From visualization to interaction

Input masks in Power BI

Power BI is one of the most powerful tools when we talk about visualizing and analyzing data. But as soon as it comes to active data entry, for example for forecasts, notes or planned values, you quickly reach limits. In this blog article, we show what approaches there are to add input options to Power BI.

In many companies, data should not only be analyzed, but also entered or changed directly in the report: forecasts, sales plans, comments or status reports. The requirements range from simple text comments to complex planning applications.

Power BI was primarily designed as a visualization tool and not for direct data entry. A native function for entering or saving data is not provided. Although Power BI enables interactive visualizations, they do not allow permanent user input. Anyone who wants to work with plan data, forecasts or comments in areas such as controlling, finance or sales operations must therefore be creative or rely on additional tools.

Comparing four solutions for inputs and planning

We've looked at four tools that can be used to enter data directly into Power BI: Aimplan, Power Apps, Retool, and Microsoft Fabric. But which tool is really suitable for which application?

Not only the technical integration is decisive, but also the respective use case, the level of maturity of the organization, the existing IT setup and the expected complexity of the application. While some solutions are ideal for quick feedback or simple corrections, others are suitable for in-depth planning processes involving multiple stakeholders, roles, and layers of logic.

The following comparison sums up the most important features — so that you can quickly assess which solution makes sense in which context.

1. Aimplan — professional financial planning directly in the report

Aimplan is specifically closing the gap that Power BI leaves open: interactive planning and data entry within the report, without external tools or breaks in the user experience. As a specialized add-on, Aimplan was developed to map inputs, forecasting and budget processes natively in Power BI. The integration is so seamless that users barely notice that it's a third-party tool.

The special feature: Input masks are displayed directly in the report and can be used like a visual. All inputs, from numerical values to comments to planning decisions, are synchronized in real time with an underlying database (such as SQL or Azure). This not only enables quick reactions, but also structured, multi-stage planning with versioning, authorizations and comments.

Typical deployment scenarios:

• Annual planning at cost center level
• Rolling forecasts in controlling
• Sales planning in sales units
• Simulations and “what-if scenarios” at department or client level

advantages:

• Seamless integration into Power BI: inputs directly into the report, meaning no media break and no front-end change
• Support for classic planning processes, including workflow, authorizations, versions
• Low barrier to entry, making it suitable for specialist departments without an IT background
• Designed specifically for controlling and finance departments

Disadvantages:

• Third party solution: requires audit by data protection, IT governance, and purchasing
• License costs in addition to Power BI (depending on model)

Aimplan is currently one of the most powerful solutions when it comes to structured planning directly in Power BI. Especially in controlling and finance, where predictable values, approvals and iterative forecasts are part of everyday life, Aimplan offers exactly what native Power BI visuals cannot do. Aimplan creates the basis for consistent digital planning — whether in budgeting rounds, variance analyses or decentralized input processes — directly in the report, where the data is analyzed anyway.

2. Power Apps — The pragmatic solution in the Microsoft ecosystem

Power Apps is already part of the Microsoft 365 license in many companies, but is often not actively used. It also provides an easy way to integrate interactive forms directly into Power BI reports. This integration is particularly suitable for simple inputs, such as comments, status messages or minor plan value adjustments.

The big advantage: Users stay in the report without having to switch to a separate tool. Power Apps takes over the input, Power BI remains the visual front end. The data can be transferred to systems such as SharePoint, Dataverse or SQL databases and is available there for further processes.

In a controlling dashboard that visualizes a department's current forecast figures, the responsible manager can, for example, enter correction values directly in the report or leave a brief comment on the variance. The entries are saved in the background and are immediately available for further processing steps, such as for review by central controlling or for later approval. This eliminates the need to detour via emails or Excel files, and the entire process remains consistently digital within the Power BI environment.

advantages:

• Power Apps is often already licensed, there are no additional costs
• Integration with Power BI works smoothly via an embedded visual
• Quick development, ideal for initial prototypes or smaller use cases
• Users work in a familiar Microsoft environment

Disadvantages:

• Restricted design options, often visually heavy on forms
• Not suitable for complex planning with scenarios, versioning or calculation logic
• Limited scalability for large amounts of data
• Dependency on the connected data source (e.g. SharePoint or Dataverse)

Power Apps is a solid solution for simple yet structured inputs within Power BI. The tool is particularly suitable for commenting, status approvals or feedback on figures, in reporting or controlling. It is convincing where a full-fledged planning system is not required, but a fast and integrated way to enter data is required.

3. Retool — individual web apps for complex workflows

Retool is a powerful low-code platform for developing your own web apps, from simple forms to complex workflows with approval levels, validations and business logic. Retool's strength lies in its high flexibility, which allows individual input scenarios to be implemented.

A typical use case: The finance department wants a multi-stage approval process for budget approvals that is based on various data sources (SQL, SharePoint, Salesforce). This would not be possible in Power BI — but it would be in Retool.

advantages:

• Completely customizable: UI, data model, logic, roles
• Broad API support and database connectors (REST, SQL, SAP, etc.)
• Ideal for workflows with complex decision logic or calculations
• Good interaction with Power BI as a reporting frontend (e.g. via shared database)

Disadvantages:

• Not real Power BI embedding: two separate surfaces
• Development effort (low-code ≠ no-code)
• Hosting & maintenance under personal responsibility
• License costs, especially when the number of users grows

Retool is worthwhile when standard solutions are not sufficient, e.g. for complex approval processes, individual planning logic or cross-functional applications. However, it is a tool for tech-savvy companies with an internal willingness to develop.

4. Microsoft Fabric — The Future of Integrated Data Entry (Preview)

With Microsoft Fabric, Microsoft is consistently entering new territory: a fully integrated data ecosystem that combines BI, data engineering, data science, real-time processing, and automation. The aim is to consolidate all data processes from source to insight on one platform — with Power BI as a visual front end.

A particularly exciting feature for interactive reports is the new “Data Input”, which is currently being tested in the preview phase. This feature makes it possible to integrate simple input masks directly into Power BI. Users can use it to change certain values, such as numbers or statuses, directly in the report, save them and use them as triggers for further processes.

A typical example: In a financial status report, a specialist department can change the priority of a measure with a click or manually set a traffic light color without leaving the report.

advantages:

• Seamless integration into the Microsoft world (Power BI, Power Platform, Azure) without third-party providers
• Uniform rights and governance model, no media disruption
• Future expandability through automation, e.g. via Data Activator for event-based action

Disadvantages:

• Still in preview status: limited range of functions, limited availability
• Not rolled out across the board: often not activatable, especially in classic enterprise tenants
• Not (yet) suitable for complex planning scenarios, such as rolling forecasts, top-down allocations or consolidated budgeting

The new data input function in Microsoft Fabric is a promising step towards interactive reports, particularly for simple feedback mechanisms or manual prioritization. However, the functionality is currently not yet sufficient for comprehensive planning processes in controlling or finance.

Nevertheless, it is worthwhile to keep an eye on developments, especially for companies that are already strategically using Fabric and are striving for a uniform data and BI ecosystem. As a component for prototypes or as a supplement to automation, data input is already interesting today.

Conclusion: How to choose the right input tool for your company

If you want more in Power BI than pure analysis, you need additional solutions for data entry and planning. Each of the four options has its strengths.

Aimplan is ideal for classic planning scenarios in controlling and impresses with seamless integration.‍

Power Apps is the quickly implemented, cost-effective solution for simple inputs such as comments or status reports.

Retool is suitable for individual, technically demanding applications with a high degree of flexibility.

Microsoft Fabric offers initial opportunities for interaction in the report, but is not yet ready for complex planning requirements.

Depending on the use case, IT setup and level of complexity, the right extension can be found so that Power BI becomes an active control tool.