messaging app involves multiple stages, from planning to deployment. Here’s what the process looks like:
Phase 1: Discovery & planning (2–4 weeks)
- Define goals, target users, and key features
- Competitive research (Slack, MS Teams, Discord alternatives)
- Decide on core technologies & infrastructure
- Estimate development cost & timeline
Phase 2: UI/UX design (4–6 weeks)
- Create wireframes & prototypes
- Design a seamless user experience
- Get feedback from stakeholders
Phase 3: Development (3–9 months, depending on complexity)
- Backend Development – Messaging infrastructure, database, and real-time chat engine
- Frontend Development – Web, mobile (iOS/Android), desktop apps
- Integration – CRM, file sharing, task management tools, etc.
- Security & Compliance – End-to-end encryption, access controls
Phase 4: Testing & QA (4–6 weeks)
- Performance Testing – Ensure chat app scales with user growth
- Security Testing – Data encryption, access control, penetration testing
- User Testing – Feedback from beta users
Phase 5: Deployment & maintenance (ongoing)
- Launch on web, iOS, Android
- Gather user feedback & roll out updates
- Ongoing support, security patches, and feature improvements
So, which group chat app is right for you?
If you’re a small team just looking for a simple group chat software, an off-the-shelf tool might work fine.
- Need enterprise security & Microsoft integration? Go with Microsoft Teams
- Want a lightweight, flexible chat for startups? Slack is your best bet
- Need free, unlimited chat history & voice? Discord is a solid choice
- Already using Google Workspace? Google Chat keeps things simple
- Need a self-hosted, secure team chat? Mattermost is the way to go
But if you’re scaling fast, dealing with complex workflows, or need more control, a custom-built group chat app will pay for itself in time saved, efficiency gained, and headaches avoided.
We can build a custom group chat app for you. Or integrate what you already have.
We’ve built custom chat apps for high-growth teams. We’ve also helped companies integrate existing tools so they actually work without the chaos.
👉 Need help choosing the best group chat app for your team?
👉 Thinking about a custom build?
Let’s talk.
Because the last thing you want is to be drowning in Slack notifications while your team struggles to keep up.
Get in touch today, and let’s build the perfect group chat solution for your business.
