How to Share Power BI Reports with External Users Without Pro Licenses
Sharing Power BI reports with external users often creates licensing, access, and usability challenges. This article exp...
Plans from 149€/month
Share Power BI Reports with Unlimited UsersNo Extra Licenses
A secure portal where everyone can explore, understand and ask questions about their Power BI data - with governance, role-based security (RLS) and Portal AI, the optional AI assistant.
Customers typically cut Power BI licensing costs by up to 70%
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Microsoft technology
PowerBI Portal is built on Microsoft Power BI Embedded and Microsoft Fabric to deliver Power BI analytics at scale. Your data never leaves your Power BI environment, and every user accesses reports through a fully compliant, governed setup.
Works with any Fabric or Power BI Embedded capacity, including F2 SKU.
One PowerBI Portal
Every report. Every user. No Extra licenses.
PowerBI Portal connects directly to your Power BI and Microsoft Fabric workspace and delivers embedded reports, dashboards and AI-powered analytics to every user with security, governance and role-based access control built in from day one.
Unlimited users, one capacity price
Scale from 5 to 5,000 report viewers without adding a single Power BI Pro license.
Role-based access, enforced at every level
Every user accesses only the data their role allows, across reports, dashboards and AI-generated answers.
Ask questions. Get governed answers
Portal AI lets users interact with their Power BI data in any language without building new reports or applying filters manually.
Live reports, always current
Real-time Power BI data accessible to every authorised user. No email attachments, no manual exports, no stale PDFs.
Significant, measurable cost reduction
Replace per-user Power BI licensing with a single capacity model and reduce annual licensing costs by up to 70%.
Three gaps. One solution.
Power BI analytics the way it should work.
Centralize every Power BI report
One secure portal. Every workspace. Every report. Accessible to every user you define, without extra Microsoft licensing.
Govern every access point
Row-Level Security enforced across reports, dashboards and AI responses so every user sees exactly what they should.
Ask your Power BI data anything
Portal AI answers questions about live Power BI datasets, within each user's permitted data scope.
Live in minutes with our 5-step guided setup. No developer or IT support required.
What can you do with PowerBI Portal?
Ask anything.
Understand everything.
Portal AI connects to your Power BI data.
Ask natural-language questions about any active Power BI dataset.
Get answers, figures, comparisons, trends, with no report building required.
Every query is governed by the row-level security you configure per report in PowerBI Portal, and can override per user or per group.
Multi-lingual AI. Ask in any language and get the answer in that same language.
Share Power BI reports with anyone.
No Microsoft license required.
Share live Power BI reports by using just one Power BI Embedded or Fabric capacity, to deliver full interactive reports to clients, partners and viewers, without requiring individual Power BI Pro licenses.
One portal, unlimited viewers. One portal for all.
Embed live interactive Power BI reports in a secure, self-service portal.
Share with clients, partners and vendors at no extra cost.
Real-time data. Every dataset refresh appears in the portal immediately.
Your brand. Your portal.
White-label Power BI delivery at scale.
Deploy a branded analytics portal with your own look. Apply your corporate identity and deliver Power BI reports under your brand.
Fully customizable portal: your own brand, colors and logo.
Monetize your analytics: sell access to your reports, cross-sell services and white-label the experience for your clients.
100% white-label your reports, your logo, your solution.
Deliver branded Power BI analytics experiences to clients.
Multi-tenant support. Isolated environments for each client.
Available in English, Portuguese, French, Spanish, Chinese and German.
Brand & Monetize Your BI Platform
Create a personalized, professional BI experience and turn your analytics expertise into a revenue-generating service with PowerBI Portal’s flexible customization and commercialization features.
Custom Brand Experience: Tailor the portal to your brand with themes, logos, and a custom welcome message, ensuring a consistent and professional presentation.
Monetize Your Analytics: Leverage the platform to sell access to exclusive, interactive Power BI reports and dashboards, establishing a new revenue stream.
Entrepreneurial Empowerment: Deploy and manage Power BI reports for clients, providing them with valuable data insights while expanding your business opportunities.
Cut Power BI licensing costs.
Without cutting access.
Connect a single Fabric or Power BI Embedded capacity, change your cost model and unlock unlimited access for all. One capacity serves all viewers, reports and Portal AI. No per-user licenses. One subscription that covers every viewer.
Replace per-user Power BI Pro licences with a single capacity.
Share unlimited users from one Embedded or Fabric capacity.
Typical cost reduction of up to 70% in Power BI licensing.
Use the built-in ROI Simulator to calculate your savings.
Key features
Unlimited users, zero extra Microsoft licenses
Share any number of Microsoft Power BI reports and dashboards.
Share with security
Protect your company's data with two layers of row-level security.
Centralized Power BI reporting portal
Each user has their own access code to a centralized and tailored Microsoft Power BI experience.
Portal AI - natural language analytics for Power BI
Ask questions about your Power BI data in plain language and get answers that respect row-level security.
Microsoft Power BI license flexibility
Give access to your reports and dashboards to users without a Microsoft Power BI account.
Pay only for what you use
Optimize your cloud hosting costs by automatically turning off Azure Microsoft Power BI Embedded on No Activity.
Pricing
Simple, transparent pricing
Join over 40,000 professionals globally leveraging PowerBI Portal for seamless Power BI sharing.
30-day free trial
No credit card required
MonthlyAnnualSave up to 10%
New
Starter
For smaller teams and focused rollouts
1.599€/year
133,25€/month, billed once yearly
1.788€save 189€/year
Unlimited Users
5 Reports & Dashboards
10 Groups
Fabric or Embedded Capacity
Microsoft Single Sign-On & MFA
30-day free trial · No credit card
Standard
Perfect for small teams getting started
3.799€/year
316,58€/month, billed once yearly
4.198,80€save 399,80€/year
30-day free trial · No credit card
Most Popular
Premium
Best for growing organizations
4.299€/year
358,25€/month, billed once yearly
4.558,80€save 259,80€/year
Everything in Standard
Custom Domain Coming soon
Export without limits
30-day free trial · No credit card
Enterprise
For large-scale deployments
Custom
Tailored pricing for your needs
Contact SalesStart free trialCustom quote · Guided onboarding
Starter
Focused Rollouts
Standard
Core Features
Premium
+ Branding & Editing
Enterprise
+ Monetization & SLA
Trusted by 40,000+ professionals
Secure checkout
30-day free trial
Expert support included
Detailed Feature Comparison
See exactly what's included in each plan
| Features | NewStarterEntry plan | StandardCore Features | Best valuePremium+ Branding & Editing | Enterprise+ Monetization & SLA |
|---|---|---|---|---|
Core Features | ||||
| Users | Unlimited | Unlimited | Unlimited | Unlimited |
| Reports & Dashboards | 5 | 100 | Unlimited | Unlimited |
| Groups | 10 | 200 | Unlimited | Unlimited |
| Fabric or Embedded Capacity Management | ||||
| Usage Analytics | ||||
| Free continuous updates | ||||
Security & Authentication | ||||
| Microsoft MFA | ||||
| Single Sign-On (SSO) | ||||
| RLS (Row-Level Security) | ||||
User Features | ||||
| Personal Bookmarks | ||||
| Personal Filters | ||||
| Export Report to file | ||||
Premium Features | ||||
| White label customization | ||||
| Export without limits | ||||
| Report Edit Mode | ||||
| Custom Domain (Coming soon) | Coming soon | Coming soon | ||
Enterprise Features | ||||
| Portal AI | 30-day trial + 100 credits | 30-day trial + 100 credits | 30-day trial + 100 credits | |
| Scheduled Emails | ||||
| eCommerce (Coming soon) | Coming soon | |||
| Dedicated Support | ||||
| Custom Integrations | ||||
| SLA Guarantee | ||||
Support | ||||
| Standard support | ||||
| Priority support | ||||
Starter | Standard | Premium | Enterprise | |
PowerBI Portal is a cloud-based BI portal powered by Microsoft Power BI Fabric or Embedded. It requires a Power BI Pro license and either a Fabric, Power BI Embedded, or Premium Capacity license.
Pricing FAQ
Questions about pricing & licensing
Everything you need to know before choosing a plan.
Yes. Every plan comes with a 30-day free trial - no credit card required. You can explore all the features and only pay when you decide to continue.
Start free trialYes. PowerBI Portal is powered by Microsoft Power BI Fabric or Embedded. You need a Power BI Pro license plus a Fabric, Power BI Embedded, or Premium Capacity license. Our cost simulator helps you find the most cost-effective option.
Start free trialAll plans include unlimited users. Reports and dashboards share one content limit: Starter includes 5 reports and dashboards with 10 groups, Standard includes 100 reports and dashboards with 200 groups, and Premium and Enterprise are unlimited.
Start free trialYes. You can choose monthly or annual billing on every plan. Annual billing is cheaper - up to 10% less, depending on the plan. On Premium, for example, that is 259,80€ kept every year compared with paying month by month.
Start free trialStarter is the entry plan. Standard raises the report, dashboard and group limits and adds RLS. Premium adds white-label branding, Report Edit Mode and the upcoming Custom Domain feature. Enterprise adds Portal AI, scheduled emails, dedicated support and an SLA, with eCommerce coming soon.
Start free trialYou can cancel from your account settings or by contacting support. To stop the automatic renewal, cancel at least 30 days before the end of the current billing period. Refund conditions are described in our terms and conditions.
Start free trialStill have questions?Talk to our team
PowerBI Portal is a cloud-based BI portal powered by Microsoft Power BI Fabric or Embedded. It requires a Power BI Pro license and either a Fabric, Power BI Embedded, or Premium Capacity license.
Elevate Use Cases across Industries
The versatility of PowerBI Portal makes it a valuable tool across a wide range of industries:
Streamline store management
Share real-time sales and stock data via a web portal to enable data-driven decisions on merchandising and staffing.
Elevate client engagement
Offer clients personalized portfolio dashboards through a branded portal, boosting satisfaction.
Enhance care coordination
Provide secure, role-based access to patient and resource dashboards for improved care and privacy compliance
Support student success
Share student progress and attendance data securely to guide curriculum and resource allocation
Optimize production flow
Deliver dashboards on efficiency and delivery to partners for data-driven supply chain management.
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FAQs
Search our knowledge base or browse the questions below.
PowerBI Portal is a secure web portal that lets organizations share live, interactive Power BI reports and dashboards with any number of users - without requiring individual Power BI Pro licenses. It integrates directly with your Power BI tenant and allows external and internal users to access reports through a unified portal, with role-based Row-Level Security, Portal AI as an optional AI assistant, and a guided setup that most administrators complete in under 30 minutes.
Power BI Service is Microsoft's platform for creating and managing reports - it requires every viewer to have a Power BI Pro license. PowerBI Portal enables sharing with unlimited users, both internal and external, without per-user licensing. You can simply plug your Power BI environment into PowerBI Portal and control who can see what, with advanced security and usage tracking. Your data stays in your Power BI environment; PowerBI Portal just controls who can access it elsewhere.
Yes. PowerBI Portal lets you share Power BI content at Fabric capacity - a model where access is tied to compute, not individual users. External users such as clients, partners, and vendors can access reports securely, with no need for individual Power BI Pro licenses. You control access through role-based security and audit everything.
PowerBI Portal serves your reports from a Power BI Embedded (A) SKU or Fabric capacity, so hosting is paid per capacity instead of per user account. This company-wide licensing model lets you scale sharing to thousands of users without increasing licensing costs. Only PowerBI Portal admins need Power BI Pro licenses; viewers do not. You can also optimize costs by automatically turning off Fabric usage when not in use.
PowerBI Portal replaces the need for Power BI Pro licensing, which can cost up to 8x more per year than an equivalent Embedded capacity. Instead, you pay only for what you use (Fabric or Embedded capacity). You can simulate your costs using our Cost Simulator.
Most organizations complete setup in under 30 minutes - connecting their Power BI workspace, adding reports, provisioning users, configuring Row-Level Security, and customizing the portal. If you need help or support immediately, PowerBI Portal includes a guided setup and a knowledge base for self-service.
Portal AI is PowerBI Portal's AI assistant. Users can ask questions about their Power BI reports in plain English, such as "Show me sales by region for Q1," and receive answers as text or tables. It works with connected Power BI datasets and respects all security rules and permissions.
Users can ask natural-language questions about their data, including sales, customer performance comparisons, trend analysis, rankings and other business questions supported by their data model. Portal AI answers in text or tables and always works within the user's permissions.
Yes. Portal AI enforces Row-Level Security at every step, by design. It cannot return data that a user isn't authorized to access, regardless of the question asked. All answers and insights are generated using the user's security context, so users see only the data they're allowed to see. This means data governance and compliance are maintained at all times.
Still have questions? Can't find the answer you're looking for? Please chat to our friendly team.
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Ready to transform your Power BI environment into
a governed, AI-powered analytics portal?
PowerBI Portal gives every user in your organisation secure, instant access to live Power BI data, with role-based Row-Level Security, Portal AI as an optional AI assistant and a guided setup that most administrators complete in under 30 minutes.
Start your free trial today. No credit card required.
Embed live Power BI reports in a secure, centralised portal
Share with unlimited external users. No per-user Microsoft licenses required.
Ask natural-language questions about your Power BI data with Portal AI
Govern access with Row-Level Security enforced at every level
Automate user provisioning and access management at scale
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