Power BI licences: what do you actually need to buy?
Quick answer
Most UK SMEs only need Power BI Pro for everyone who views or builds reports. Premium Per User (PPU) is only forced by big models, frequent refreshes or deployment pipelines, and Fabric capacity only beats per-user licences once you have hundreds of users. This planner works out the cheapest option for your team.
Answer six quick things and see the cheapest licence mix for your team, with the break-even where Fabric capacity takes over.
Ticking any of these rules out plain Pro, everyone touching that workspace then needs Premium Per User (or Fabric capacity). These are the three hard limits people actually hit.
When does capacity win?
Fabric capacity charges one price for the whole workspace instead of per head, and everyone in it gets a free licence. Here's your crossover point.
Can people view my reports on the free licence?
No. The free Power BI licence only covers personal use in "My workspace". Anyone opening a shared report needs Pro, Premium Per User, or the workspace needs Fabric capacity.
Does Microsoft 365 include Power BI Pro?
E5 does, one Pro licence per E5 user. E3, Business Premium and Business Standard don't. If some of your team are on E5, count them above, you're already paying for their Pro.
What actually forces Premium Per User?
Models over 1 GB, more than 8 refreshes a day, and deployment pipelines are the three that catch SMEs. PPU lifts those to 100 GB, 48 refreshes a day, and includes pipelines.
When is Fabric capacity worth it?
Rough rule: once your per-user bill passes the capacity price, switch. Capacity also unlocks the big-model features for everyone inside it, and viewing users ride free. Most teams under about 100 people stay on Pro.
Prices are Microsoft UK list prices per user per month on annual commitment, ex VAT, last checked September 2026, editable above, CSP resellers and renewals can differ. A planning aid, not a quote. Nothing you enter leaves your browser.