License housekeeping for Power Platform: How we regularly save money for our SME customer

The challenge:

Many companies rely on Power Platform Premium licenses without thoroughly checking whether each license is actually being used. Especially in the SME environment, this can quickly lead to avoidable costs. Our goal is to strengthen the Power Platform as a strategic digitalization tool – while simultaneously promoting cost-conscious license management. We have therefore established a simple, repeatable housekeeping process for our customers that enables precisely this.

And guess what? You can apply this concept to any Microsoft licence with a Serviceplan ID.

Our approach: Simple, pragmatic, effective

1. Synchronize SharePoint list

Every 90 days, our process starts by updating a central SharePoint list. To do this, we access a dynamic Microsoft Entra ID group that automatically includes all users with Power Apps Premium or Power Automate Premium licenses—based on their Service Plan IDs .

In the list, we set all existing entries to “active = 0”, add new users and mark former ones as “license revoked”.

2. Get feedback via Power App

We then send an automatic notification via email – including a link to a small Power App. In this app, a simple click is all it takes to mark the license as still required. This feedback is documented in the SharePoint list.

3. 14 days response time

Users have 14 days to respond. Those who actively respond are marked as "active = 1." Those who don't respond remain at "0" and are marked for offboarding.

4. Offboarding

All users who fail to respond will be manually offboarded , and their premium license will be removed. Important: This step is intentionally not automated , as a manual check is efficient enough in the SME environment and already saves considerable costs.

5. Restart cycle

After 90 days, the process starts again – with the update of the SharePoint list.

Process diagram

Technical components

Component	Role in the process
Power Automate	Cycle control, notification sending, list synchronization
Microsoft Entra ID	Dynamic group based on service plan IDs
PowerApp	Feedback frontend for users
SharePoint list	Management of feedback, basis for offboarding

Why this works

• ✅ Noticeable savings through targeted offboarding

• ✅ Minimally invasive process that can be implemented with low-code

• ✅ Acceptance-friendly through simple feedback via app

• ✅ Scalable when requirements change

Interested in the solution?

Are you facing similar challenges with license management in the Power Platform?

Our approach is easy to implement, individually adaptable and quickly brings visible results, especially in the SME environment.

👉 If you need support with implementation or would like to see our solution in detail, arrange an initial consultation here.