Power BI is one of the most powerful business intelligence (BI) tools in the industry. Learn why we think Power BI is the perfect data analytics tool for businesses in a past blog. However, selecting the right license can be confusing.
Choosing the right Power BI license determines who can access reports, what they can do with them, and whether they can collaborate with others. To decide, you must wade through the Microsoft jargon, complex capacity models, and confusing pricing.
The good news? We have already done the hard work for you.
As business intelligence consultants, we help businesses navigate the Microsoft Power BI licensing maze. We can guide you to the right version so you only pay for what you need and not for features you will not use. Our BI consultants have decades of experience and guide companies of all sizes to the best data solutions.
This guide will simplify your decision-making process, so you know exactly what to buy and why.
Power BI is a powerful data analytics and visualization tool. It allows businesses to transform raw data into actionable insights to make data-driven decisions. However, not all Power BI users need the same level of access.
Your Power BI license determines what you can do with the tool, how you share data, and what security and AI features you can access. With a Power BI license, you can:
Create Interactive Dashboards and Reports: Users can connect to multiple sources of data and create custom reports, and design dashboards with easy-to-understand charts, graphs, and KPIs.
Share Insights Across Your Organization: With the right license, it facilitates team collaboration. They can securely share reports with colleagues, executives, or external partners.
Secure Data with Role-Based Permissions: Advanced security features allow businesses to control who can see, edit, or share reports.
Use AI-Powered Analytics for Deeper Insights: The AI-driven features help users spot trends, forecast outcomes, and generate insights automatically.
Microsoft offers three main types of Power BI licenses. Here is what they include and who they are best for:
What You Get:
Limitations:
Who Should Use It?
Cost: $0
What You Get:
Limitations:
Who Should Use It?
Cost: $10/user/month
What You Get:
Limitations:
Who Should Use It?
Cost: $20/user/month
What You Get:
Limitations:
Who Should Use It?
Cost: Starting at P1 ($4,995/month)
Important Note: Microsoft Fabric Capacity is the newest Power BI license. If you are currently using Power BI Premium, you will need to switch to Fabric at renewal. Power BI Pro and Premium Per User will remain available. Read more about the transition and timeline here.
If your business has many users who only need to view reports, you might not need individual licenses. Consider Power BI Embedded. This license is best for businesses that have hundreds of report viewers but only a few report creators.
What You Get:
Limitations:
Who Should Use It?
Cost: Starts at $735/month
Here is a simplified decision tree to guide you:
Microsoft licensing is overwhelming, but you do not have to figure it out alone. The team at 425 Consulting Group is more than just consultants. We are BI experts with decades of experience helping businesses build data-driven strategies. From tool selection to Power BI licensing to implementation, we ensure your Business Intelligence investments drive genuine business value.
Tell us about your Business! We can guide you to the best solution for your business needs.
Note: You can find additional resources in our The Ultimate Guide to Business Intelligence or on our blog. If you are still exploring your BI tool options, check out these expert insights before choosing Power BI or Fabric:
Navigating BI Tools: Find the Perfect Fit for Your Data Analysis Needs
Why Power BI is the Perfect Data Analytics Tool
Kenny leverages the power of Microsoft Power BI and Power Apps to transform businesses for growth. He converts complex data into actionable insights by creating visually appealing reports that uncover hidden trends and drive informed decision-making.
Visit our Business Intelligence page to learn more about how BI can empower your business. Our experienced team of BI consultants is available to discuss your specific needs - contact us directly.
