At a glance
| Database connectors | Broad library: SQL Server, Azure SQL, Fabric, Oracle, PostgreSQL, MySQL, Snowflake, BigQuery, Databricks and many more, plus files and SaaS apps |
| Dashboards | Interactive reports and pinned dashboards in the Power BI service |
| Reporting | Paginated reports (.rdl) with subscriptions; Power BI Report Server on premises |
| Embedding | Embed for your organisation or for your customers (app owns data) on F, A or P capacity |
| Semantic layer or modeling | Semantic models in Power Query and DAX, shareable and reachable over the XMLA endpoint |
| Deployment | Power BI Desktop on Windows; Power BI service (SaaS) in Fabric; Report Server on premises |
| Licensing | Free, Pro USD 14 and PPU USD 24 per user per month paid yearly; Fabric F SKU capacity by region |
Power BI is the default choice for organisations that run on Microsoft 365, Azure or Fabric: the per-user price is published and low, Pro is included in E5, and the connector library is broad. Plan for Windows-only desktop authoring, a real learning curve in DAX, and a licensing decision between per-user seats and Fabric capacity (F64 or larger before free-licence viewers can open content).
Overview
Power BI is Microsoft's business intelligence product and one of the workloads of Microsoft Fabric. Authors usually build a semantic model in Power BI Desktop, using Power Query to load and shape data, relationships between tables and DAX measures, then design reports on top of it and publish them to the Power BI service, where they are shared through workspaces and apps. Paginated (.rdl) reports cover print-style output.
Licensing has two axes. Per-user licences are Free (personal use in My workspace), Pro (share and collaborate) and Premium Per User (Premium features such as larger models, 48 refreshes a day and the XMLA endpoint). Capacity is bought as Fabric F SKUs through Azure; on F64 or larger, users with only a Free licence and a viewer role can view Power BI content, while on F2 to F32 every viewer still needs Pro or PPU. Power BI Report Server is the on-premises option.
Key features
- Semantic models with relationships and DAX measures, loaded with Power Query, and reusable by many reports
- Import, DirectQuery and Direct Lake (over OneLake tables in Fabric) storage modes
- Paginated reports (.rdl) designed in Power BI Report Builder for print-ready PDF, Excel and Word output
- XMLA endpoint on Premium Per User and capacity workspaces for tools such as SSMS and Excel
- Embedding for your organisation, or for your customers (app owns data) where end users need no Power BI licence
- On-premises data gateway for refreshing from databases inside your network
- Power BI Report Server for hosting Power BI and paginated reports on premises
Pros and cons
Pros
- Published, low per-user prices, and Pro is included in Microsoft 365 E5 and Office 365 E5
- Very broad connector library and close integration with Excel, Teams and Microsoft Fabric
- Free viewing for large audiences on F64 or larger capacity
- Paginated reports and an on-premises Report Server for print-style reporting
Cons
- Power BI Desktop, the main authoring tool, runs only on Windows
- On capacities below F64, every viewer needs a Pro or PPU licence
- Layered licensing (per user, Fabric capacity, Embedded, Report Server) and the P SKU retirement to plan around
- DAX and model design take time to learn well
Pricing
Listed on Microsoft's Power BI pricing page on 7 November 2026 (USD, excluding tax): the Free licence and Power BI Desktop cost nothing but a Free licence cannot share content; Power BI Pro is USD 14.00 per user per month and Premium Per User (PPU) USD 24.00 per user per month, both paid yearly. Users who already have Pro, Microsoft 365 E5 or Office 365 E5 (E5 includes Pro) can add PPU for USD 14.00 per user per month. Fabric capacity (F SKUs) is priced by Azure region, billed per second pay-as-you-go or bought as a yearly reservation, which Microsoft says saves about 40.5% over pay-as-you-go; Microsoft does not show F SKU figures on the page, so use the Azure pricing calculator. Power BI Embedded is priced through sales or Azure. Microsoft notes prices vary by country.
Pricing checked on the vendor's official page on 7 November 2026. Prices change; confirm before buying.
Who it is best for
Organisations standardised on Microsoft 365, Azure or Fabric that want governed semantic models, interactive and paginated reports, and a published per-user price.
Who should look elsewhere
- Teams that want a free, self-hosted, SQL-first BI tool: see open source BI tools.
- Mac-only authoring teams, since Power BI Desktop is Windows only: compare Power BI vs Tableau.
Verdict
Power BI gives Microsoft-centred organisations a capable BI platform at a published, low per-user price, with Fabric capacity for large viewer audiences. The trade-offs are Windows-only desktop authoring, a steep DAX learning curve and licensing that needs planning, especially for customers moving off Premium P SKUs.
Frequently asked questions
How much does Power BI cost?
Microsoft lists Power BI Pro at USD 14.00 and Premium Per User at USD 24.00 per user per month, paid yearly (checked 7 November 2026). Power BI Desktop and the Free licence cost nothing but cannot share. Fabric capacity is priced by Azure region.
Is Power BI Premium being retired?
Only the per-capacity P SKUs. Microsoft no longer sells them, and each P subscription retires at the end of its current agreement term, with Fabric F SKUs as the replacement (P1 maps to F64). Premium Per User remains available.
Do Power BI report viewers need a paid licence?
Yes, Pro or PPU, unless the content is in a workspace on a Fabric F64 or larger capacity, where a Free licence with a viewer role is enough. In the embed for your customers pattern, end users need no Power BI licence.
Sources
- Power BI pricing (Microsoft)
- Microsoft Learn: Microsoft Fabric licenses and capacity
- Microsoft Learn: Power BI Premium to Microsoft Fabric migration FAQ
- Microsoft Learn: What is Power BI Report Server
- Microsoft Fabric pricing (Azure)
Checked November 2026.
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