Power BI Paginated Reports provide pixel-perfect, multi-page reports that are optimized for printing and sharing. These reports allow users to create highly formatted layouts, making them ideal for financial statements, invoices, and operational reports.
However, licensing requirements for Power BI Paginated Reports can be confusing, as they vary depending on whether you use Power BI Pro, Power BI Premium Per User (PPU), or Power BI Premium Capacity. This guide explains which license you need, features included, and how to use paginated reports effectively.
What Are Power BI Paginated Reports?
Power BI Paginated Reports are structured reports designed for printing and exporting with the ability to:
- Handle large datasets
- Support custom formatting and page layouts
- Export reports to PDF, Excel, Word, and other formats
- Include tables, graphs, images, and complex expressions
Paginated Reports are created using Power BI Report Builder, a tool that allows users to design SQL Server Reporting Services (SSRS)-style reports.
Licensing Options for Power BI Paginated Reports
To use Paginated Reports in Power BI, you need one of the following licenses:
1. Power BI Pro (❌ Not Supported)
- Power BI Pro does NOT support Paginated Reports.
- Users must upgrade to Premium Per User (PPU) or Premium Capacity to access this feature.
2. Power BI Premium Per User (PPU) (✅ Supported)
- $20/user/month
- Supports Paginated Reports
- Allows AI-driven insights, large dataset support, and advanced security features
- Best for individual users needing Premium capabilities
3. Power BI Premium Per Capacity (✅ Supported)
- Starts at $4,995/month (P1 capacity)
- Dedicated cloud resources for better performance
- Supports Power BI Report Server for on-premises deployments
- Unlimited sharing of paginated reports
- Best for large enterprises with heavy reporting needs
4. Power BI Report Server (✅ On-Premises Support)
- Included with Power BI Premium Per Capacity (not with PPU)
- Allows on-premises hosting of paginated reports
- Best for organizations needing offline reporting solutions
Key Features of Power BI Paginated Reports
✅ Custom Report Layouts
- Design multi-page reports with precise formatting.
- Supports headers, footers, and table breakdowns.
✅ Large Data Handling
- Process millions of rows efficiently.
- Query directly from SQL databases, Azure Synapse, and Power BI datasets.
✅ Advanced Export Options
- Export reports in PDF, Excel, Word, PowerPoint, CSV, XML, and HTML.
- Generate automated, scheduled reports for business users.
✅ Security & Row-Level Access
- Implement role-based access controls (RBAC).
- Set permissions for data access and viewing.
✅ Integration with Power BI & SQL Server
- Connect to SQL Server, Azure Data Warehouse, and Power BI datasets.
- Embed paginated reports into Power BI dashboards.
When to Use Paginated Reports vs Power BI Reports?
| Feature | Power BI Reports | Power BI Paginated Reports |
|---|---|---|
| Data Format | Interactive dashboards | Fixed, pixel-perfect reports |
| Export & Print | Limited | Rich formatting & multi-page layout |
| Report Builder | Power BI Desktop | Power BI Report Builder (SSRS) |
| Data Handling | Best for summarized data | Handles large tables & structured data |
| Usage | Analytics & exploration | Operational reports & invoices |
Which License Should You Choose?
Choose Power BI Premium Per User (PPU) if:
✅ You are an individual user or small business. ✅ You need paginated reports with advanced analytics. ✅ You don’t need on-premises report hosting. ✅ You want a low-cost solution ($20/user/month).
Choose Power BI Premium Per Capacity if:
✅ Your company has multiple users needing paginated reports. ✅ You require Power BI Report Server for on-premises reporting. ✅ You need enterprise-scale performance with dedicated capacity. ✅ You want unlimited sharing of reports.
Frequently Asked Questions (FAQs)
1. Can I use Paginated Reports with Power BI Pro?
No, Power BI Pro does not support paginated reports. You need Power BI Premium Per User (PPU) or Power BI Premium Per Capacity.
2. What tools are needed to create Paginated Reports?
You need Power BI Report Builder, a free tool from Microsoft that allows designing SSRS-style paginated reports.
3. Can Paginated Reports be embedded in Power BI Dashboards?
Yes, Paginated Reports can be embedded into Power BI dashboards, making them more accessible to users.
4. What data sources can Paginated Reports connect to?
- SQL Server & Azure SQL
- Azure Synapse Analytics
- Power BI Datasets
- Other cloud and on-prem data sources
5. Can I schedule Paginated Reports to run automatically?
Yes, Power BI Premium allows scheduled refresh and delivery of paginated reports.
6. How do I export Paginated Reports?
Paginated Reports can be exported to PDF, Excel, Word, CSV, XML, HTML, and PowerPoint.
7. Can I use Power BI Report Server without Premium?
No, Power BI Report Server is only available with Power BI Premium (Capacity-based), not with PPU.
Conclusion
Power BI Paginated Reports are essential for organizations needing highly formatted, structured reports.
🔹 For small teams, Power BI Premium Per User ($20/month) is an affordable option. 🔹 For enterprises, Power BI Premium Per Capacity ($4,995/month) is ideal for large-scale reporting.
Choosing the right Power BI Paginated Reports license depends on your business needs, scalability, and report-sharing requirements.
🚀 Upgrade to Power BI Premium and unlock advanced reporting today!