POWER PLATFORM LICENSING
The Microsoft Power Platform allows organizations to analyze data, automate processes, build custom apps, and create virtual agents… all without extensive coding. Whether you’re using Power BI, Power Apps, Power Automate, or Power Virtual Agents, understanding Power Platform licensing structures is key to maximizing value and ensuring scalability. At xMonthly, we’re here to help you do so by breaking down the available plans, pricing models, and best-fit scenarios. Schedule a free consultation call today and we can help you choose the right licensing approach for your business needs.
Table of Contents
Power Automate Licensing Overview
As organizations increasingly turn to automation to streamline operations and boost productivity, Microsoft Power Automate has emerged as a leading platform for building intelligent workflows. However, with multiple licensing options available, understanding which plan best fits your needs is essential for maximizing ROI and ensuring scalability.
Microsoft Power Automate offers several licensing models to accommodate different user types, automation needs, and organizational sizes. These include user-based, bot-based, and capacity-based licenses.
User-Based
This model licenses individual users to create and run flows.
Best For
- Employees who need to automate their own tasks or departmental processes.
- Organizations with distributed automation needs across many users.
Key Features
- Unlimited cloud flows per user.
- Access to standard and premium connectors.
- Attended RPA (Robotic Process Automation) for desktop flows.
- AI Builder credits included (in premium plans).
Example Use Case
A marketing manager automates lead follow-up emails and social media scheduling using Power Automate.
Bot-Based
This model licenses automation bots that run flows independently.
Best For
- Organizations who need unattended automation (bots running 24/7).
- Shared processes that aren’t tied to a specific user.
Key Features
- Unattended desktop flows (RPA).
- Shared across teams or departments.
- Premium connectors and Dataverse access.
- Can be hosted on-premises or in Microsoft-hosted VMs (with Hosted Process plan).
Example Use Case
A bot automatically processes invoices from a shared mailbox, extracts data, and enters it into an ERP system, all without human intervention.
Capacity-Based*
This model provides automation capacity for an organization, not tied to specific users or bots.
Best For
- Enterprises with high-volume automation needs.
- Centralized IT or teams managing automation at scale.
Key Features
- Pay for automation capacity (e.g., flow runs, API calls).
- Ideal for large-scale or backend process automation.
- Often used in conjunction with Dataverse and AI Builder.
Example Use Case
An enterprise automates customer onboarding across multiple departments, with flows triggered by external systems and APIs.
*Capacity add-ons in Power Automate are supplemental licenses that provide scaling capabilities beyond standard user-based or bot-based licenses. Set up a call with the xMonthly team to learn more!
Licensing Options
Power Automate’s flexible licensing ensures that whether you’re a small team automating simple tasks or an enterprise deploying complex workflows, there’s a plan that fits your needs. Understanding these tiers helps you make informed decisions and unlock the full potential of automation.
Power Automate Free
Best For: Individuals exploring automation or using basic flows
Includes: Cloud flows with standard connectors, local (attended) desktop flows, no sharing or premium connectors
FREE
included with base Microsoft 365 and Dynamics 365 SKUs
Power Automate Premium
Best For: Individual users needing full automation capabilities
Includes: Unlimited cloud flows, attended desktop flows (RPA), access to standard, premium, and custom connectors, AI Builder credits, dataverse storage (250 MB database, 2 GB file), process and task mining capabilities
Month to Month Commitment
$18
per user/month
Annual Commitment
(pay monthly)
$15.75
per user/month
Annual Commitment
(pay upfront)
$15
per user/month
$180
per user/year
Power Automate
Process
Best For: Automating processes at scale without tying to a specific user
Includes: Unattended desktop flows, shared automation across teams, premium connectors, dataverse storage (50 MB database, 200 MB file)
Month to Month Commitment
$180
per bot/month
Annual Commitment
(pay monthly)
$157.50
per bot/month
Annual Commitment
(pay upfront)
$150
per bot/month
$1800
per bot/year
Power Automate
Hosted Process
Best For: Organizations needing Microsoft-hosted virtual machines for automation
Includes: Everything in the Process plan,
Microsoft-hosted VM on Azure,
simplified infrastructure management
Month to Month Commitment
$258
per bot/month
Annual Commitment
(pay monthly)
$225.75
per bot/month
Annual Commitment
(pay upfront)
$215
per bot/month
$2580
per bot/year
Work with xMonthly to Choose the Right Plan
When selecting a Power Automate license, there are many questions to consider, such as:
- User vs. Process Needs: Do you need automation tied to individual users or shared across teams?
- Attended vs. Unattended RPA: Will users be present during automation, or should it run independently?
- Integration Requirements: Do you need access to premium or third-party connectors?
- Scalability: Will you need to move flows between environments or manage them centrally?
Not sure which Power Automate plan is right for your business? Let xMonthly help simplify the decision. We can help you navigate Microsoft’s Power Automate options, whether you’re automating for individuals, teams, or enterprise-wide processes.
Schedule a free consultation call today and get tailored recommendations that align with your goals, budget, and automation roadmap!
Learn More About Power Automate
Are you interested in learning more about Power Automate before you secure a license? xMonthly has several avenues for you to start your Power Automate journey. Firstly, you can read our Power Automate article by clicking this link. Secondly, you can register to attend our June 2025 Secret Agent Briefing! Read more below:
June 2025 Secret Agent Briefing
June 10, 2025 | 12:00PM ET
Featured Speaker: Mary Myers
On the second Tuesday of June, join us for “Powering the World of Automation.” Featuring Mary Myers, a Microsoft Dynamics Power Platform MVP and CEO of World Max, partners can participate in a discussion led by Mary and Jeffrey DeMaria and hear valuable information about the Power Platform’s transformational role in the world of automation and beyond. Check out more about Power Automate, part of the Power Platform, via the links below!
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Power Automate
Microsoft Power Automate is a versatile, end-to-end cloud automation platform designed to streamline business… Explore
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Power Platform
LICENSING Work with with xMonthly to discover the transformative power of the Microsoft Power Platform. This suite of powerful… Explore
Power BI Licensing Overview
Unlock the Power of Data with the Right Plan! Microsoft Power BI is a powerful business analytics tool that enables organizations to visualize data, share insights, and drive informed decision-making. Whether you’re a small business looking to build dashboards or a large enterprise managing complex data models, choosing the right Power BI license is essential for maximizing value and performance.
Power BI Pro
Best For: Teams that need to collaborate and share reports
Includes: Share dashboards and reports with other Power BI Pro users, collaborate in workspaces, export to PowerPoint, Excel, and as a PDF, integration with Microsoft Teams
Month to Month Commitment
$16.80
per user/month
Annual Commitment
(pay monthly)
$14.70
per user/month
Annual Commitment
(pay upfront)
$14
per user/month
$168
per user/year
Power BI Premium
Best For: Organizations with advanced analytics needs and large-scale deployments
Includes: Enhance performance and larger data models, paginated reports and AI capabilities, on-prem reports w/ Power BI Report Server, cloud capacity dedicated for consistent performance
Month to Month Commitment
$28.80
per user/month
Annual Commitment
(pay monthly)
$25.20
per user/month
Annual Commitment
(pay upfront)
$24
per user/month
$288
per user/year
Work with xMonthly to Choose the Right Plan
When selecting a Power BI license, there are several important questions to consider:
- Individual vs. Organizational Use: Are you building reports for personal insights or sharing dashboards across teams and departments?
- Collaboration Needs: Do you need to publish and share reports with others, or simply analyze data on your own?
- Data Volume & Performance: Will your reports require large datasets, AI capabilities, or dedicated capacity for faster performance?
- Advanced Features: Do you need paginated reports, dataflows, or integration with other Microsoft services like Azure Synapse or Microsoft Fabric?
- Scalability: Are you planning to scale analytics across your organization with centralized governance and security?
Not sure which Power BI plan is right for your business? Let xMonthly help simplify the decision. We’ll guide you through Microsoft’s Power BI licensing options and help you find the best option.
Power Apps Licensing Guide
Build Apps. Solve Problems. Drive Innovation. Microsoft Power Apps enables businesses to rapidly build custom applications that streamline processes, connect data, and empower teams, all with little to no code. With the right Power Apps license, you can create apps that provide solutions at the individual, team, or enterprise wide level.
Power Apps Premium
Best For: Organizations with users who need to build and run multiple apps and portals
Includes: Unlimited custom apps and portals per licensed user, access to premium connectors and Microsoft Dataverse, AI Builder credits included, centralized governance and security
Month to Month Commitment
$24
per user/month
Annual Commitment
(pay monthly)
$21
per user/month
Annual Commitment
(pay upfront)
$20
per user/month
$240
per user/year
Power Apps Premium
(minimum 2000 users)
Best For: Large enterprises deploying Power Apps at scale
Includes: All the benefits of the standard Premium Per User plan, discounted pricing for high-volume licensing
Month to Month Commitment
N/A
only annual plans available
Annual Commitment
(pay monthly)
$12.60
per user/month
Annual Commitment
(pay upfront)
$12
per user/month
$144
per user/year
Work with xMonthly to Choose the Right Plan
xMonthly can help you navigate Microsoft’s Power Apps licensing options. Whether you’re building a single app to solve a specific problem or deploying a suite of apps across your organization, we’ll help you:
- Compare plans and pricing
- Forecast usage and costs
- Optimize license allocation
- Stay compliant with Microsoft’s terms
Copilot Studio Licensing Guide
Copilot Studio is your creative partner for building, deploying, and managing AI-powered agents. Designed to empower both technical and non-technical users, these agents can automate tasks, assist with customer service, and integrate seamlessly with Microsoft 365 and Power Platform ecosystems.
Copilot Studio
Message Packs
Best for: Medium to large organizations with consistent usage, Teams that want predictable monthly billing and cost control
Month to Month Commitment
N/A
only annual plans available
Annual Commitment
(pay monthly)
$210
per tenant/month
25,000
messages/month
Annual Commitment
(pay upfront)
$200
per tenant/month
25,000
messages/month
Additional messages are billed at the pay-as-you-go rate if the pack is exceeded.
Copilot Studio
Pay-as-You-Go
Best for: Organizations with unpredictable/low-volume usage, businesses who want to scale gradually and pay for what they use
$0.01
per message
Requires an Azure License
Copilot Studio
in Microsoft 365 Copilot
Best for: Organizations already using Microsoft 365 Copilot, users who need conversational AI within familiar Microsoft environments.
Month to Month Commitment
N/A
only annual plans available
Annual Commitment
(pay monthly)
$31.50
per user/month
Annual Commitment
(pay upfront)
$30
per user/month
$360
per user/year
Work with xMonthly to Choose the Right Plan
Choosing the right licensing model for Copilot Studio can be complex, especially when balancing development, deployment, and scalability needs. That’s where xMonthly comes in.
We can help your organization…
- Evaluate their current and projected Copilot usage.
- Understand the cost implications of different licensing models.
- Set up Azure subscriptions and Power Platform environments.
- Optimize licensing to align with business goals and budget.
Whether you’re just getting started or scaling enterprise-wide, xMonthly can guide you through the process and ensure you’re getting the most value from your investment in Copilot Studio.
Power Pages
Microsoft Power Pages makes it easy to build secure, data-powered websites with no-code/low-code tools. Whether you’re creating public-facing sites or gated portals, Power Pages offers flexible licensing options to fit your user needs, authenticated or anonymous.
Power Pages Authenticated User Plans
Authenticated users are individuals who sign in to access your site using Azure AD, Microsoft accounts, or other identity providers. These users typically engage with personalized, secure content, such as submitting forms, accessing member dashboards, or interacting with Dataverse-backed applications. Priced in capacity packs of 100 users/site per month, with three different capacity pack options.
Key Use Cases:
- Customer self-service portals
- Partner/vendor access portals
- Internal employee sites with secure data access
Best for: Organizations that need to provide secure, customized experiences to known users.
Power Pages
Authenticated users
Tier 1 (one pack)
# of Users
(100 users/capacity pack)
100+
users/website
Month to Month Commitment
$240
per capacity pack/month
Annual Commitment
(pay monthly)
$210
per capacity pack/month
Annual Commitment
(pay upfront)
$200
per capacity pack/month
$2,400
per capacity pack/year
Power Pages
Authenticated users
Tier 2 (minimum 100 packs)
# of Users
(100 users/capacity pack)
10,000+
users/website
Month to Month Commitment
$90
per capacity pack/month
Annual Commitment
(pay monthly)
$78.75
per capacity pack/month
Annual Commitment
(pay upfront)
$75
per capacity pack/month
$900
per capacity pack/year
Power Pages
Authenticated users
Tier 3 (minimum 1,000 packs)
# of Users
(100 users/capacity pack)
100,000+
users/website
Month to Month Commitment
$60
per capacity pack/month
Annual Commitment
(pay monthly)
$52.50
per capacity pack/month
Annual Commitment
(pay upfront)
$50
per capacity pack/month
$600
per capacity pack/year
Power Pages Anonymous User Plans
Anonymous users visit your site without signing in. These users may browse public content, submit basic forms, or interact with general resources without requiring authentication.
Key Use Cases:
- Public information websites
- Event registration forms
- Government service portals
Best for: Public-facing websites that don’t require user login or personalized content.
Power Pages
Anonymous users
Tier 1 (one pack)
# of Users
(100 users/capacity pack)
100+
users/website
Month to Month Commitment
$90
per capacity pack/month
Annual Commitment
(pay monthly)
$78.75
per capacity pack/month
Annual Commitment
(pay upfront)
$75
per capacity pack/month
$900
per capacity pack/year
Power Pages
Anonymous users
Tier 2 (minimum 100 packs)
# of Users
(100 users/capacity pack)
10,000+
users/website
Month to Month Commitment
$45
per capacity pack/month
Annual Commitment
(pay monthly)
$39.38
per capacity pack/month
Annual Commitment
(pay upfront)
$37.50
per capacity pack/month
$450
per capacity pack/year
Power Pages
Anonymous users
Tier 3 (minimum 1,000 packs)
# of Users
(100 users/capacity pack)
100,000+
users/website
Month to Month Commitment
$30
per capacity pack/month
Annual Commitment
(pay monthly)
$26.25
per capacity pack/month
Annual Commitment
(pay upfront)
$25
per capacity pack/month
$300
per capacity pack/year
Work with xMonthly to Choose the Right Plan
When deciding between plans, some questions to consider are:
- Do users need to log in to view or interact with your content?
- Will your site serve known users (customers, partners, employees) or the general public?
- What level of Dataverse access does your solution require?
xMonthly can guide you through the Power Pages process and ensure you’re getting the most value from your investment!.