Beginner FAQs About Microsoft Business Central

Beginner FAQs About Microsoft Business Central

If you’re new to Microsoft Business Central, you likely have a few questions — maybe even more than a few. Whether you’ve outgrown spreadsheets or are replacing basic accounting software, learning about an ERP (Enterprise Resource Planning) system can feel overwhelming at first.

That’s why we’ve created this beginner-friendly guide to the most frequently asked questions about Business Central. You’ll find clear, concise answers to help you understand what the platform does, how it works, and whether it’s the right fit for your business.

Microsoft Dynamics 365 Business Central is an all-in-one, cloud-based business management platform built for small to mid-sized organisations. It centralises your financials, sales, inventory, purchasing, reporting, and more — giving your team the tools to work smarter, not harder.

This guide is written in plain English and designed specifically for Australian businesses. If you’re looking to get started with Business Central, local experts like Wolfe Systems can help you trial the system, plan your implementation, and train your team — all with personalised support.

What Is Microsoft Business Central?

Microsoft Business Central is a cloud-based business management solution that brings your accounting, operations, sales, inventory, and reporting into one easy-to-use system. It is part of the Microsoft Dynamics 365 product family and is designed specifically for small to medium-sized businesses.

Think of Business Central as a step up from accounting software like MYOB or Xero. While those tools are great for bookkeeping, Business Central provides full visibility across your entire business — not just your financials.

With Business Central, you can:

• Manage your general ledger, budgets, and financial reports
  
• Track inventory, purchase orders, and supply chain activities
  
• Automate the quote-to-invoice process
  
• Monitor project costs and timelines
  
• Get real-time insights from custom dashboards and Power BI
  

The platform is cloud-first, which means you can access it from your web browser, tablet, or mobile phone — wherever you are. It also integrates seamlessly with other Microsoft 365 apps like Outlook, Excel, and Teams.

You can learn more from Microsoft directly:
Microsoft Business Central Overview

Business Central is built to grow with your organisation. Whether you’re starting small or scaling up quickly, the system adapts to your business needs over time.

Is Business Central Just for Large Businesses?

Not at all. One of the biggest misconceptions about Microsoft Business Central is that it’s only suitable for large corporations with complex systems and big budgets. In reality, Business Central was designed specifically for small to mid-sized businesses that need more than just basic accounting software.

Who Is Business Central For?

• Small businesses moving beyond spreadsheets and manual processes
  
• Mid-sized businesses seeking better control over inventory, sales, and finance
  
• Growing companies needing a system that can scale with them
  
• Organisations looking for end-to-end visibility across departments
  

Business Central is particularly valuable for Australian businesses that want flexibility and efficiency without the cost and complexity of a large enterprise platform. It provides robust functionality out of the box, and its modular structure means you only use (and pay for) what you need.

Typical industries using Business Central include:

• Professional services
  
• Wholesale and distribution
  
• Trades and construction
  
• Retail and ecommerce
  
• Not-for-profits
  
• Manufacturing and assembly
  

If you’ve outgrown your current systems or are planning to scale, Business Central offers the structure and automation to support your next stage of growth — without needing an in-house IT department.

What Features Are Included in Business Central?

Microsoft Business Central brings together a wide range of business functions into a single platform. Instead of juggling multiple systems or manually updating spreadsheets, Business Central gives your team real-time access to everything from finance to operations — all in one place.

Here’s a breakdown of the core features included in Business Central:

Financial Management

• General ledger, bank accounts, and journal entries
  
• Budgeting, cash flow forecasting, and account schedules
  
• Tax calculation, including GST compliance for Australia
  
• Accounts receivable and payable
  
• Multi-currency and multi-company support

Sales and Purchasing

• Quote-to-invoice workflow
  
• Sales orders, purchase orders, and customer management
  
• Vendor tracking, payment terms, and discounts
  
• Email templates and document layout

Inventory and Warehouse

• Item tracking, stock levels, and bin locations
  
• Automated replenishment based on demand
  
• Physical inventory counts and adjustments
  
• Serial and lot number tracking

Project and Job Tracking

• Job costing and resource management
  
• Task planning, time tracking, and invoicing
  
• Budget vs actual performance analysis
  

Reporting and Analytics

• Built-in reports and Excel exports
  
• Custom dashboards with KPIs
  
• Integration with Microsoft Power BI for advanced insights
  

Microsoft 365 Integration

• Work directly from Outlook — view quotes, invoices, and customer history
  
• Export data into Excel for deeper analysis
  
• Share records and updates via Microsoft Teams
  

All of these features are accessible via web browser or mobile, and can be customised to suit your business processes. You can start with the basics and add more capabilities as your needs evolve.

How Is Business Central Different from Other Accounting Software?

At first glance, Microsoft Business Central may look similar to popular accounting programs like Xero, MYOB, or QuickBooks. But the reality is, Business Central goes far beyond traditional bookkeeping. It’s not just an accounting tool — it’s a complete enterprise resource planning (ERP) solution.

Key Differences:

1. Centralised Operations
Unlike basic accounting platforms that focus only on financials, Business Central brings together multiple business functions. Your finance, sales, purchasing, inventory, warehousing, and project tracking are all part of one integrated system.

2. Real-Time Data Across Departments
In most accounting systems, you rely on manual data entry or syncing between tools. With Business Central, everything updates in real time — meaning your entire business works from the same up-to-date data source.

3. Advanced Automation and Workflows
Business Central includes built-in automation tools to reduce manual tasks like invoice processing, reordering stock, and tracking job costs. This saves time and reduces human error.

4. Scalable and Customisable
Accounting tools can quickly become limiting as your business grows. Business Central scales with your needs — whether you’re adding new team members, expanding locations, or introducing new services.

5. Better Reporting and Business Intelligence
Standard accounting platforms provide basic reports. Business Central offers custom dashboards, role-based insights, and seamless integration with Power BI for advanced analytics and forecasting.

When You Need More Than Bookkeeping

If you’re managing large inventories, multiple departments, or complex service delivery, Business Central gives you the structure and visibility you need to stay on top of operations.

Is It Cloud-Based? Can I Use It Remotely?

Yes — Microsoft Business Central is fully cloud-based, which means you can access it from anywhere, at any time. Whether you’re in the office, working from home, or on the road, you can log in to Business Central using a web browser, desktop app, or mobile device.

This makes it ideal for businesses with remote teams, field staff, or multiple locations. Everyone works from the same real-time data, regardless of where they are.

Key Cloud Capabilities:

• Web Access
  Use Business Central through any modern browser — no installation required.
  
• Mobile Apps
  iOS and Android apps allow users to complete tasks, check data, or approve requests on the go.
  
• Automatic Updates
  Microsoft manages system updates, backups, and security — so you’re always on the latest version with minimal IT involvement.
  
• Enterprise-Level Security
  Data is hosted on Microsoft Azure, which provides strong encryption, regular backups, and uptime guarantees.
  
• Flexible Licensing
  Since it’s cloud-based, you only pay for the users and features you need — no expensive servers or infrastructure required.
  

This accessibility makes Business Central a strong choice for Australian businesses that need flexible, remote-friendly systems without sacrificing performance or security.

Can I Try Business Central for Free?

Yes — Microsoft offers a 30-day free trial of Business Central, giving you full access to the system so you can explore its features, interface, and capabilities before committing. This is a great opportunity for businesses new to ERP to get a hands-on feel for how Business Central works.

What’s Included in the Free Trial:

• Full access to core modules (finance, sales, purchasing, inventory, and more)
  
• Sample data to explore the platform immediately
  
• Option to connect your own data if you want a more realistic experience
  
• Mobile and web access
  
• Microsoft 365 integration (with eligible accounts)
  

You do not need a credit card to start the trial, and there’s no obligation to continue after the 30 days.

Making the Most of the Trial

While you can explore Business Central independently, partnering with an implementation expert like Wolfe Systems can help you maximise the trial period. Wolfe offers:

• Guided walkthroughs tailored to your business type
  
• Help configuring settings, roles, and workflows
  
• Advice on migrating your data if you choose to proceed
  
• Clarity on which licence type suits your team

How Long Does It Take to Set Up?

The time it takes to implement Microsoft Business Central depends on the size of your business, the complexity of your operations, and whether you’re working with a partner like Wolfe Systems. For most small to mid-sized businesses, a standard setup can take anywhere from a few days to a few weeks.

Key Factors That Influence Setup Time:

• Data Migration
  Moving your financial data, customer records, and inventory from your old system can be straightforward or complex depending on how clean and organised the data is.
  
• Number of Users
  More users usually mean more training and system configuration. Role-based access needs to be tailored so everyone gets the tools they need.
  
• Customisation Requirements
  Business Central works out of the box, but if you need specific workflows, reporting formats, or third-party integrations, this will add time to the implementation.
  
• Training and Onboarding
  Ensuring your team knows how to use the system effectively is key to success. Training sessions can add a few days but will save time and frustration in the long run.

Typical Timelines:

• Basic Setup (Essentials only): 5 to 10 business days
  
• Moderate Setup (Essentials + light customisation): 2 to 4 weeks
  
• Advanced Setup (Premium, multi-company, or integrations): 4 to 8 weeks
  

Partnering With Wolfe Systems

Wolfe Systems has experience implementing Business Central for Australian organisations across multiple industries. They manage the entire process — from discovery to go-live — and provide ongoing support.

What Kind of Support and Training Is Available?

Getting the most out of Microsoft Business Central depends on how well your team understands and uses the system. Fortunately, there’s a wide range of support and training options available — from Microsoft resources to personalised guidance from local partners like Wolfe Systems.

Microsoft Support and Learning Resources:

• Microsoft Learn
  A free learning platform with self-paced modules, tutorials, and videos tailored for Business Central users.
  Visit: Microsoft Learn – Business Central
  
• In-product Help
  Business Central includes built-in help and tooltips that guide users as they work. These can be customised with company-specific guidance.
  
• Community Forums and Documentation
  The Microsoft Dynamics community and support documentation offer detailed answers to technical and process-related questions.

Support from Wolfe Systems:

Wolfe Systems goes beyond generic training. They offer hands-on support designed for Australian businesses — helping your team feel confident from day one.

• Tailored onboarding for finance, sales, operations, and warehouse staff
  
• Role-specific training using real business scenarios
  
• Live demos and walkthroughs during implementation
  
• Post-launch support including troubleshooting and upgrades
  
• Training materials and user guides customised to your business setup
  

This type of support ensures your team is set up not just to use Business Central, but to get real value from it.

What Integrations Does Business Central Support?

One of the biggest advantages of Microsoft Business Central is its ability to connect with other tools you already use. Whether it’s Microsoft 365 apps or third-party platforms, Business Central supports a wide range of integrations that help streamline your operations and reduce manual work.

Key Microsoft 365 Integrations:

• Outlook
  Create and send quotes, invoices, and view customer history directly from your inbox.
  
• Excel
  Export and analyse data easily, with the ability to reimport updates back into the system.
  
• Teams
  Share records, reports, and dashboards with your team for better collaboration.
  
• OneDrive and SharePoint
  Store, access, and manage business documents securely in the cloud.
  

Other Integration Capabilities:

• Power BI
  Connects natively to Business Central for deeper analytics and customised dashboards.
  
• Third-Party Apps via Microsoft AppSource
  Business Central supports extensions from AppSource for functions like payroll, ecommerce, document signing, and shipping.
  
• APIs for Custom Integration
  Developers can use Business Central’s APIs to build custom connections with CRMs, POS systems, industry-specific platforms, or legacy software.
  

Wolfe Systems Integration Support

If your business relies on other tools or platforms, Wolfe Systems can help you integrate them with Business Central for a smoother experience. Whether it’s a Shopify store, a time-tracking system, or a custom application, Wolfe ensures your tech stack works together seamlessly.

Is Business Central Customisable?

Yes — Microsoft Business Central is highly customisable. While it comes with a wide range of features out of the box, you can easily tailor it to suit your workflows, industry requirements, and user preferences.

Built-In Customisation Features

• Personalised Dashboards
  Users can pin the data and tasks most relevant to their role, improving productivity and focus.
  
• Custom Fields
  Add new data fields to records such as customers, vendors, and items — without coding.
  
• Page Customisation
  Rearrange or hide fields and menus to make the interface more intuitive for your team.
  
• Workflows and Approvals
  Automate routine processes like approvals, notifications, and document routing using built-in workflow tools.
  
• Report Customisation
  Adjust layouts, branding, and content on invoices, purchase orders, and reports using Microsoft Word and Excel templates.

Extensions and Apps

You can extend Business Central’s functionality further by installing apps from Microsoft AppSource. These range from payroll integrations and document signing to industry-specific tools.

Visit: Microsoft AppSource – Business Central

Advanced Customisation

If your business needs deeper customisation, developers can:

• Build new modules using AL language in Visual Studio Code
  
• Create custom APIs to connect Business Central to other platforms
  
• Deploy enhancements via extensions so core system updates remain unaffected
  

Wolfe Systems Support

Wolfe Systems can help you customise Business Central to match your business processes — from minor interface changes to full-scale modifications. Their goal is to ensure the system feels like a natural extension of your existing workflow, not a disruptive change.

Quick Answers for Beginners

Below is a summary of the most frequently asked questions about Business Central. These concise answers are perfect for quick reference and team discussions.

Beginner FAQs at a Glance:

• Is Business Central easy to use?
  Yes — especially with guided setup and training. The interface is modern and user-friendly.
  
• Can I access it on my phone?
  Yes — Business Central has mobile apps for iOS and Android, and it also works in mobile browsers.
  
• Do I need an IT team to manage it?
  No — it’s a fully managed cloud solution. Wolfe Systems can handle setup, maintenance, and support.
  
• Is my data safe in the cloud?
  Yes — Business Central is hosted on Microsoft Azure with enterprise-grade security and backups.
  
• Can I migrate from MYOB or Xero?
  Yes — data migration tools and partner support make the transition smooth.
  
• Does it support Australian tax and compliance?
  Yes — including GST, BAS reporting, and support for multi-currency.
  
• How often is it updated?
  Microsoft rolls out automatic updates and feature enhancements regularly, with no downtime required.
  
• Can multiple people use it at the same time?
  Absolutely — each user gets their own secure login with role-based access.
  
• Is Business Central NDIS or not-for-profit friendly?
  Yes — with the right setup, it can be tailored to meet industry-specific needs.
  
• Can I scale the system as my business grows?
  Yes — you can add users, features, or modules anytime without changing platforms.

Why Work with Wolfe Systems?

Choosing the right ERP is only part of the journey — having a knowledgeable and supportive partner is what makes the real difference. That’s where Wolfe Systems comes in.

As a Perth-based Microsoft Solutions Partner, Wolfe Systems specialises in helping Australian small to mid-sized businesses successfully adopt Microsoft Business Central. From initial consultation to post-launch support, their focus is on making the platform work for your team — not the other way around.

Why Australian Businesses Choose Wolfe Systems:

• Local expertise
  Wolfe understands Australian compliance, tax requirements, and industry standards.
  
• Tailored implementation
  Every business is different. Wolfe designs your Business Central setup around your unique processes.
  
• Hands-on training
  Your team gets practical, role-based instruction using your own data and workflows.
  
• Ongoing support
  Beyond launch, Wolfe is available for updates, troubleshooting, and system enhancements as your business evolves.
  
• Trusted by businesses across industries
  From professional services and trades to distribution and not-for-profits, Wolfe has experience delivering results.
  

Whether you’re just exploring your options or ready to upgrade your systems, Wolfe Systems can help you make the transition smoothly and confidently.

Start with the Right Answers

Getting started with Microsoft Business Central does not have to be complicated. With the right answers, a supportive implementation partner, and a clear understanding of what the platform can do, you and your team can move forward confidently.

Business Central offers much more than accounting software — it gives you a central hub to manage operations, finances, inventory, and more. For growing Australian businesses, it’s a powerful way to stay agile, make better decisions, and prepare for the future.

This FAQ guide has answered the most common questions beginners have, but every business is different. Whether you’re just exploring your options or ready to take the next step, Wolfe Systems is here to help.