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Power Apps in Power BI: Step-by-Step Integration Guide

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Power BI Sharing

Integrating Power Apps with Power BI Reports opens the door to fully interactive analytics, allowing users not only to view data but also to act on it—directly from within a report. Whether you’re adjusting quotas, submitting feedback, or updating a record, embedding a Power App into Power BI can turn your dashboards into decision-making tools.

In this tutorial, we’ll walk through everything you need to embed an existing Power App into a Power BI report and ensure your updates are reflected in real time.

Step 1: Understand Your Storage Mode

Before integrating, first determine how your data should behave when it’s updated through the Power App.

  • DirectQuery: Changes appear immediately in the Power BI report.
  • Import Mode: Changes appear only after a data refresh.

Example: If you’re a regional manager updating store quotas, and you want those updates to reflect instantly in the report, your table must be in DirectQuery mode.Power BI data model showing DirectQuery storage mode for integrating Power Apps in Power BI

In the video scenario, one table uses Dual mode (both import and DirectQuery), and the editable table is in DirectQuery to ensure real-time updates.

Step 2: Publish Your Report First

Although you’ll build the report in Power BI Desktop, do not add the Power Apps visual while still in Desktop. To ensure full functionality:

  1. Build your visuals in Power BI Desktop.
  2. Publish the report to the Power BI Service.
  3. Only then, open the report in edit mode online and begin the Power Apps integration.Publish Your Report First
Step 3: Add the Power Apps Visual

In Power BI Service:

  1. Go to your published report in Edit mode.
  2. Click the visuals pane > More visuals > From Marketplace.
  3. Search for Power Apps and add the certified visual to your report.
  4. Drag the visual onto your canvas.

You’ll now see instructions prompting you to:

  • Add data fields to connect Power BI and the Power App.
  • Choose to create a new app or connect to an existing one.

For this tutorial, we’re using an existing Power App.Add the Power Apps Visual

Step 4: Add Required Fields for Integration

To enable interactivity between Power BI and the embedded app:

  1. Select the Power Apps visual.
  2. Add the necessary fields (e.g., Store ID, Comment, Quota) into the Power Apps data field well.
  3. Avoid aggregating fields like Store ID—set them to “Do not summarize.”

Any field you want to view, update, or pass to the Power App must be included here.

As soon as these fields are mapped, you’ll start seeing two-way interaction. Updates made via the Power App can change underlying data—and if using DirectQuery, those changes are reflected instantly in Power BI visuals.Add Required Fields for Integration

Step 5: Build or Select Your Power App

Once fields are added, Power BI will prompt you to:

  • Create a new app, or
  • Choose an existing app

Selecting your existing app will connect it with the report using the mapped fields. Make sure the app includes logic to submit changes and updates.

 

Step 6: Ensure Access and Permissions

Anyone using the report also needs access to the embedded Power App.

To share the app:

  1. Go to Power Apps.
  2. Open your app and share it with your intended users.
  3. Ensure those users also have permission to access the report in Power BI.
Step 7: Add Update Logic to the Power App

Inside Power Apps:

  1. Edit the app interface.
  2. Add a button or form with submission logic using the Patch() function.
  3. Ensure it writes back to the correct row using a unique key (like Store ID).

Example:

Patch(DataSource, LookUp(DataSource, ID = ThisItem.ID), {Quota: 20000000, Comment: "Updated quota"})

Then, use the PowerBIIntegration.Refresh() command to refresh visuals in real time.

 Only visuals connected to DirectQuery tables will auto-refresh. Tables in Import Mode require a dataset refresh.

Final Thoughts

By embedding Power Apps into Power BI, you create a seamless, interactive reporting experience. Users can take action from within the report—updating records, submitting forms, and triggering real-time data updates. Just remember:

  • Use DirectQuery for immediate reflection.
  • Publish the report before adding the visual.
  • Map all needed fields into the Power Apps visual.
Want to Master Power BI and Power Apps Together?

Explore Power BI Training from DataBear—expert-led sessions to help you build powerful, integrated business apps.

 

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