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Dynamics 365 Business Central Implementation Full Guide

Updated: May 12th, 2025 by Ivan Farafonov

Business Central implementation is challenging, but a priority task for those who want to manage documents and finance quickly and efficiently. This software covers all aspects of business, including sales, supply chain, and finance. It optimizes these tasks and allows you to build an effective strategy for your business development.

Let’s look at the latest statistics to understand the importance of implementing Dynamics 365. For example, Business Central has a market share of about 3.13% in the Enterprise Resource Planning (ERP) category and already has 5,785 customers. This figure is growing significantly every year and indicates the system’s demand.

If you are also planning to join the BC community and are ready to start Dynamics 365 Business Central implementation, then this guide is for you. We will describe the key steps, prices, and practices that will help you cope quickly and successfully.

Reasons to Implement Dynamics 365 Business Central

Let’s start with the fact that Dynamics 365 Business Central is a comprehensive ERP system from Microsoft designed for the needs of small and medium-sized businesses. It allows you to manage finance, sales, procurement, warehouse, production, and even customer service in one solution. And this is already a good reason why users prefer BC.

Another advantage is that the software is cloud-based. This makes it easily scalable and integrated with other Microsoft products, such as Office 365, Power BI. Here are a few more reasons why companies around the world choose bc implementation:

The main reasons for implementing Business Central are:

All-in-One Environment for Your Tasks

Business Central combines key functions: finance, logistics, procurement, sales, production, accounting, and reporting in one system. This eliminates data fragmentation, reduces duplication of information, and improves internal communication.

Increased Performance

Manual operations take time and often lead to errors. BC automation saves resources and reduces risks. It applies to many daily processes (including report generation, payroll, and order processing).

Transparency and Accurate Analytics

The system provides up-to-date data for analysis in an easy-to-understand format with Power BI integration. Thus, you will rely on extensive reports and dashboards in your decisions and may respond to changes instantly.

Flexibility and Ready for Growth

Business Central is suitable for both small and fast-growing companies. You can start with the basic functionality and gradually add modules and integrations as your needs grow.

Microsoft Dynamics 365 Business Central Implementation Steps

Let’s get started with our Business Central implementation guide! First of all, it is worth considering that a good system configuration requires careful planning, accurate information gathering, and a structured approach. In almost any case, the implementation process consists of several stages, each of which must be executed carefully for a quality result. Here are the key steps you will have to go through:

Planning and Requirements Gathering

2-4 weeks

Firstly, you need to collect all available information about current business processes: how your company works now, who is responsible for what, what tools are used, what tasks are solved manually, and what does not work as you would like. Your main task is to create an implementation project plan and build a complete picture of the “as is” and, based on it, form the “as will be”.

It’s also important to define the project scope right away. At the same time, agree on the timeline, budget, project team, and decision makers.

Actions:

Conduct interviews with all key users (management, accountants, salespeople, warehouse, purchasing, etc.).
Describe current processes (AS IS) in the form of diagrams or tables.
Collect wishes for the new system.
Agree on the budget, implementation timeframe, scope, and project scope.
Record risks that may affect the timeline or budget.

Design, Customization & Configuration

4-8 weeks

At this stage, you start working directly with Business Central. You need to install the system, customize its structure and logic following the requirements you have collected earlier. This is not just installing a program; it is creating a working environment that you will deal with in the future. Remember: the more clearly you describe the business logic, the less you will need to “rework” in the future. Be sure to coordinate all customizations with your end users.

Actions:

Install and configure the Business Central environment.
Prepare the structure of the company: branches, warehouses, departments.
Set up a chart of accounts, currencies, taxes, and bank accounts.
Add business rules: automatic checks, restrictions, and approval stages.
Develop or adapt custom modules.
Customize document templates: invoices, waybills, contracts.
Coordinate the appearance of the interface.

Integration with Other Systems

2-4 weeks

If your company uses other programs, for example, CRM, payroll services, and online banking, you need to connect all of them with Business Central. Integrations can be one- or two-way, so first determine what data is transferred, in what format, and how often.

Actions:

Identify all systems that need to be integrated with BC.
Collect technical information via API or other exchange protocol.
Agree on what data will be transferred: customers, orders, payments, acts, etc.
Develop data mapping (which fields from which tables correspond to each other).
Test data transfer between systems.

Migration and Testing

4-6 weeks

At this stage, you prepare, clean, and migrate all the data from your previous systems to Business Central. This is a crucial step because errors in the data will interfere with your work later. We recommend checking and structuring the information first to avoid failures.

Actions:

Gather all the data you want to transfer.
Clean up the data: remove duplicates, correct formats.
Import the configuration packages into the test environment.
Conduct system testing (scenarios: sale, purchase, payment, or reporting).
Involve users in testing (UAT – User Acceptance Testing).
Fix errors found during testing.

User Training

1-2 weeks

Since this is a new software, user training is an integral part of the Microsoft Dynamics Business Central implementation. It should be practice-oriented: the user should be able to create documents, close a period, perform a transaction, and perform other tasks on their own. It is better to divide the training by role and conduct several short sessions than one long one.

Actions:

Divide users into roles: accountant, logistician, sales manager, etc.
Prepare training with examples of real cases.
Create a user guide with short videos or PDF instructions with the main steps.
Conduct online or offline training sessions.
Test the material learned: let them perform typical operations on their own.

Go-Live

2-4 weeks

At this stage, the system is launched into a productive environment. All users start working in it “for real”. During this period, intensive support is needed to prevent errors.

Actions:

Perform a final check of the settings.
Lock down the old system.
Launch Business Central in live mode.
Keep a log of errors and requests.
Promptly fix critical errors.
Check the first close of the period.

Post-implementation Support

3-6 months

Live support and development begin after the launch. During this period, the system becomes a real operating body, where new reports appear, processes are optimized, and automations are set up. Ensure regular checks and communication with end users to make sure everything is functioning correctly.

Actions:

Collect feedback from users.
Set up automatic notifications, checks, and analytics.
Add useful dashboards for managers.
Plan updates, new modules, or integrations.

If you need help with Microsoft Business Central implementation, cooperate with our Dynamics BC consultant!

Business Central Implementation Cost

Even without the involvement of an external team, a full BC implementation involves certain costs, including licenses, training, infrastructure, and in-house staff time. Here’s a Business Central implementation checklist with the costs you’ll face:

Cost Category	Estimated Amount / Conditions
Business Central Licenses	from $70 per user / per month
Training / Courses	$200–800 (depending on level and number of users)
Sandbox Environment	Free
Integration with Other Systems	$500
Infrastructure / Hosting	Included in the cloud version
Data Migration	$0–300
Post-Go-Live Support	From $0

All in all, the final costs look like here:

If we do not hire an internal team, the minimum budget for a self-start is about $500-1000.
If we consider the time spent by employees, the full cost will be $2000-3000+.

Engaged Dynamics BC Implementation Team

Team selection plays a critical role in the Dynamics 365 Business Central implementation plan. The expertise of your specialists determines how fast, high-quality, and customized your setup will be. At the same time, keep in mind that the selection of specialists depends not only on their technical qualities: you should consider your industry, project size, local market features, and your preferences in general. These are all things you’ll need to take care of if you don’t have in-house resources and are planning an implementation.

Here’s a list of the core team for an ERP implementation:

Specialist	Responsibilities	Why They're Needed
Team lead / Project manager	Controls the whole implementation process and ensures smooth and productive work.	Ensures that the implementation runs smoothly, on schedule, and within budget.
Business analyst	Collects business requirements, defines the scope of the project, and creates the overall plan.	Create a link between business needs and the technical team.
BC Consultant	Knows Business Central solutions, advises on best practices, and configures the system accordingly.	Turn your requests into system features.
BC Developer	Customizes and develops new functionalities, modules, and integrations.	Necessary for creating custom features and connections.
Data migration expert (Optional)	Ensures accurate data migration from legacy systems to Business Central.	Ensures that historical data is imported and available in Business Central.
Change management lead (Optional)	Manages the transition to Business Central, including training & support.	Ensure smooth implementation for all parties.
Support and IT Admin	Provides support	Ensures that the system continues to function after go-live.

Dynamics 365 Implementation Best Practices

When working with any software, there are a few tricks to consider that will help you accomplish your tasks to the best of your ability. It also applies to BC. Here are a few Dynamics 365 Business Central best practices for implementation from our developers to help you in your quest:

Set Clear Goals

Before you start, define clear business goals and pain points. This way, your project team stays focused and concentrated on the Business Central implementation plan and the aspects the system should achieve. If your goal is to improve financial reporting, ensure that your Business Central includes specific features for money analysis.

Invest Time in Data Preparation

Data is the foundation of any ERP system. That’s why we recommend taking the time to clean, validate, and format your data before migrating it to Business Central. Also, confirm that customer and supplier records are up-to-date and standardized according to system mapping to avoid problems during migration.

Conduct Testing

Test the system thoroughly before launching. It includes user acceptance testing (UAT), integration testing, and performance testing. For example, a retail business can test the integration between Business Central ERP and a point-of-sale system to verify that sales orders are processed accurately.

Provide Adequate Training and Support

Provide comprehensive training and create a user manual to help employees understand the new system. Provide constant support so employees feel confident and can use the Business Central solution effectively.

Monitor and Optimize Post-Go-Live

Once the system is up and running, continue to monitor its performance, collect user feedback, and make necessary adjustments. You can use Power BI to track how people adapt to the system and identify any inefficient operations.

Explore Our Business Central Implementation Services

Implementing an ERP system is much more than just installing software. It is a profound transformational process that requires technical training, knowledge of business processes, experience with data, and the ability to adapt tools to the specifics of a particular company. We understand this, so we offer our assistance.

If you do not have your team of experts or want to save time, minimize risks, and avoid mistakes, you can request D365 Business Central implementation services.

Here’s what you get when you hire Business Central consultants:

An integrated approach. We take care of all stages, from audit to post-launch support. Thus, you get a complete solution that solves the specific problems of your business.
Expertise and experience. Our team consists of certified specialists who have worked with companies in various industries, including retail, manufacturing, logistics, and agriculture. We know how to adapt Business Central to your specific needs.
Flexible cooperation models. We have several models of engagement, including part-time on-demand or full-time. So, you can choose the option that works for you and get reliable assistance.
Post-project support. Even after the implementation is completed, we do not leave our clients and provide updates, user support, functional improvements, and consulting.

Contact us if:

You want to launch Business Central without unnecessary delays;
You do not have an internal team that can handle the full implementation cycle;
You want to avoid critical errors that can lead to data loss;
You need customization for the specifics of your market;
You plan to integrate with other services (1C, CRM, website, or payments).

Do you need help with the Dynamics 365 Business Central implementation guide?

Some of Our Business Central Experts

Christoph G.

– Power BI, Power Apps, Power Automate consultant

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Alexander K.

– Power Platform Developer with SharePoint Experience

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Franz E.

– D365 Business Central Solution Architect

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Finn V.

– Dynamics CRM Consultant

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Dorothee H.

– D365 CRM Developer

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Elodie A.

– Microsoft Dynamics 365 Consultant with Finance Background

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Robert M.

– Senior Microsoft Dynamics 365 Developer

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Franka M.

– Dynamics 365 Supply Chain Architect

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Adam H.

– Microsoft Dynamics 365 Supply Chain Business Analyst

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Andreas D.

– Dynamics Supply Chain and Warehouse Management Consultant

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By Ivan Farafonov

I'm passionate about sharing my extensive experience in Microsoft and Dynamics 365 technologies. Beyond the technical realm, I excel in recruiting and building high-performing teams, ensuring every project is executed with precision and collaboration. As a contributor to HireDynamicsDevelopers, I share my insights on maximizing Dynamics 365’s potential, blending technical expertise with strategic team development. My passion lies in both technology and fostering talented professionals to achieve outstanding results.