What is a Template in Power BI? Settling the debate.
- Oscar Martinez
- Jun 27
- 3 min read
Updated: Jun 29
Understand what each Power BI "Template" type does, when to use it, and how it shapes the user experience.
A Power BI Template can mean very different things depending on who you ask. Are we talking about a .PBIT shell, a JSON theme, a turnkey Template App, or merely a thin report wired to a central model?
In this post, we cut through the ambiguity and lay each option side‑by‑side. You’ll learn what’s inside every “template” type and the trade‑offs that matter in real‑world projects—so the next time someone says “just use a template” you’ll know exactly which one fits the bill.
1. Report Template (.PBIT)
What it is: A .PBIT is essentially a .PBIX Power BI Desktop file without any data. It retains:
report pages, visuals, and layout
the entire data model (tables, relationships, measures)
Power Query logic, including any defined parameters
How it works
Save a report via File → Export → Power BI template.
When the template is opened, Power BI prompts you for parameter values, which can:
Point to user‑specific data sources (e.g., folder path, database server)
Pre‑filter the data that is loaded (e.g., date range, geography)
Why use it
Reuse a proven Power BI Template structure across multiple datasets or customers
Ensure each user connects only to their own data
Improve performance by filtering before the data load
Keep file size minimal (no data stored), aiding governance
Learn more
https://learn.microsoft.com/en-us/power-bi/create-reports/desktop-templates
2. Report themes (.JSON)
What it is: A JSON-based Power BI Template that defines:
Color palette, fonts, backgrounds
Formatting styles for visuals
How to apply
Import via View → Themes → Browse in Power BI Desktop
Why use it
Enforce branding and design consistency.
Enhance accessibility and readability across reports.
Learn more
https://learn.microsoft.com/en-us/power-bi/create-reports/desktop-report-themes
Power BI Theme Generator by BIBB
3. Template App
What it is: A pre‑packaged solution (PBIX + dashboards + dataset) published to AppSource or internal Marketplace
How it works
Built by partners using parameters
Installed in Power BI Service (workspace is created)pl
Why use it:
Deliver turnkey analytics for common SaaS tools (Salesforce, etc.)
Governed deployment at scale.
Learn more
https://learn.microsoft.com/en-us/power-bi/connect-data/service-template-apps-overview
4. Power Query Templates (Fabric only)
What it is: A Power Query template is a single file that contains both the Power Query script and its associated metadata for a specific data transformation project.
Why use it:
Standardize ETL steps across reports/workflows
How it works
Create: User develops Power Query queries.
Export: The queries are exported and saved as a template file
Import: select the "Import from a "Power Query" template option
Learn more https://learn.microsoft.com/en-us/power-query/power-query-template
5. Commercial Marketplace Template (Paid .PBIX / .PBIT)
What it is: Off‑the‑shelf Power BI report or dashboard files—typically .PBIX or .PBIT—designed and sold by independent creators or consultancies through their own websites or marketplaces.
How it works
Purchase the template online (one‑off license or subscription)
Download the .PBIX/.PBIT file and open it in Power BI Desktop
Optionally enter parameters or swap the data source connection
Publish to the Power BI Service once tailored to your data
Why use it
Jump‑start a project with polished visuals and UX
Benefit from design expertise without hiring a specialist
Fixed, predictable cost versus custom development
Learn more
Which Power BI Template to Use When
Template type | Use when you need to… | What you actually ship | Complexity (build & maintain) | Caveats / gotchas |
Report Template (PBIT) | Re‑deploy the same report structure on top of different data sources or filtered slices (per customer, region, date range) | Parameterised PBIX sans data (model + visuals) | Medium – requires parameter design and user refresh workflow | Requires users to refresh after opening; parameters only affect Power Query step |
Theme Template (JSON) | Roll out consistent branding, color palettes, fonts and default visual formatting across many reports | A JSON theme file imported into Power BI Desktop or applied in the Service | Low‑High – templates can be very simple or very detailed | Styling only—won’t help with layout or model reuse |
Template App | Deliver a turn‑key analytics solution (dataset + report + dashboards) that can be installed via AppSource or internally | A managed app workspace that copies the artefacts and, optionally, connects to user data | High – versioning, certification, multi‑tenant design | Governance overhead; updating the app requires versioning & certification |
Power Query Template | Standardize a complex ETL routine across multiple solutions | .PQT file containing M code and metadata | Low – author once, reuse often | Fabric‑only; limited to Power Query layer |
Commercial Marketplace Template | Start fast with a professionally designed report without building from scratch | A paid .PBIX/.PBIT file the buyer customizes | Low for consumers / High for sellers | Quality varies; may need heavy customization; licensing limits |
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