Advice on Premium Connector

(1) Share

Report

Posted on by AS-16011928-0

Hi All,

I hope you are doing well.

My team and I are currently working on a Power Apps application integrated within Power BI. The purpose of the app is to allow users to write comments that are stored in a database table, which will then be displayed in a Power BI dashboard.

We are considering using a Premium connector to connect Power Apps to a database, specifically either Azure SQL Database or Dataverse.

I would like to clarify a few points regarding licensing and architecture:

If we use a Premium connector, do we only need a single license for the developer building the app, or does every user who submits comments through the app also require a Premium license?
What are the approximate costs for the available licensing options, such as:
- Per App plan
- Per User plan
Are there any cost-free alternatives where Power Apps can write data to a database table that can also be used in Power BI with DirectQuery?

The reason we are exploring Direct Query is that we need near real-time comments to appear on the Power BI dashboard without triggering dataset refreshes.

Additionally, I would like to understand:

When using connectors such as Azure SQL Database or Dataverse, does the data get written to the target table immediately, or is there typically some noticeable delay before the data becomes available for querying?

Any guidance on licensing, connector selection, cost considerations, or recommended architecture for this scenario would be greatly appreciated.

Thank you in advance for your help.

Regards,
Ashfaque Sayyed

Categories:

Connector development

Microsoft Dataverse with Power Apps

Power Query

General topics

I have the same question (0)

All responses (6)

Answers (1)

Sort by

Suggested answer

Sunil Kumar Pashikanti 2,318 Moderator on at

Like
a
(0)

Report
Copy link

Link copied!

Hi @AS-16011928-0,

1. Do end users need Premium licenses?
Yes. If your Power Apps app uses a Premium connector (Azure SQL, Dataverse), every user who runs the app must have a Premium license — not just the developer.

2. Licensing costs (approx.)

Power Apps Per App plan: Allows a user to run 1 app; typically the lower‑cost Premium option.
Power Apps Per User plan: Allows a user to run unlimited apps; higher cost but more flexible.
(Exact prices vary by region, check the official pricing page.)

3. Cost‑free alternatives?
There is no fully free option for writing to SQL/Dataverse from Power Apps without Premium. However, you can avoid Premium costs by:

Writing data to SharePoint lists (free) → but not usable in Power BI DirectQuery.
Using Power BI Push Datasets / REST API → near‑real‑time visuals, but not a relational table and not true DirectQuery.

There is no free connector that lets Power Apps write to a DirectQuery‑compatible data source.

4. Real‑time requirements (DirectQuery)
To get comments into Power BI in near real‑time without refreshing, you need a DirectQuery‑compatible source such as:

Azure SQL Database (Premium connector)
Dataverse (Premum connector)

So Premium licensing is unavoidable for this architecture.

5. Write latency (SQL / Dataverse)

Azure SQL: Writes occur immediately (near‑instant).
Dataverse: Also writes immediately, though Power BI may show a slight delay depending on connector mode.
In both cases, writes are generally fast enough for near real‑time dashboards.

Recommended Architecture
If you need near real‑time comments displayed in Power BI:

Use Power Apps → Azure SQL (Premium) → Power BI DirectQuery
or
Power Apps → Dataverse (Premium) → Power BI Dataverse DirectQuery

Both require Premium licensing for all users.

Ref:

https://www.microsoft.com/en-us/power-platform/products/power-apps/pricing/

https://learn.microsoft.com/en-us/power-bi/connect-data/desktop-directquery-about

https://learn.microsoft.com/en-us/power-platform/admin/powerapps-licensing-faq

https://learn.microsoft.com/en-us/power-apps/maker/canvas-apps/license-designation

https://learn.microsoft.com/en-us/connectors/connector-reference/connector-reference-premium-connectors

✅ If this answer helped resolve your issue, please mark it as Accepted so it can help others with the same problem.
👍 Feel free to Like the post if you found it useful.

Was this reply helpful? Yes No
Verified answer

MS.Ragavendar 7,431 Super User 2026 Season 1 on at

Like
a
(0)

Report
Copy link

Link copied!
@AS-16011928-0,

1) If we use a Premium connector, who needs Premium licenses?
If your Power Apps app directly connects to Azure SQL or Dataverse, then every end user who runs the app (i.e., submits comments) needs the appropriate Power Apps premium licensing — it’s not enough to license only the developer.

This is because SQL and Dataverse are premium data sources/connectors in Power Platform terms - Premium connectors list (Microsoft Learn)

2) What licensing options and costs should we expect?

Power Apps Premium (Per User)

This is the cleanest/most common option now: $20 user/month (USD) (billed annually on the pricing page)
Lets that user run unlimited Power Apps using premium connectors (including SQL + Dataverse)

Microsoft Power Apps Licensing Guide

Effective January 2, 2026, the Power Apps per app SKU is no longer available for purchase by new customers. - Licensing Update from MS

3) Is there any cost‑free approach that still supports DirectQuery?

If the requirement is specifically:

Power Apps writes comments

Power BI reads them without dataset refresh and you want DirectQuery / near real-time then realistically no, there isn’t a free datasource that checks all those boxes.

How to enable Direct Query Power BI

You can store comments in free datasource like SharePoint lists, but then you lose DirectQuery support and fall back to refresh patterns. (That might still work if you can tolerate a refresh every X minutes, but it’s not what you asked for.)

4) When Power Apps writes to SQL/Dataverse, is it immediate?

Azure SQL
From the app side: when you do the insert/update (Patch/Stored proc/etc.), the data is committed in SQL immediately (normal transactional behavior). In real projects, the delay you see is usually not SQL — it’s either the Power BI visual refresh cadence, or network/gateway/auth overhead.

power-apps-read-write-data-sql-server-database-azure

Dataverse

Dataverse writes are also effectively immediate, but Dataverse can introduce small delays if you have extra logic running (plugins, synchronous business rules, flows). Microsoft even calls out how synchronous logic affects write performance. For a simple comments table with minimal automation, this is usually fine.

If you tell me roughly how many users will submit comments and whether you already pay for Power BI Pro/Premium capacity, I can help you choose the cheaper option in practice.

✅If this helped, please Accept as Solution to help others ❤️ A Like is appreciated 🏷️ Tag @MS.Ragavendar for follow-ups.

Was this reply helpful? Yes No
AS-16011928-0 29 on at

Like
a
(0)

Report
Copy link

Link copied!

Hi @MS.Ragavendar

Thank you so much for the prompt response.

I am not having details for the total number of users for now, but I can confirm that we do pay for pro license for power BI Environment.

Also, As you mention that it is possible to refresh the sharepoint list in Every X minutes, how to do that?

Please help me selecting the premium connector.

Regards

Ashfaque Sayyed

Was this reply helpful? Yes No
AS-16011928-0 29 on at

Like
a
(0)

Report
Copy link

Link copied!

HI @Sunil Kumar Pashikanti,

Thank you so much for the prompt response.

1. So if we go with Push dataset it won't allow to create a relationship between the model that we have present in power BI and this new table which we are writing from power BI? Correct me if wrong.

2. Hence, I want to ask more Thing:

If we use premium connector and write into a database table so we will be able to establish the relationships between them in power BI.

3. In our current data model in power BI, we have integrated power apps, where we are adding comments in the sharepoint list and those list we are able to access in the power BI. I mainly have two requirements from the client now.

1. Direct Query to get real time updates

2. In our power bi dashboard, we are having a matrix visual, suppose any comments is added on row number x, it should be flagged, so the concerned user should get notified to open the power Apps, see and reply to comments (please suggest if is there Any way by which we can highlight such rows in power BI from power apps after adding comments)

Regards

Ashfaque Sayyed

Was this reply helpful? Yes No
Sunil Kumar Pashikanti 2,318 Moderator on at

Like
a
(0)

Report
Copy link

Link copied!

Hi @AS-16011928-0,

1. Push Dataset → No Relationships
Yes, that’s correct. A Push Dataset in Power BI (via REST API or Power BI API) works as a stand‑alone dataset and does not support relationships with other tables in your existing model. Because of this, it’s not suitable when you need relational modeling or DirectQuery scenarios.

2. Writing to SQL Using Premium Connector → Relationships Work
If you write data from Power Apps/Power Automate into SQL Server using the Premium connector, then load that SQL table into Power BI:

You can create relationships
You can use Import, DirectQuery, or Composite mode
Fully supports advanced modeling, DAX, visuals, etc.

This is the recommended architecture for enterprise scenarios.

3. DirectQuery for Real‑Time Updates
For real‑time or near real‑time:
Dataverse (Best Option)

Native integration with Power Apps
Power BI supports DirectQuery
No separate SQL licensing (depends on tenant)

SQL Server

Fully supports DirectQuery
Power Apps can write using Premium connector
Great for relational models

4. Notifications + Highlighting Rows in Power BI
Power BI cannot send row‑level notifications by itself.
However, you can achieve the full requirement using SQL/Dataverse + Power Apps + Power Automate:
Power Apps writes comments to SQL/Dataverse
It also updates a field like IsNewComment = true (or updates a timestamp)
Power Automate triggers → sends email/Teams notification to the user
Power BI (DirectQuery or fast refresh) uses conditional formatting to highlight any rows where IsNewComment = true

Flow Summary

Power Apps → writes “new comment” flag
Power Automate → notifies the concerned user
Power BI → highlights the flagged row in the matrix

This gives both real‑time visibility and user notifications.

✅ If this answer helped resolve your issue, please mark it as Accepted so it can help others with the same problem.
👍 Feel free to Like the post if you found it useful.

Was this reply helpful? Yes No
MS.Ragavendar 7,431 Super User 2026 Season 1 on at

Like
a
(0)

Report
Copy link

Link copied!
@AS-16011928-0,

What SharePoint + Power BI CAN do If you store comments in SharePoint List, you can try with Scheduled Dataset Refresh

Configure dataset refresh in Power BI Service

Minimum refresh interval:

Power BI Pro → every 30 minutes

Power BI Premium capacity → every 15 minutes

How to configure it

Publish report to Power BI Service

Go to Dataset → Settings

Enable Scheduled Refresh

Choose frequency (30 mins with Pro)

Microsoft confirms SharePoint is an Import-mode source, not true DirectQuery in most enterprise scenarios. https://learn.microsoft.com/en-us/power-bi/connect-data/desktop-directquery-about

Because you don’t know the user count yet, the connector decision should minimize future licensing and performance risk.

Option A — Power Apps Premium (Per User)

Enterprise wide used application users

Predictable cost.

Option B — Power Apps Pay‑As‑You‑Go (VERY useful for you)

Charged per active user per month

✅If this helped, please Accept as Solution to help others ❤️ A Like is appreciated 🏷️ Tag @MS.Ragavendar for follow-ups.

Was this reply helpful? Yes No