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Your tech partner
Choosing the right Power Apps licence can be complex. BCN’s Microsoft-certified specialists simplify Power Apps licensing for your business, ensuring every user and environment is cost-effective, compliant, and secure. We help you maximise Microsoft investment and empower your teams to innovate confidently with the platform.
TRANSFORM DATA INTO INSIGHT
Power Apps are part of Microsoft’s low-code development platform that enables businesses to build custom applications without extensive coding knowledge. It empowers teams to create tailored solutions for specific business challenges, from simple data collection forms to complex workflow automation tools. With Power Apps, organisations can digitise manual processes, connect disparate data sources, and deploy mobile-ready applications quickly. The platform integrates seamlessly with Microsoft 365, helping businesses transform how they work and accelerate digital innovation across departments.
LICENSING OPTIONS
Microsoft Power Apps offers three main licensing models: Per App, Per User, and Pay-as-you-go. These are designed to match different business needs and budgets. The best option depends on how your organisation uses Power Apps: how many users need access, how often they’ll engage, and whether solutions are built for internal teams or external users.
BCN helps you select and configure the most cost-effective Power Apps licensing mix for your organisation. Many businesses benefit from combining licence types across departments, while others prefer a single, simplified approach for easier management and budgeting.
The Power Apps Per App licence gives a specific user access to one Power App or portal built with premium connectors such as Dataverse or SQL. It’s ideal for users that need access to a1 to 3 specialised apps for defined business functions, like HR onboarding or field service. Each user requires a separate licence for every premium app they access. For example, two users needing two apps each would need four licences in total. This model keeps costs low and predictable while giving users full access to premium features and connectors. Best for: Organisations deploying specific Power Apps to defined user groups or customer-facing scenarios.
The Power Apps Per User licence gives individuals unlimited access to create and run any number of apps within your organisation. It’s ideal for businesses that use multiple Power Apps across teams or encourage citizen development. This model simplifies management, there’s no need to assign separate licences for each app and it promotes innovation by removing usage limits. For frequent Power Apps users, the Per User licence offers the best value and flexibility to explore and develop new solutions as business needs evolve. Best for: Organisations with active Power Apps users or those driving company-wide low-code adoption.
Power Apps Pay-as-you-go licensing uses consumption-based pricing through Azure, meaning you only pay for actual Power Apps usage. It’s ideal for organisations with variable demand, seasonal projects, or teams testing new apps before full deployment. This model removes upfront licence commitments and scales automatically with usage, offering maximum flexibility for pilot projects or external user scenarios. BCN helps you monitor usage and optimise costs through Azure, ensuring your Power Apps Licensing remains predictable and efficient. Best for: Businesses trialling Power Apps Licensing or managing fluctuating user activity.
Our two-day Power Apps Discovery Workshops provide a hands-on introduction to the Power Platform, showing you exactly how it can transform your operations.
BCN experts will collaborate with you to pinpoint areas where Power Platform can be used to automate processes and, with your guidance, will develop an automation for a task delivering real, tangible ROI.
Discovery Workshop outcomes:
Use Cases Per License Type
Understanding which Power Apps licence best serves your organisation requires examining real-world applications across different business scenarios. Each licensing model addresses specific operational needs, user patterns, and organisational structures. From controlled single-app deployments to enterprise-wide innovation programmes, selecting the appropriate licence ensures optimal functionality whilst maintaining cost efficiency for your business.
Per App licensing excels in scenarios where specific user groups need dedicated applications. Manufacturing firms use it for shop floor quality control apps accessed by production staff. Retail organisations deploy inventory management solutions to store managers. Healthcare providers implement patient check-in applications for reception teams. This model suits organisations with clearly defined user groups, predictable application requirements, and controlled deployment strategies. It works particularly well for small to medium-sized businesses rolling out targeted solutions to departments or external partners requiring limited application access without broad platform privileges.
Per User licensing benefits organisations fostering innovation and citizen development across teams. Professional services firms enable consultants to build client-specific tools. Financial services companies empower analysts to create reporting applications. Marketing departments develop campaign management solutions. This licence suits medium to large organisations encouraging widespread Power Apps adoption, businesses with users regularly accessing multiple applications, and environments prioritising agility over cost predictability. It proves ideal for organisations where employees span multiple departments, require diverse application access, and contribute to ongoing digital transformation initiatives.
Pay-as-you-go licensing serves organisations with variable or unpredictable usage patterns. Event management companies use it for seasonal booking applications. Consultancies deploy client-facing tools with fluctuating demand. Startups test proof-of-concept solutions before full investment. This model suits businesses with external user bases, pilot projects requiring flexibility, and organisations wanting to minimise upfront commitments. It works well for companies experiencing rapid growth, those requiring elastic scaling capabilities, and businesses preferring operational expenditure over fixed subscription costs for application development and deployment.
Discover How Power Apps Gives Your firm A Competitive Advantage
Power Apps offer a range of benefits for businesses and organisations. If you want customised solutions that meet your needs that are rapidly delivered and work seamlessly for your teams, Microsoft Power Apps are the answer.
Power Apps automates your critical processes, eliminating bottlenecks and reducing errors, allowing your teams to focus on high-value work.
As a low-code platform, Power Apps enables rapid application development. Solutions that might have taken months are deployed in days or even hours.
Create apps that work seamlessly across multiple devices; mobile, tablet, or desktop, allowing your teams to stay productive wherever they are.
Leverage your existing Microsoft Business license and avoid extra licensing costs. Power Apps is scalable, robust, and designed to grow with your business.
Power Apps delivers a clean visual interface, making it easy for your users to adopt and engage with custom apps that simplify their workflows.
Governance & Cost Control
Deploying Power Apps within your organisation requires more than selecting the right licence. It demands robust governance and clear cost control to prevent sprawl, manage security, and maintain budget predictability. Without proper governance, organisations face uncontrolled app proliferation, security vulnerabilities, and spiralling costs from inappropriate licence assignments. Shadow IT emerges when teams build outside approved frameworks. Data governance suffers when developers connect sensitive information without proper controls. Licence management becomes chaotic when users receive permissions they don’t need.
BCN specialises in Power Platform governance frameworks that balance innovation with control. Our licensing assessments identify cost optimisation opportunities, eliminate waste, and ensure you’re paying only for capabilities you genuinely need. From initial deployment through ongoing management, BCN provides the expertise essential for successful Power Apps adoption
FAQs
Our specialists break down the most common questions about Power Apps licensing and how it works. Have a different query? We’re ready to support you.
Power Apps uses low-code development, enabling faster application creation without extensive programming knowledge. Traditional development requires skilled developers and longer timelines. Power Apps empowers business users to build solutions themselves whilst maintaining professional standards. It integrates natively with Microsoft services, reducing integration complexity and accelerating deployment compared to custom-coded alternatives.
Microsoft 365 subscriptions include limited Power Apps capabilities for personal productivity scenarios. Users can create basic apps and access standard connectors. However, premium features require standalone Power Apps licensing. Premium connectors, increased API limits, and advanced functionality need either Per App or Per User licences to unlock full platform capabilities.
Power Apps are designed for Internal Business Processes so are not natively accessible to external users. To give access to external users you first need to invite them into your tenant as guests. If they have an appropriate licence from their tenant/organisation, they can use your application without problem. If they don’t, you need to provide them with one. In these cases, and depending on frequency of use, pay-as-you-go may offer more flexible external user access, charging based on consumption rather than per-user assignments.
If you need a public facing Power App experience, Power Pages is another type of Power App which provides a web portal user interface with running costs being dependent on the number of unique visitors to the web portal each month. These are the least common type of Power App and often the most expensive to host.
The right licence depends on user numbers, application requirements, and usage patterns. Small deployments with specific user groups benefit from Per App licensing. Organisations encouraging widespread innovation suit Per User models. Variable usage patterns work well with Pay-as-you-go. BCN provides free licensing assessments to help you select the most cost-effective option.
Why BCN?
BCN brings deep Microsoft expertise to Power Apps implementations, ensuring organisations maximise their low-code development investment. As a Microsoft Partner, we maintain the highest certification levels across the Power Platform ecosystem, providing clients with proven technical competency and strategic guidance.
Our comprehensive approach encompasses licensing assessment, governance framework design, citizen developer enablement, and ongoing support services. We understand the complexities of Power Apps deployment within existing IT environments and deliver solutions that integrate seamlessly with current business processes whilst maintaining security and compliance standards.
Our team combines technical excellence with practical business understanding, helping organisations navigate licensing decisions whilst aligning Power Apps capabilities with strategic objectives. We’ve helped businesses across sectors establish sustainable governance models that encourage innovation without compromising control.
Our growing team has industry-recognised accreditations and expertise from our leading in-house academy. We’re always one-step ahead, providing our staff with the latest training and support.
We’re proud of this statistic. The partnerships we create are built for the long term, designed to help you harness technology to achieve your business objectives.
We are the ongoing partners with over 1600 businesses across the UK and abroad, trusted to deliver leading IT support and digital transformation solutions for all aspects of their operations.
Could your organisation reduce costs and unlock more value by optimising Power Apps licences? Our free licensing assessment helps you select the most cost-effective licence mix for your needs.
