PowerApps and Microsoft Flow licensing FAQs

We have found some common questions on licensing and plan options. We’ve included several here with their answers. For more details about Microsoft PowerApps and Microsoft Flow licensing, see Licensing Guide

How is Microsoft PowerApps and Microsoft Flow Licensed?

PowerApps plans:

  • PowerApps per app plan which allows individual users to run applications (2 apps and a single portal) for a specific business scenario based on the full capabilities of PowerApps for $10/user/app/month. This plan provides an easy way for customers to get started with the platform before broader scale adoption.

  • PowerApps per user plan which equips a user to run unlimited applications (within service limits) based on the full capabilities of PowerApps for $40/user/month.

Microsoft Flow Plans:

  • Microsoft Flow per user plan which equips a user to run unlimited flows (within service limits) with the full capabilities of Microsoft Flow based on their unique needs for $15/user/month.

  • Microsoft Flow per flow plan which enables organizations to implement flows with reserved capacity that serve teams, department, or the entire organization without having to license each end user. This plan starts at $500/month for 5 flows.

More details can be found in Microsoft PowerApps and Flow Licensing Guide

Is non-profit, government, and academic pricing available?

Yes, Non-Profit, Government and Academic pricing is available in respective program channels.

What will happen to the PowerApps P1/P2 and Microsoft Flow Plan 1 and Plan 2 plans on October 1, 2019?

The existing P1 and P2 plans for PowerApps and Microsoft Flow will be transitioning to the new PowerApps per app and per user plans, as well as the Microsoft Flow per user and per Microsoft Flow plans. Existing customers will be able to maintain the P1 and P2 plans for PowerApps and Microsoft Flow for the duration of their current subscription period, and they may be eligible to also renew under current terms depending upon when their subscription period expires. Similarly, new customers may be able to purchase the existing P1 and P2 plans prior to April 1, 2020. Please contact your Microsoft account rep for more information.

Are full Microsoft Flow capabilities included in PowerApps licenses?

PowerApps licenses will continue to include Microsoft Flow capabilities. However, flows will need to run within the context of the PowerApps application, which refers to using the same data sources for triggers or actions as the PowerApps application. Consuming standalone Microsoft Flows unrelated to the PowerApps application(s) will require purchase of a standalone Microsoft Flow license.

What are Microsoft PowerApps and Microsoft Flow use rights for Dynamics 365 applications?

Refer to Licensing guide for Microsoft PowerApps and Flow use rights for Office 365 applications.

Effective October 1st 2019, there are certain changes made to use rights which are listed below:

PowerApps use rights with Dynamics 365 licenses: Dynamics 365 Enterprise licenses will no longer include general purpose PowerApps capabilities. Dynamics 365 Enterprise users will continue to be able to run apps and portals that extend and customize the licensed Dynamics 365 application, as long as those apps and portals are located in the same environment as their licensed Dynamics 365 application. Custom apps or portals outside of the Dynamics 365 environment will require a standalone PowerApps license.

Microsoft Flow use rights with Dynamics 365 licenses: Dynamics 365 licenses will no longer include general purpose Microsoft Flow capabilities. Microsoft Flows will need to map to licensed Dynamics 365 application context - Microsoft Flows should trigger from OR connect to data sources within use rights of licensed Dynamics 365 application(s). Use of standalone flows will require a Microsoft Flow license.

What are Microsoft PowerApps and Microsoft Flow use rights for Office 365 applications?

Please refer to Licensing guide for Microsoft PowerApps and Flow use rights for Office 365 applications.

Effective October 1, 2019, the SQL, Azure, and Dynamics 365 connectors listed below will be reclassified from Standard to Premium. Non-Microsoft connectors that had previously been classified as standard connectors will still be available to Office 365 users. A standalone PowerApps or Microsoft Flow plan license is required to access all Premium, on-premises and custom connectors.

Azure Application Insights
Azure Automation
Azure Blob Storage
Azure Container
Azure Cosmos
Azure Data Factory
Azure Data Lake
Azure DevOps
Azure Event Grid
Azure Event Grid Publish
Azure File Storage
Azure IoT Central
Azure Kusto
Azure Log Analytics
Azure Log Analytics Data Collector
Azure Queues
Azure Resource Manager
Azure SQL
Azure SQL Data Warehouse
Azure Table Storage
Dynamics 365
Dynamics 365 Customer Insights
Dynamics 365 Finance & Operations
Dynamics 365 Sales Insights
Dynamics 365 Business Central
Dynamics 365 Business Central (on-premises)
Dynamics NAV
Event Hubs
Service Bus
SQL Server

Microsoft Flow plan-based limits on trigger frequency and the number of runs allocated to a tenant per month are being removed.

PowerApps and Microsoft Flow usage will be subject to service limits described here. Per user service limits provide capacity assurance for users and alleviate the risk of one user exhausting the tenant wide quota.

How does the change to PowerApps and Microsoft Flow use rights for Office 365 applications affect me if I purchased the subscriptions prior to Oct 1st 2019? Will my existing PowerApps applications and Microsoft Flow workflows continue to work?

Yes, existing apps and flows will continue to work. Customers who have been using PowerApps or Microsoft Flow with Office 365 using one or more of the connectors listed above will receive a transition period before the connector reclassification goes into effect. This transition period would be until October 1, 2020 or the expiration of their current Office 365 subscription term, whichever is longer. During the transition period customers can continue to create additional apps and flows using these connectors.

In addition, apps and flows created prior to October 1, 2019 which are using these connectors will receive an extended transition period until October 1, 2024. During this time, these qualifying apps and flows will be exempt from the Premium connector licensing requirements for the reclassified connectors.

How many PowerApps applications I can run with Office 365 plans?

No, customers can continue to run standalone PowerApps applications to extend and customize Office 365 using standard connectors.

The PowerApps per app plan allows users to run specific apps. Can you explain what this means in terms of the number and types of apps I can use?

The PowerApps per app plan is designed to help organizations solve for one business scenario at a time, which may involve a combination of individual apps. Each “per app” license provides an individual user with rights to two apps (canvas and/or model-driven) as well as one PowerApps Portal, all within a single environment. A single user might be covered by multiple “per app” licenses to allow the user to use multiple solutions targeted at various business scenarios, without requiring a per-user license. In other words, the “per app” license is stackable.

Do embedded canvas apps in model-driven apps count toward the two-apps limits?

No. Embedded canvas components within the model-driven app will not count towards the two apps limit in the per app licensing model.

When would I use the Microsoft Flow per user plan versus the Microsoft Flow per flow plan?

The per user plan is intended to support the broad adoption of an automation culture in an organization. Every user with this plan is entitled to use an unlimited number of flows, within service limits. The per flow plan provides an organization with the flexibility to license by the number of flows, instead of licensing each user accessing the flows individually with the per user plan.

Which flows count in the Microsoft Flow per flow plan?**

All types of enabled flows count: scheduled flows, automated flows, instant flows and business process flows. Flows that are triggered by another flow (child flows) or that are disabled will not count against the plan.

Do flows always have to be purchased in units of five as part of the Microsoft Flow per flow plan?

No. After the minimum purchase of 5 flows, additional flows can be licensed individually at $100/month per flow.

Do users who run flows need to be licensed, or do only users who create flows need to be licensed?

Any end user running a flow will need to be licensed either by the per user or per Microsoft Flow plans.

There are features in Microsoft Flow that are not running a flow directly, such as responding to an approval request or advancing a stage in a business process. These features are built on the Common Data Service. Normally, any use of these features requires either a standalone Microsoft Flow per user plan, or, that the flow that creates these business process environments or approval requests to be licensed under the per flow plan.

What Common Data Service capacity is included with the PowerApps and Microsoft Flow plans?

Every tenant with a PowerApps license gets default capacity. In addition, for each license there is additional capacity (pooled) added to the tenant.

PowerApps capacity Limits Per license entitlement (PowerApps per app plan) Per license entitlement (PowerApps per user plan)
Common Data Service Database Capacity + 50 MB + 250 MB
Common Data Service Log Capacity + 0 + 0
Common Data Service File Capacity + 400 MB + 2 GB

Since flows, as well as certain Microsoft Flow features like approvals, run inside of the Common Data Service, every tenant with a Microsoft Flow license gets default capacity. In addition, for each per-user or per-flow license there is additional capacity added to the tenant.

Microsoft Flow capacity Limits + Per user + Per flow
Common Data Service Database Capacity + 50 MB + 50 MB
Common Data Service Log Capacity + 0 + 0
Common Data Service File Capacity + 200 MB + 200 MB

What add-ons are available to the PowerApps and Microsoft Flow plans?

A list of add-ons applicable to all standalone PowerApps and Microsoft Flow plans are listed below:

  • New PowerApps Portals login capacity add-on and Portals page view capacity add-on for external users of PowerApps Portals.

    • PowerApps Portals log in capacity add-ons (various volume tiers start from $200 per 100 logins per month)

    • PowerApps Portals page view capacity add-on (100,000 anonymous page views for $100 per month)

  • New PowerApps and Microsoft Flow capacity add-on increases daily API request limits for PowerApps, Microsoft Flow and Dynamics 365 workloads for users that exceed their usage entitlement (10,000 daily API requests for $50 per month).

  • Common Data Service Database Capacity (1GB) $40 per month

  • Common Data Service File Capacity (1GB) $2 per month

  • Common Data Service Log Capacity (1GB) $10 per month

Can you share more details regarding the new PowerApps Portals licensing?

PowerApps Portals can be provisioned without requiring a specific license. User access licensing is based on persona type and details are as below.

User type Model SKU names Unit capacity Price/month Channel Comments
External user (authenticated) Per login PowerApps portals login capacity add-on 100 logins $200 All A login provides the authenticated user with access to a single portal for up to 24 hours
PowerApps portals login capacity add-on Tier 2 1000 logins $1000 All
PowerApps portals login capacity add-on Tier 2 5000 logins $3500 CSP only
External user (authenticated) Per page view PowerApps portals page view capacity add-on 100,000 page views $100 All
Internal user Via license Dynamics 365 (various) n/a n/a n/a Custom portal use rights are aligned with custom app use rights
PowerApps per app plan
PowerApps per user plan
  • Multiple logins during the 24-hour period count as one billable login

What exactly is considered a “login” as part of the PowerApps Portals add-on?

Think of a login as a “day pass” to a portal. Once logged in to a portal, subsequent logins (potentially from different devices) during the 24-hour period will not be billable.

Does a single login provide access to multiple PowerApps Portals during the 24-hour period?**

Logins are specific to a single portal. So if you access multiple portals belonging to the same tenant, it will be counted as one login per portal.

What is the difference between PowerApps Portals and Dynamics 365 Portals in terms of licensing?**

Parameter Dynamics 365 Portals New PowerApps Portals
Provisioning a portal environment Purchase Dynamics 365 Additional Portal SKU at $500 per month Provision a portal—no need to purchase portal addons to provision a portal
Qualifying base offers Dynamics 365 licenses only Customers can add on portal external login or page view capacity to Dynamics 365, PowerApps and Microsoft Flow licenses
Internal use rights Dynamics 365 enterprise licenses, Dynamics 365 team member license. Internal users can now access portals with a PowerApps per-app/per-user license. For a Dynamics license it is same as custom PowerApps use rights.
Monetization Per portal environment Per page view Per log in Per page view
Entitlement for Dynamics 365 customers 1 portal environment for the first 10 full Dynamics 365 USLs Not applicable―PowerApps Portals environments can be provisioned

Can I purchase PowerApps Portals add-on licenses with my existing PowerApps P1 or P2 plans or do I have to upgrade to the new plans to benefit from the new portal capability?**

Yes. You can purchase PowerApps Portals add-on capacity if you are an existing PowerApps Plan 1 or Plan 2 customer. You can also purchase this capacity if you are a Dynamics 365 customer.

Can you clarify the use rights to Portals for internal users?

Custom PowerApps Portals use rights: For internal users, use rights to a “custom” portal are aligned with their “custom” PowerApps use rights. For example:

  • A Dynamics 365 enterprise application license gets use rights to custom PowerApps applications within the same environment as the Dynamics 365 application. As such, A Dynamics 365 enterprise application license gets use rights to custom PowerApps Portals within the same environment as the licensed Dynamics 365 enterprise application.

  • The Team Member license does not get access to custom portal as Team Member licenses do not allow access to a custom app.

What is the minimum number of logins and page view that I need to assign to a specific portal?**

Minimum login quantity to be assigned to a portal is 100 logins/month. Once you have assigned 100 logins, you can assign them in units of 1.

Example: If you have 3 portals and bought 4 login packs (400 logins). You can assign them in the following way:

For example, if you have 3 portals and bought 4 login packs (400 logins), you can assign them in the following ways:

  • Portal 1: 120 (min 100)
  • Portal 2: 151 (min 100)
  • Portal 3: 129 (min 100)

Page views: Minimum 50,000 per portal. After that you can assign 1 at a minimum.

Do unused PowerApps Portals logins carry forward to the next month?

Portals are licensed at a monthly rate that is based on a customer’s anticipated login volume. Logins are not accumulated as individual assets that would carry forward month to month.

Are there limits on the number of API requests PowerApps and Microsoft Flow users can make?

Yes. To help ensure service levels, availability and quality, there are limits to the number of API requests users can make across PowerApps and Microsoft Flow. Service limits are set against normal usage patterns in both 5-minute and per 24-hour intervals, and most customers will not reach them.

API capacity is tracked based on consumption at an individual user level, and the daily limits cannot be pooled at any other level.

API limits are also applicable to application users, non-interactive users and administrative users in Common Data Service platform.

More information is available here.

Can I connect to Microsoft Dynamics for Finance and Operations?

Yes, you can use the Dynamics 365 Finance and Operations connector to build canvas apps using this data.

How long is the free trial period?

Free trials for Microsoft PowerApps last 30 days. For Microsoft Flow, they are available for 90 days.

Is there a way to develop my Microsoft PowerApps and Flow skills for more than 90 days?

Yes, with the PowerApps Community Plan you get a free environment for individual use with functionality including the Common Data Service. In this environment you can explore and learn everything about Microsoft Flow and PowerApps for free, but the PowerApps Community Plan is not intended for production use.

Learn more

Is there a plan for developers?

Yes, we have a free Community Plan to learn and build skills on PowerApps, Microsoft Flow and Common Data Service. Learn more.

What happens when I use all the data storage, file storage, and flow runs included in my per user licenses?

You can buy additional data storage, file storage and flow runs. See the PowerApps Licensing overview page for more information.

Who can buy Microsoft PowerApps and Flow Plans?

Any customer can sign up for a free trial. Office 365 admins can buy PowerApps plans for their teams or organization. Contact your Office 365 admin when you’re ready to buy.

Do all my users need to be licensed with the same PowerApps plan, or can I mix plans?

You can mix and match PowerApps licenses, and licenses that include PowerApps capabilities, across the users in your organization.