Short answer
Power Apps helps build an application when a spreadsheet, email or task list is no longer enough. It is often used for forms, case registers, status panels, simple CRMs and tools for teams working in Microsoft 365.
When does Power Apps make sense?
Power Apps is a good fit when the company already uses Microsoft 365 and the team needs one place to enter data, manage statuses and work with a simple process.
- request or case register
- field and administration forms
- status panel with permissions
- app instead of an overloaded Excel file
When is Power Apps not enough?
If the app needs a complex interface, high traffic, unusual logic, advanced integrations or a public customer-facing product, a custom web application or dedicated system may be better.
Power Apps and automation
Power Apps often works best together with Power Automate. The app gives the team an interface, while background flows send notifications, create tasks, update statuses and handle approvals.