Microsoft Business Central FAQs: Answers to the Most Common Pre-Sales and Beginner Questions

Choosing a new Enterprise Resource Planning (ERP) system is a big decision for any business, especially for those exploring their first cloud-based solution. It’s common to feel overwhelmed by the amount of information available and the many technical terms that come with it. That’s why answering the most frequently asked questions up front can help business leaders and decision-makers make more informed choices.

Microsoft Business Central is one of the most trusted ERP platforms on the market. Built for small to medium-sized businesses, it combines finance, operations, sales, and customer service in a single integrated solution. But before diving in, many Australian businesses want to know: How much does it cost? Is it hard to implement? What kind of support is available? And most importantly, is it the right fit?

This blog addresses those pre-sales and beginner questions to help you build confidence as you explore the system. Whether you’re comparing ERP options or just starting to research, this guide is tailored to answer your key concerns.

At Wolfe Systems, we specialise in helping businesses across Australia get started with Microsoft Business Central. Our goal is to make the transition as simple, effective, and future-ready as possible.

General Overview of Microsoft Business Central

Before jumping into the technical details or licensing models, it’s important to understand what Microsoft Business Central actually is—and why it’s becoming the go-to ERP for small to medium-sized businesses worldwide.

What is Microsoft Business Central?

Microsoft Business Central is a modern cloud-based ERP system designed to help businesses manage their finances, supply chain, sales, customer service, projects, and reporting—all in one place. As part of the Microsoft Dynamics 365 suite, it provides deep integration with other Microsoft tools such as Excel, Outlook, and Teams, making it especially appealing to businesses already using Microsoft 365.

Business Central is accessible from any device with an internet connection, and it brings together your data in real time. It helps teams make faster, data-driven decisions, automate repetitive tasks, and ensure better visibility across the entire organisation.

Whether you’re replacing outdated systems or moving from spreadsheets, Business Central provides a scalable solution that grows with your business needs.

Who is Business Central Designed For?

Microsoft Business Central is built for small and medium enterprises (SMEs) that are ready to move beyond basic accounting software and into a more integrated, future-proof solution. It is particularly well suited to industries such as:

• Retail and wholesale distribution
  
• Professional services and consulting
  
• Manufacturing and supply chain
  
• Not-for-profit organisations
  
• E-commerce businesses
  

It’s ideal for businesses that:

• Need greater visibility across departments
  
• Want to automate and streamline operations
  
• Operate in multiple locations or countries
  
• Are looking to improve reporting and decision-making
  

At Wolfe Systems, we work closely with Australian SMEs to tailor Business Central to their specific industry challenges and compliance requirements.

Features and Capabilities

One of the main reasons Microsoft Business Central stands out is the depth and breadth of features it offers. As an all-in-one business management solution, it brings together various functions that would otherwise require multiple software systems. This simplifies your operations and ensures all departments are working with the same real-time data.

What Modules or Functionalities Are Included?

Business Central comes equipped with a wide range of modules to manage key business operations. These include:

• Financial Management – Automate general ledger, accounts payable and receivable, cash flow forecasting, and bank reconciliation.
  
• Inventory and Warehouse – Track stock levels, optimise reorder points, manage warehouses, and monitor shipments.
  
• CRM and Sales – Manage sales opportunities, quotes, and customer records with full visibility into the customer lifecycle.
  
• Purchasing and Supplier Management – Streamline procurement processes, monitor vendor performance, and manage purchase orders.
  
• Project and Resource Tracking – Allocate resources, track project budgets and timelines, and generate profitability reports.
  
• Integration with Microsoft 365 – Sync data across Outlook, Excel, and Teams for seamless workflow and better collaboration.
  

Whether you need to automate your bookkeeping or manage a complex supply chain, Business Central provides a scalable and configurable system that grows with your operations.

Core Features Summary

• Unified platform for all core business functions
  
• Customisable dashboards for role-specific insights
  
• Built-in AI for predictive analytics and smart recommendations
  
• Automated workflows and task alerts
  
• Complies with Australian financial and tax regulations
  

These features can be tailored to suit your specific business requirements with the help of an experienced partner like Wolfe Systems. From initial setup to ongoing optimisation, we help businesses get the most out of Business Central’s full feature set.

Cost and Licensing

Understanding the pricing structure of Microsoft Business Central is a key part of the decision-making process. Thankfully, its subscription-based model offers flexibility and scalability for businesses of various sizes. While the exact cost may vary depending on your setup and provider, the licensing options are generally straightforward.

How Much Does Microsoft Business Central Cost?

Microsoft Business Central offers three main licence types:

• Essentials Licence – Ideal for most small to medium businesses. It includes core modules such as finance, sales, purchasing, inventory, and project management.
  Estimated cost: from around AUD $100 per user/month
  
• Premium Licence – Designed for businesses with more complex operations. It includes everything in Essentials plus service management and manufacturing capabilities.
  Estimated cost: from around AUD $140 per user/month
  
• Team Member Licence – A limited-access licence for users who only need to read data or carry out light tasks such as entering timesheets or expenses.
  Estimated cost: from around AUD $12 per user/month
  

These are subscription-based costs, which help businesses avoid the large upfront capital expenditure traditionally associated with ERP systems.

Are There Hidden Fees?

While the monthly user pricing covers your licensing, there are other factors to consider in your overall ERP budget:

• Implementation and setup costs – These vary depending on the complexity of your business and the number of customisations needed.
  
• Data migration – If you are moving from another system (e.g. MYOB or Xero), data mapping, cleansing, and importing can require additional time and resources.
  
• Add-ons and integrations – While many features are built-in, you may need to invest in third-party tools or extensions via Microsoft AppSource.
  
• Training and support – Wolfe Systems includes hands-on training and support as part of our implementation package, but some providers charge separately.
  

At Wolfe Systems, we provide transparent and tailored quotes to ensure businesses understand exactly what they’re paying for—and what they can expect in return.

Technical Setup and Requirements

One of the main advantages of Microsoft Business Central is that it’s a true cloud-based ERP system. This means businesses can avoid costly hardware upgrades and complex installations. Getting started is simpler than many expect, especially with the support of an experienced implementation partner.

What Do I Need to Run Business Central?

Because Business Central is hosted on Microsoft’s Azure cloud platform, the technical requirements are minimal:

• No servers or on-site infrastructure are required. Everything is managed and updated in the cloud.
  
• Internet connection – A stable internet connection is all you need to access the system from anywhere.
  
• Web browser or mobile device – Business Central can be accessed via any modern web browser (Chrome, Edge, Safari, Firefox) or through the Business Central mobile app on iOS and Android.
  

It works across Windows and Mac devices, and is fully responsive for tablets and mobile use. This gives your team flexibility, especially if they’re working remotely or across multiple locations.

Is Business Central Hard to Implement?

The answer depends on the complexity of your business processes, but for most SMEs, implementation is quite manageable—especially with the right partner.

There are two common implementation strategies:

• Phased approach – Start with the core modules (e.g. finance and sales), then roll out other modules in stages. This reduces risk and allows teams to adjust gradually.
  
• Full deployment – Suitable for businesses that are smaller or need all modules operational at once.
  

At Wolfe Systems, we tailor the rollout to suit your organisation’s needs. Our team handles system configuration, data migration, and user onboarding to make the transition as smooth as possible.

Tip: The key to a successful implementation lies in planning, stakeholder involvement, and training. Working with a local partner like Wolfe Systems ensures nothing falls through the cracks.

Data and Security

When moving business operations to the cloud, data security becomes a top priority—and rightfully so. Microsoft Business Central is built on the same secure infrastructure that supports Microsoft Azure, trusted by government agencies, banks, and global enterprises.

Is Microsoft Business Central Secure?

Yes. Business Central is hosted in Microsoft’s data centres, which comply with international security standards including ISO 27001, SOC 1 & 2, and GDPR. For Australian businesses, this means your data is protected under some of the highest global benchmarks for security and privacy.

Key security features include:

• Encryption – All data is encrypted in transit and at rest.
  
• Role-based access control – Assign user permissions based on job roles to limit access to sensitive data.
  
• Multi-factor authentication – Users must verify their identity through more than one method to gain access.
  
• Regular security patches – Updates are handled automatically by Microsoft, reducing the risk of vulnerabilities.
  

Microsoft also maintains data redundancy and backup protocols to ensure your business can recover quickly in the event of an incident.

Can I Control Who Sees What?

Absolutely. Business Central offers a flexible permission model that lets you customise access down to the field level. You can:

• Create user groups with specific read/write access
  
• Limit visibility to certain departments, such as finance or HR
  
• Track user activity and maintain audit trails
  

This helps you maintain compliance, enforce internal controls, and protect sensitive information such as payroll, pricing, or confidential client data.

Wolfe Systems helps configure these settings during implementation so your access controls align with your business policies from day one.

Integration and Compatibility

One of Microsoft Business Central’s biggest strengths is how well it integrates—not only with Microsoft’s own tools but also with a wide range of third-party platforms. This helps businesses streamline workflows, avoid duplication, and maintain a single source of truth across their operations.

Does Business Central Work with Microsoft 365?

Yes, and this is one of its most powerful features. Business Central integrates seamlessly with Microsoft 365 applications, including:

• Outlook – Create and send quotes, invoices, and purchase orders directly from your email inbox.
  
• Excel – Export and manipulate data with full formatting, or edit data in Excel and sync changes back to Business Central.
  
• Teams – Collaborate with your team using embedded Business Central data inside Microsoft Teams chat and meetings.
  
• Power BI – Build custom dashboards and advanced visualisations to track performance and make data-driven decisions.
  

This tight integration eliminates the need to switch between applications and ensures that everyone in your business is working with consistent, up-to-date information.

Can It Integrate with Third-Party Systems?

Yes. Business Central offers flexible integration options through:

• APIs and web services – These allow direct communication with e-commerce platforms, CRMs, or bespoke business systems.
  
• Microsoft Power Platform – Use Power Automate to build workflows that connect Business Central to hundreds of applications such as Dropbox, Slack, or Trello.
  
• AppSource Extensions – Microsoft’s AppSource marketplace offers pre-built apps and extensions for payroll, shipping, industry-specific needs, and more.
  

Common integrations include:

• Shopify and WooCommerce (for online retailers)
  
• Salesforce and HubSpot (for CRM)
  
• Square and Stripe (for payments)
  
• Jet Reports and Solver (for advanced financial reporting)

These integrations allow you to build a fully connected digital ecosystem that improves efficiency across departments. At Wolfe Systems, we can help plan and execute these integrations so your systems work together seamlessly.

Getting Started with Business Central

Implementing a new ERP system may seem daunting, especially if you’re coming from spreadsheets or outdated software. But with the right preparation and support, getting started with Microsoft Business Central can be a smooth and transformative process.

How Do I Migrate from My Current Software?

Whether you’re using MYOB, Xero, QuickBooks, or a legacy on-premise system, migration to Business Central is possible—and commonly done. The key is to approach it with a well-defined plan.

The migration process typically includes:

• Data assessment and clean-up – Review and clean up your existing data for accuracy and relevance.
  
• Mapping and configuration – Match your current data structure to Business Central’s format.
  
• Importing data – Use standard migration tools or partner-led processes to bring in your chart of accounts, customers, vendors, items, and balances.
  
• Testing – Validate imported data to ensure everything aligns as expected before going live.
  

Wolfe Systems provides hands-on guidance during this phase to ensure no important data is lost or mishandled. We’ll help you identify what’s essential to move and what can be archived.

How Long Does Implementation Take?

Implementation time depends on the size and complexity of your business, but here are some general estimates:

• Simple setup (single entity, standard modules) – 4 to 8 weeks
  
• Moderate setup (multi-user, some customisation) – 8 to 12 weeks
  
• Complex setup (multi-company, advanced integrations) – 3 to 6 months
  

Working with Wolfe Systems means you’ll get a clearly defined project plan, regular check-ins, and a dedicated project lead to ensure deadlines are met.

Tips for a Smooth Start

• Involve key users early to define workflows and priorities
  
• Set clear goals and expectations before implementation begins
  
• Allocate time for training and user testing
  
• Review and optimise processes before automating them
  
• Work with a partner who understands your industry and compliance needs
  

By following a structured process and partnering with a knowledgeable provider, you can launch Business Central with confidence—and start seeing benefits quickly.

Local Support in Australia

While Microsoft Business Central is a globally available solution, having local support can make all the difference during implementation and ongoing use. Australian businesses face specific tax, compliance, and operational requirements that overseas providers may not fully understand. That’s why partnering with a local expert is essential.

Is Business Central Supported Locally?

Yes. Microsoft provides global cloud infrastructure and software updates, but partners like Wolfe Systems deliver localised service and hands-on support. This ensures your system is not only set up correctly but also tailored to Australian business practices and regulations.

Wolfe Systems offers:

• Implementation that aligns with Australian GST, BAS, and payroll requirements
  
• Training tailored to your team and your local operational context
  
• Post-launch support including troubleshooting, updates, and optimisation
  
• Access to a local team during Australian business hours
  

Choosing a local partner means faster response times, better communication, and a deeper understanding of your business environment.

Why Choose Wolfe Systems?

Wolfe Systems is a certified Microsoft partner with a strong track record of helping small and medium businesses across Australia successfully transition to Business Central. We pride ourselves on:

• Clear communication from planning to go-live
  
• End-to-end project management
  
• Long-term relationships and support after launch
  
• Industry-specific expertise across retail, professional services, not-for-profit, and more
  

When you choose a local partner like Wolfe Systems, you’re not just getting a vendor—you’re gaining a long-term technology advisor invested in your success.

Training and Resources

Adopting a new ERP system is more than just a technical change—it’s a shift in how your team works day to day. That’s why access to training and ongoing resources is essential for long-term success with Microsoft Business Central.

How Do Users Learn How to Use the System?

Microsoft Business Central is designed with usability in mind, offering a familiar interface for those already using Microsoft products. However, structured training ensures your team can unlock its full potential.

Training resources include:

• Microsoft Learn – A free, official learning platform offering interactive modules, tutorials, and certifications. Perfect for users who want to learn at their own pace.
  
• In-product guidance – Business Central includes built-in tooltips, help menus, and step-by-step wizards to assist users during tasks.
  
• Partner-led training – Wolfe Systems delivers hands-on training customised for your business roles and processes. We work with your team directly to ensure everyone—from finance to warehouse staff—knows how to use the system effectively.

What Ongoing Support Is Available?

Even after implementation, it’s normal to have questions or need adjustments as your business evolves. With Wolfe Systems, you have access to:

• Help desk support during business hours for troubleshooting
  
• Ongoing system health checks to optimise performance
  
• New feature rollouts and update assistance
  
• Refresher training for new hires or updated modules
  

Microsoft also continuously improves Business Central with regular updates, including new features and performance enhancements. Wolfe Systems ensures your system stays current and aligned with your goals.

By investing in training and choosing a partner committed to ongoing support, you’ll not only ensure high user adoption but also maximise your return on investment.

Still Have Questions? Wolfe Systems Can Help

Microsoft Business Central is a powerful, flexible, and user-friendly ERP solution designed to help small and medium businesses thrive in a connected, digital-first world. But like any major business decision, choosing the right ERP system comes with questions—especially when you’re just getting started.

From understanding what Business Central does to how much it costs, how it integrates with your systems, and what support is available, we’ve covered the key beginner and pre-sales questions in this guide. The next step is taking action—whether that means booking a discovery call, exploring a live demo, or talking through your unique business challenges with an expert.

At Wolfe Systems, we’re more than just an implementation partner. We’re here to guide you through every stage of your ERP journey—from planning and migration to training and long-term optimisation. Our goal is to help you make confident decisions that support your business now and in the future.