Power Automate versus buying another workflow platform
Every few months a new workflow SaaS lands in someone's inbox. Before adding another subscription and another data silo, it is worth asking what your existing Microsoft 365 licence already does.
Start from what you already pay for
If you run Microsoft 365 Business, you already own Power Automate. Adding a separate platform means a new subscription, a new place your data lives, a new tool to govern and a new integration to maintain. Sometimes that is the right call — but it should be a decision, not a default.
| Factor | Power Automate (owned) | Standalone platform (new spend) |
|---|---|---|
| Cost | Standard flows included in M365 | New per-seat or per-run subscription |
| Data location | Stays in your Microsoft 365 tenant | Moves to a third-party platform |
| Microsoft 365 integration | Native (Teams, SharePoint, Outlook) | Via connectors you maintain |
| Governance | Your existing Entra ID + DLP | A separate admin and security model |
| Best when | Work lives in Microsoft 365 | You need a niche integration M365 lacks |
When a standalone platform genuinely earns its place
Buy the extra platform if…
- You need deep, native integration with a system Power Automate cannot reach well
- Non-technical teams must build complex flows independently at scale
- You have a specialist requirement (advanced forms, specific industry tooling) M365 does not cover
- The volume or complexity genuinely exceeds what standard flows handle
The honest default
For most UK SMEs whose work already runs through Outlook, Teams, SharePoint and Excel, Power Automate covers the large majority of automation needs without new spend or a new data silo. Prove that it cannot do the job before you buy something that can.
Indicative UK list prices, per user per month, ex-VAT, mid-2026. Microsoft is changing some Microsoft 365 and Copilot prices from 1 July 2026 — always confirm current pricing before you commit.
Want this applied to your business?
A free 30-minute automation review turns any of these ideas into a costed plan for your own processes.