Business Intelligence Software Price Comparison – Trying to understand the differences between Power BI Free vs Pro? And what is Power BI Premium? There are three different Power BI options that Microsoft offers; Power BI Free (Desktop), Power BI Pro, and Power BI Premium Per User (PPU). But which one do you need? In this blog post, we’ll look at the key features, limitations, Power BI pricing, and some scenario-based examples of the three options that will give you the best bang for your buck!
Power BI is a highly interactive software system from Microsoft that builds highly sophisticated, AI-powered data visualizations. It is a business intelligence tool that allows users and organizations to create and share data analysis and visualizations and embed them into their websites and applications in the form of dashboards and reports.
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As the name suggests, Power BI Free (also known as Power BI Desktop) allows users and organizations to use the powerful Power BI service at no cost. Users can simply download the Power BI software and start creating data visualizations and dashboards with their organization’s data.
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Power BI Free allows the user to use most of the tools that the Power BI service provides. With it, you will be able to connect data from different databases, transform data, and create dashboards and reports made of tables, charts and graphs.
For Microsoft Dynamics 365 users, Power BI unlocks features and functionality that cannot be achieved through Dynamics alone. Let’s look at a business-case scenario where Power BI Free extends the capabilities you have with Dynamics 365.
KPIs (key performance indicators) are performance measures used to track the progress of a particular activity, such as total annual sales in a company. KPIs help organizations answer business questions such as “How far ahead/behind am I on my goals?” With Power BI’s visualization tool, you can create graphs and charts that track your success progress. This might include something like total sales last year versus total sales this year.
The example below includes a KPI visual that makes it easy to see that this year, the organization is still about 19% away from achieving their last year’s total sales.
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That’s just the beginning of Power BI’s functionality, though. After creating a dynamic and aesthetic dashboard filled with insightful and interactive visuals in Power BI, you can add your custom dashboard directly to Microsoft Dynamics 365!
From here, you can view this Power BI dashboard directly from Dynamics. Although Dynamics has its own dashboard functionalities, Power BI offers a much wider variety of visualization tools.
And keep in mind that all of this is only available with the Power BI Free license! So what does the functionality look like between Power BI Free vs Pro? Let’s look at it next. If you want to share your Power BI dashboard with others on your team, or make it available to anyone inside and outside your organization, this is where other Power BI options come into play.
Power BI Free basically allows users to use 90% of its features and functionalities. One of the biggest differences you’ll notice when you look at Power BI Free vs Pro is that the Power BI Pro license really upgrades the content sharing and collaboration options with other Power BI users.
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A Power BI Pro license gives users access to view and interact with other published Power BI reports and dashboards. The bottom-line value in this is that creating data connections, transforming data, and building dashboards and reports can now be a team effort. That increased collaboration will likely save your team time — and keep everyone on the same page.
The Power BI Pro license has an important caveat; Data, dashboards, and reports can only be shared with other users who are also Power BI Pro license holders. This means that in order to unlock these sharing and collaboration capabilities, all members of your team must obtain a Power BI Pro license. The Power BI Pro license is the best license type for organizations that want sharing, viewing, and collaboration features in an internal environment.
There are many ways to share and collaborate internally with your Power BI dashboards, reports, and datasets with your team members. One of the ways users can share and collaborate with other Power BI users is by using
Provide a centralized platform where your team can access and modify Power BI reports whenever they want. All users who are part of a
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Share ownership of Power BI reports. It’s a way to create truly flexible and highly effective collaboration with team members.
Provides different roles that allow administrative users to grant different levels of permissions to different users who access and own Power BI reports, dashboards, and datasets. These roles include Administrator, Member, Contributor, and Viewer. Administrators have full access to the workspace while viewers can view/interact with objects or read datasets. For a detailed breakdown of each role’s access level, please see this official article from Microsoft. Roles can be assigned by clicking the Access tab from the selected workspace:
What if you want to share your beautiful, intuitive dashboards and reports not only with your internal members but also with external users? That’s when you need Power BI Premium.
Power BI Premium has two options; per capacity and per user. Both options have many overlapping features and functionality, however, the biggest difference is that Premium Per Capacity is the only option that allows users to share their Power BI content with any external users who do not have per-user licenses.
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Except for content sharing capabilities, both the Premium Per User and Premium Per Capacity options include all features included in the Power BI Free and Pro licenses. There are actually more options with Power BI Premium.
Both premium options have special features such as paginated reports. These are extremely useful for users, allowing them to design and format Power BI data and reports to fit perfectly into printable pages. Additionally, through a report builder, users will receive a customized physical copy with pixel-perfect layouts.
Advanced AI modeling tools are also available for premium users. These artificial intelligence tools help users with text analytics, image detection, and automated machine learning tools directly from Power BI software.
The Power BI free license for Microsoft Fabric gives users access to a wide array of features at no cost. Power BI Pro licenses add content sharing and collaboration features through Workspaces at a monthly cost of $10 per user. Power BI Premium licenses unlock the full feature set, including advanced AI insights and page reports, for $20 per user. And Power BI Premium starts at a monthly cost of $4,995 per capacity. The Premium Per Capacity requires a Power BI Pro license to publish content in the Power BI Premium capacity. However, no per-user licenses are required for content consumers.
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Depending on the size of your organization, what your business goals are, and what functionality is critical to achieving those business goals, there is a Power BI licensing plan that will meet your needs.
Power BI is an incredible tool that can help any business through the power of data analysis through visualization and customized dashboards. As the datasets for your business grow increasingly large and complex, tools that help you make sense of that data — and respond quickly — will only make the difference.
The value of Power BI is huge for sales teams, decision makers, and some of your external users. Our team wants to walk you through the many differences (including pricing and license optimization) of Power BI Free vs Pro vs Premium. Use the link below to get in touch for a free licensing consultation or a quick introductory call to talk about your Power BI questions!
Fewer manual tasks. Powerful business insights. Microsoft license customization. Targeted training for your team to use these tools the way we do them every day. Take 15-30 minutes to explore what and what Power Platform does for your team. Fill out the form to receive a free consultation and explore how we can help you and your business.
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