Is this article relevant to your business?
Only if Microsoft products are genuinely suitable for your solution. MKN Business Automation does not impose Microsoft technology or recommend licences simply because they exist. We first review your current tools, your process, your users and the alternatives available.
This guide exists because Microsoft offers many different products and licensing models, making it difficult for a small or medium-sized business owner to understand what may actually be required.
Microsoft licensing can look complicated, particularly when products such as Microsoft 365, Power Apps, Power Automate and Power Pages are mentioned together.
The good news is that your business may already have access to some tools required for automation through its existing Microsoft 365 subscription. You do not necessarily need to purchase every licence mentioned below.
At MKN Business Automation, we review the tools your business already uses before recommending additional software. Wherever possible, we incorporate your existing products and only recommend an additional licence when it is genuinely required.
Where to find licensing information in your assessment
Under every Recommended Automation Opportunity in your free AI business assessment, look for the line Microsoft solutions. This shows Microsoft products that may be used to create the recommended solution.
It does not automatically mean you need to purchase every product shown. The final requirement depends on:
- the tools your business already has;
- the way the automation is built;
- the number of people who will use it;
- the data sources and connectors required;
- whether the solution is internal or customer-facing.
We confirm the actual licensing requirements before implementation begins.
Microsoft 365 tools
Many businesses already use Microsoft 365 for Outlook, Word, Excel, Teams, SharePoint and OneDrive. Some automation can use functionality already included in an eligible subscription.
This may apply when an automation uses standard Microsoft 365 tools and standard connectors. Availability depends on the plan your business currently uses.
Power Apps Premium
Power Apps can build custom applications for managing customers, jobs, projects, inventory, inspections and internal requests, or for replacing complicated spreadsheets.
A premium licence may be required when an application uses Dataverse, premium connectors or advanced functionality.
Usually each person who directly uses the premium application requires an appropriate licence. We design around the people who genuinely need access so unnecessary licences are not added.
Power Automate Premium
Power Automate can create records from forms, generate and email documents, send reminders, update information between systems and automate approvals.
Premium licensing may be required for premium connectors, Dataverse, custom connectors, advanced automation or certain external systems.
The appropriate model depends on who owns and runs the automation, who uses it and how the process is designed. We confirm this before implementation rather than assuming every employee needs a premium licence.
Power Pages and customer-facing solutions
Power Pages may suit secure external websites and portals where customers or suppliers need to submit information, access personalised records, log in securely or interact with business data.
Licensing is generally based on usage or capacity. Costs depend on whether visitors are anonymous or authenticated and on expected traffic, so we calculate them specifically for each project.
A standard website that does not need Dataverse, secure user access or Microsoft business processes may be more cost-effective on another platform. We do not recommend Power Pages simply because it is a Microsoft product.
Will every employee need a licence?
Not necessarily. It depends on how the solution is designed.
- An employee directly using a premium Power App may need a Power Apps licence.
- A user running a premium automation may need a Power Automate licence.
- An employee receiving an automatically generated email may not need a premium licence.
- A customer submitting a public form is licensed differently from an internal employee.
- Some solutions can use tools already covered by Microsoft 365.
Who pays for Microsoft licences?
Licences required for the finished solution are normally purchased and owned by the client. Your business retains control of its accounts, data and subscriptions, and Microsoft costs remain transparent and separate from MKN implementation and support charges.
We do not add technology your business does not need
Before recommending a solution, we ask:
- What tools does the business already pay for?
- Can those tools be improved or connected?
- Can standard functionality automate the process?
- Is a premium licence genuinely necessary?
- How many people actually need direct access?
- Would another platform provide better value?
If your existing tools can support the solution, we use them. If an additional licence creates meaningful value, we explain the reason and cost clearly.
Understand your options before committing
Before implementation begins, MKN Business Automation will explain the proposed solution, Microsoft products involved, likely licences and ongoing costs, implementation pricing and optional support arrangements.
This lets you make an informed decision without unexpected technology costs.
Pricing last checked: 20 July 2026. All prices are in New Zealand dollars, exclude GST and are based on annual Microsoft subscriptions. Microsoft may change prices and licensing conditions. Final pricing and requirements must be confirmed before purchase.