Power Apps · Internal apps · Microsoft 365
Power Apps or a custom app: which fits when?
4 min read
Power Apps fits when your team wants to build and maintain a simple form or list itself. A custom app fits when the application has to follow your exact process, handles a lot of data or should look like your intranet.
Both are good options. Two questions decide it: who will maintain the app a year from now? And how far should it grow?
What is Power Apps?
Power Apps is Microsoft's low-code platform. Apps are built in the browser from ready-made building blocks and formulas in a language called Power Fx. Data comes in through connectors, for example from SharePoint lists, Excel or Dataverse.
The advantage: business teams can start without programming skills. Anyone who puts in some time can build a simple form themselves.
On licensing: many Microsoft 365 licences let you use Power Apps with standard connectors. Premium connectors and Dataverse need an additional licence.
What is a custom app?
A custom app is written in code. We build ours with React, Next.js or Python. Your staff sign in with their Microsoft account, and we assign permissions by group. We read and write Microsoft 365 data through Microsoft Graph.
You get exactly the fields, steps and views your process needs. No more, no less.
Power Apps and a custom app compared
| Question | Power Apps | Custom app |
|---|---|---|
| Who builds and maintains it? | Your team, after some training | A development team |
| How do you start? | Straight away in the browser, from ready-made blocks | With a sketch; the first version takes us about 10–14 hours of work |
| How much design freedom is there? | Within the limits of the blocks | Full freedom, to your design |
| How complex can the process be? | Formulas and Power Automate | As complex as needed, in code |
| What happens with a lot of data? | Possible, but queries have limits (look up "delegation") | Queries are built for your data |
| Which licences are needed? | Depends on the connector, see above | No Power Apps licence |
| Who makes changes? | Your team | We do; most changes take us 2 hours or less |
When Power Apps is the better choice
Power Apps is strong when the task is small and clear.
- The form has few fields and simple logic.
- The data already lives in a SharePoint list or in Excel.
- Someone on your team wants to maintain the app and has time for it.
- Appearance is secondary.
Then building it yourself saves time and money. You don't need a developer for that.
We show which small apps prove themselves in daily work in 5 examples of internal apps.
When a custom app is the better choice
A custom app pays off when several people work together across several steps.
- A process has roles and approvals. Example: everyone may write a post for the intranet news, but only communications can approve it.
- The app should look like your intranet, not like a form.
- There are many entries or several data sources.
- An existing Power App has grown so much that nobody dares to change it any more.
In these cases a custom app takes more time at the start. In return it fits your process later, instead of your process bending to fit the app.
What if you already have a Power App?
A Power App that works well doesn't have to go. Keep it running.
If it hits its limits, it doesn't have to be replaced in one go. A custom app can read and write the same SharePoint lists. The data stays where it is, and the new app takes over step by step.
How to decide in five minutes
Answer three questions.
- Who will maintain the app a year from now? If your own team wants to and can, that points to Power Apps.
- How many steps and roles does the process have? A form, a list: Power Apps. Request, review, approval, notification: more likely a custom app.
- How much does appearance matter? If the app should be part of your intranet, in your design, a custom app is easier.
If you're unsure, send us a sketch. A photo of a whiteboard is enough. We'll tell you which route fits, even if it's Power Apps.
How we work on a custom app
First we talk through your sketch. Then we build a first version you can click through. After that we work in weekly sprints: every week you see what's done and tell us what should change. We have worked this way with one client for almost a year.
When we are not the right choice
If Power Apps is enough for your task, we'll recommend it. A custom app costs development time you don't need in that case.
We build custom apps and SharePoint web parts, not Power Apps. If you're looking for someone to develop your existing Power App further, a Power Platform consultancy is the better fit.