If you are one of the users of Dynamics 365 Business Central, you must be concerned about Dynamics 365 Storage Cost. But, before getting into the cost of this amazing ERP tool, let’s learn a little about it.

Microsoft Dynamics 365 Business Central is a cloud ERP (Enterprise Resources Planning) solution built to manage the entire business process and operations from one platform.

There are two ways to deploy Dynamics 365, one is On-Premises, and another is Cloud online. In On-Premises deployment, the customer has to manage all updates, upgrades, and features. Also, the client has to set up the data server on its responsibilities. And, in Cloud Online deployment, the users have to pay a licensing fee to Microsoft as per the selected plan. Thereafter, the users can use the software on the go. When you compare these two plans based on the cost to the company, the Cloud plan has proved to be a better choice.

Since April 2019, Microsoft has introduced a new model for all business apps to deal with the higher storage consumption of users.

The previous storage model was known as the Legacy Storage Model, where all kinds of storage are priced on a subscription basis. The subscription model usually costs between £4.24 to £8.48 GB per month. Now, Microsoft has classified the storage model as per the storage capacity under three capacities:

How Much Storage Do You Get With Dynamics 365?

Database Capacity

This transactional database is used to record data, like accounts, activities, contacts, workflows, fields, entities, etc. The company subscription gets 10GB of data in total and 250 MB of data based on the user subscription. If the business needs extra storage other than 10 GB, it is priced at £33.91 per GB per month.

File Capacity

The File storage is used for notes, emails, appointments, and similar functions to store data in Dynamics 365 and other Microsoft apps like spreadsheets, videos, slides, image files, documents, etc. The company gets 20 GB of total storage and 2 GB of data per licensed user. If there is a need for extra data, you can avail yourself at £1.70 per GB monthly.

Log Capacity

Log storage is a separate space to store logs, audit data, track reports, attribute data, and more. It includes the functions like security role updates, field value updates, and date/time of access. You will get total storage of 2 GB with no extra data per user. Also, there is no availability of extra data in case of need. Usually, 2GB of data is enough for all audit functions.

Dynamics 365 Storage Examples:

Case 1: A company with ten users of Dynamics 365 Microsoft Business Central.

This company has five users working in customer services and five users in sales who will receive the following storage in all three capacities:

CapacityDefault StoragePer user storageTotal Storage
Database Capacity10 GB250 MB/user = 2.5 GB12.5 GB
File Capacity20 GB2 GB/user = 20 GB40 GB
Log Capacity2 GBNill2 GB

Case 2: A company with 60 licensed users of Dynamics 365 Business Central.

CapacityDefault StoragePer user storageTotal Storage
Database Capacity10 GB250 MB/user = 15 GB25 GB
File Capacity20 GB2 GB/user = 120 GB140 GB
Log Capacity2 GBNill2 GB

Additional Dynamics 365 Storage Cost

The administrator can check the current storage of a subscription. Even the administrator can see and manage each user’s current data statistics using the Power Platform Admin Center.

The panel will send a banner notification and email notification to the admin when the storage limits are occupied for more than 50% of your current storage. After that, the admin can decide whether there is a need to purchase the extra space or not.

With the help of add-ons, the admin can purchase the extra capacity as per the requirement, and here is the data regarding additional Dynamics 365 storage cost:

CapacityCost Per GB
Database Storage£30.20
File Storage£1.50
Log Storage£7.50

If you are worried about Dynamics 365 storage prices and available storage space, contact us immediately to schedule a storage evaluation with our Dynamics 365 experts.

Impact on Users When D365 Storage Capacity Exceeds

When you use more than 85% of your total storage space, the system will notify you about the low storage limits. You will get these notifications in Power Platform Admin Center. If you didn’t resolve the storage issue, some of your functions would stop working, like:

  • Restore and copy an environment
  • Make and recover an environment ( it requires 1 GB minimum of free space)
  • Add any capacity database to the environment
  • Convert a trial to a paid environment. ( requires 1GB free space)

Where to Find Current Storage Consumption Data

The statistics of current storage and usage data will be available in Power Platform Admin Center. And, you don’t need to check it frequently as the software will notify you automatically when there is a need to purchase extra storage.

You will find the Capacity tab on the left of the screen. This tab will show you the current data of your Database, File, and Log capacity. The data of each capacity of each user shows you the remaining storage.

Please affix an image showing the capacity tab of the Power Platform.

Also, the dashboard of Power Platform will show you the environments consuming storage capacities. It is the most reliable feature as the admin can manage the data consumption and cut out the extra storage. Use the Per Environment tab to evaluate more data storage as per the environment.

How to Reduce the Cost of Microsoft Dynamics Data Storage

We’ve highlighted various ways of minimizing Dynamics data storage:

Make use of mscrm-addons Attachment Extractor.

The mscrm-addons package AttachmentExtractor extracts complicated and huge email attachments from Dynamics 365 and stores them in Microsoft’s Azure Cloud or SharePoint, both of which are cheaper cloud storage alternatives. Emails and files can still be accessible easily from inside Dynamics 365; they’re just in a different place.

To save on Dynamics data, delete finished system jobs.

System jobs (also known as asynchronous jobs) are Microsoft Dynamics’ bespoke workflow procedures. Dynamics retains a record of all performed system jobs, almost like a certificate of completion.

These system job records accumulate over time and might eat up your Dynamics storage. They also don’t have a retention period, so you’ll have to delete them manually.

Keep on top of your audit logs: what is logged and does it need to be audited?

Audit logs are a record of Microsoft Dynamics modifications. They’re important for determining how problems arose or who made modifications to contact data.

These, like system jobs, must be removed manually. You should also ensure that the data they are holding is relevant to your needs. Change the settings for everything you’re certain you’ll never need.

Store files in SharePoint rather than Dynamics 365 Notes.

Dynamics 365, like email storage, may track contact-related notes. These, too, can have big attachments or spread if they are tied to someone you interact with on a frequent basis.

You may configure Dynamics 365 notes to store attachments in SharePoint Online instead of using the appropriate plugins. With every Microsoft 365 license, every organization receives 1TB of storage on SharePoint Online. So, even if you only have a basic license, you may have free access to a large amount of cloud storage for Dynamics.

Plugins are relatively simple to set up, and files may be fetched from SharePoint in seconds with only one or two more clicks.

If you need any help in increasing your data storage, you can contact Dynamics Square to process all your requests. Without the resolution of storage, many users from your team may face a lot of difficulties in running the processes of your business. This may cause you a financial loss, and we don’t want this either. So, once you get the notification or any query about storage, feel free to call us.

Recommended Reading –

Dynamics 365 Upgrade Services

Dynamics 365 Sales Pricing

Kapil Jangid

Kapil Jangid is a Digital Marketing expert with an aim of uplifting businesses through cloud-based software as a service (SaaS). He has more than 8+ years of experience working with numerous SaaS companies, driving brand awareness, and enhancing revenue opportunities.


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