Case Study

Microsoft Business Central Implementation

A growing food trader built a solid digital core with Dynamics 365 Business Central to streamline and scale operations.

A Crux of the Case Story: How a Startup Gained Control Before Growth

A newly registered European trading firm, dealing in cross-border food products, found itself at the starting line with fast-moving operations but without a reliable system to hold it all together.

It had bold ambitions but limited internal structure. Through a collaborative effort with Dynamics Square, it traded manual guesswork for measurable accuracy, aligning processes and financial control before scaling.

Business Overview

The client is a startup trading company focused on food products. Its primary operations take place across Europe, with key management based out of the United Kingdom. The business was set up to work through multiple legal entities. At the time of this engagement, it had already registered two legal companies in Denmark and one in the United Kingdom.

As a newly formed company with global ambitions, the client was aiming to establish operational control across sales, finance, purchasing, inventory, and compliance functions. The trading cycles involved were complex and often time-bound. Without a structured system in place, the business faced the risk of relying on manual coordination for highly regulated transactions.

What are The
Business Challenges

Being in its early stages, the business was trying to grow while still putting its internal structure in place. This led to key gaps across teams, tools, and time.

Manual entries and patchwork tools made it harder to maintain accuracy.

Finance reporting lacked real-time visibility, slowing decision-making.

Multiple legal entities created confusion around transactions and consolidation.

There was no central platform to align purchase, sales, and stock data.

International trade rules required tighter controls across locations.

Rapid operational needs clashed with the absence of scalable systems.

Remote work was difficult due to limited access to core business tools.

What the Business Needed

At its core, the business needed a structured and scalable system. It had to align people, processes, and data across three registered entities and an expanding trade footprint. The team wanted a single, dependable system that could grow as they grow.

A modern ERP system that works across entities and locations
Ability to process sales and purchase orders with traceability
Strong financial controls and real-time tracking of performance
Seamless connection with Microsoft 365 tools to improve collaboration
Data security with minimal manual work
Reporting that reflects actuals, not estimates
Clarity across finance, inventory, purchasing, and compliance

Business Objectives

The business had a clear list of outcomes that it wanted to achieve through the ERP implementation. These goals were designed to create a strong foundation and allow for seamless business expansion in future phases.

Automate routine functions in sales, purchasing, finance, and stock management

Gain better visibility of financial health for faster decisions

Improve accuracy and reduce wastage across inventory

Manage customer data in a single space to improve service

Strengthen sales operations with tools to manage interactions

Ensure compliance and data protection across legal entities

Identify areas of operational growth through better reportin

Prepare for expansion into other markets and jurisdictions

Allow staff to work securely from different locations and time zones

Solutions Proposed by Dynamics Square

The project called for a well-paced, end-to-end ERP deployment that fits the startup’s current scale and future demands. Dynamics Square proposed the implementation of Microsoft Dynamics 365 Business Central. The project was planned using a blend of remote and onsite efforts, depending on project milestones.

Core ERP Modules Included

Finance (General Ledger)

Chart of accounts, currency set-up, journal entries, VAT tracking
Financial statements and reports, G/L budgets, and year-end closure

Sales and Receivables

Customer master, order management, sales invoices and credit notes
Sales journals, customer statements, and receivables reporting

Purchasing and Payables

Vendor master, purchase order workflows, returns, quotes, and invoices
Payables reports and purchase-related documentation

Inventory Management

Item master, variants, stock transfers, lot and serial tracking
Requisition worksheets, costing, and inventory reports

Fixed Assets

Depreciation planning, asset journals, purchase and sale of assets
Registers for tracking and audit purposes

Cash and Bank Management

Bank reconciliation, deposit handling, and payment journals

Project Execution Methodology

Planning and Project Kick-off
Analysis and Fit-Gap Sessions
Design and Configuration
Deployment and User Training
Post-Go Live Support

Support Plans Offered

Five-day post-go-live support to address minor issues or errors
Prepaid support hours with priority-based service windows

Additional Requests Addressed

The client required a user manual and associated cost clarity
HR add-on solutions discussed for future roll-out
Office 365 licensing included for the newly registered entity
Revised proposal to include two Danish and one UK legal entity
Future entity in Turkey planned for Phase Two

Results and Impact: What This Transformation Means

Within a few weeks of planning, approvals, and proposal updates, the client confirmed its commitment to begin. The project was aligned to begin mid-August, giving the business a focused timeline to prepare for its go-live in October or early November.

162% projected ROI across a 3-year cycle

Payback expected within the first 12 months of go-live

Avoidance of hiring one full-time and one part-time operations hire

Savings valued at over £32K compared to older practices

Better visibility into finance and operational metrics

Smooth integration with the Microsoft suite they were already using

Structured access and control across multi-entity operations

Improved team flexibility with remote access enabled

Clearer business data that builds leadership confidence

Why This Case Matters and Future Prospects

This story stands as a clear example of how a startup, when supported with the right technology and guidance, can build clarity before complexity takes over. It reflects how businesses with small teams and big goals can unlock their full potential when their systems work for them, rather than around them.

Phase Two will include the addition of a Turkish legal entity and expansion of features like HR add-ons and extended analytics. For now, the business has made its first strong step, one that balances structure with flexibility and speed with stability.

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