The Rise of Client-Facing Power BI Access

Across accounting firms, professional services and mid-to-large sized businesses, Power BI has become the backbone of management reporting. As this usage across multiple types of businesses and industry verticals has grown, the central question is: how do you deliver Power BI to clients securely, professionally and at scale?

This question is coming at a time when organisations are increasingly shifting from internal only dashboards to external facing ones; with clients wanting the ability to ‘see’ what is happening in their businesses via a ‘single pane-of-glass'. This in turn creates a new requirement for Power BI Solutions Architects to ensure that they are providing clients, partners or investors with secure access to live, meaningful data.

Power BI is now such a powerful tool for accountants and consultants seeking to better understand their clients businesses that it is no longer optional; it’s fundamental. Firms are embedding Power BI into their client experience to differentiate themselves, deepen relationships and deliver real-time advisory value.

This new paradigm is best illustrated by the fact that the Chartered Accountants ANZ even revamped its CA Program to include Data Analytics and Insights built around Power BI. Universities are also following this trend, with growing enrolments in Business Analytics and Data Analytics programs replacing traditional accounting pathways.

It is in this context that we are seeking to understand the differences between CMS embedding and Azure B2B for delivering client-facing Power BI access, helping organisations choose the most secure, scalable and cost-effective model. Now let’s look at the options around optimising, how internal teams and external clients interact with Power BI.

Understanding Power BI as a Service

Sharing Power BI outside your organisation (what we call Power BI as a Service) is becoming a core capability for firms offering recurring or data-driven engagements.

There are now three primary models used to deliver external Power BI access:

1. Traditional Consulting Model

Building inside the client’s own Power BI tenant/domain.

2. CMS-Based Power BI Embedding

Using third-party portals such as DataTako or Power Analytics Portal.

3. Microsoft-Native Azure B2B Sharing

Inviting external users directly into your Power BI environment.

Each approach has strengths and trade-offs — especially around cost, control, security, and future scalability.

The Growing Demand for Power BI as a Service

For firms with recurring engagements, Power BI is increasingly a client experience platform:

  • Accounting firms: real-time KPIs, financial dashboards, forecasting
  • Developers/builders: project tracking dashboards for investors
  • Professional services: data transparency and collaboration tools

Power BI turns static reporting into a live advisory channel—but external sharing introduces new governance, licensing, and delivery challenges.

Option 1 — CMS-Based Power BI Embedding (DataTako, Power Analytics Portal)

CMS-based platforms embed Power BI reports into a white-labelled, client-friendly portal. These solutions prioritise presentation, user experience, and brand consistency.

How It Works

  • Dashboards are embedded via Power BI Embedded API
  • Portal manages authentication + role-based permissions
  • Clients log in to a branded interface to access their reports

Pros

Limitations

Fully branded client portalSubscription/vendor cost
No Power BI license needed for clientsLess direct control over infrastructure
Scalable centralised accessLimited Power BI Service features
Supports SSO and website integrationDependency on third-party vendor

Ideal For

  • Firms wanting a turnkey, polished client portal without managing licensing or Azure complexity.

Power BI External Sharing Comparison Table

An Overview of Options 2 and 3
Feature / FactorCMS-Based EmbeddingAzure B2B Sharing
User AccessPortal loginMicrosoft guest account
LicensingNo client licence requiredRequires Pro or Premium
BrandingFully white-labelledMicrosoft branded
User ExperienceCustom navigationStandard Power BI UX
SecurityVia vendor authenticationAzure AD authentication
ControlShared with vendorFull internal control
FunctionalityLimited vs ServiceFull Power BI features
ScalabilityHigh for client portalsHigh with admin overhead
Cost StructureSubscription + embedded capacityLicence-per-user or Premium
MaintenanceVendor managedInternal IT managed
Ideal ForFirms serving many non-technical clientsMicrosoft-focused organisations

Choosing the Right Model

There is no universal “best” model, rather the focus needs to be what best fits your clients, constraints, and goals.

Choose CMS-Based Embedding if:

  • You want a polished, branded client portal
  • Your clients don’t use Microsoft accounts
  • You want to outsource infrastructure
  • UX and presentation are top priority

Choose Azure B2B if:

  • You operate within Microsoft 365/Azure
  • Your clients already use Microsoft login
  • You need maximum control and native functionality
  • You can manage permissions and governance internally

In Practice

Many firms use both, depending on client type and reporting complexity.

How Vision BI Helps Firms Implement External Power BI Sharing

At Vision BI, we design client-facing Power BI architectures that balance:

We help firms avoid technical debt while building scalable, secure BI delivery for clients.

Conclusion - Delivering Power BI Professionally and Securely to Clients

Client expectations have evolved-static PDFs are no longer enough. Clients want live insights, real-time metrics, and seamless access.

Both CMS-based embedding and Azure B2B can deliver this effectively when configured correctly. The best choice depends on the balance you want between control, cost, scalability, and client experience.

If you’re exploring how to deliver Power BI externally or want to build a scalable Power BI as a Service model, we can help you design and implement the right architecture -please feel free to look at some of the examples of our work here.

👉 Click here to book a consultation or demo to see how Vision BI can help you securely deliver Power BI to your clients and partners.

 

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