What Happens After You Sign Up for Business Central?

What Happens After You Sign Up for Business Central?

Microsoft Business Central is a powerful cloud-based Enterprise Resource Planning (ERP) solution built for small to medium-sized businesses. It brings together essential business functions—such as finance, sales, purchasing, inventory, and operations—under a single platform, helping teams work smarter, make faster decisions, and scale more effectively.

But what actually happens after you sign up for Business Central?

Whether you’ve signed up for a free trial or committed to a full deployment, understanding what follows is crucial for a smooth and successful implementation. This post walks you through the full journey—from the moment you receive your first email to the point where your team is confidently using the system in daily operations. We will also highlight the value of working with an experienced partner like Wolfe Systems, who supports businesses across Perth and beyond in setting up and succeeding with Microsoft Business Central.

If you’re new to the platform, we also recommend reading our related article, What is Microsoft Business Central, for a clear overview of how the system works and why it’s trusted by businesses worldwide.

Let’s take a step-by-step look at what happens after sign-up, what to expect, and how to make the most of your Business Central journey.

Step 1: Welcome Email and Microsoft Admin Portal Access

Once you sign up for Microsoft Business Central, whether through the Microsoft website or a certified partner, you will receive a welcome email. This message includes credentials, links, and instructions for accessing your new Business Central environment via the Microsoft 365 Admin Portal.

Your Business Central environment is essentially your company’s cloud-based workspace within the system. This initial setup includes a default company that you can configure and begin testing immediately. If you have signed up for a free trial, you will receive access for a limited time with sample data to explore system features. If you have committed to a subscription, your environment will be ready for full configuration and production use.

Key tasks at this stage include:

• Logging into the Microsoft 365 Admin Centre
  
• Accessing Business Central from your app list
  
• Reviewing your role (Global Admin vs Business Manager vs User)
  
• Confirming your subscription type (Trial vs Paid)
  

Proper role assignment is essential from the beginning, as it defines access levels and security permissions across your business. At this point, it’s helpful to involve your internal IT lead or, ideally, engage a partner like Wolfe Systems to ensure your user roles and admin setup align with your business structure.

Step 2: Choosing Your Partner – Why It Matters

While Microsoft provides the platform, it relies heavily on implementation partners to ensure customers are onboarded correctly and achieve long-term success. These partners, such as Wolfe Systems in Perth, offer consulting, setup, training, support, and customisation services tailored to your specific business.

Choosing the right partner early can dramatically influence your experience with Business Central. Rather than navigating the system alone and risking costly mistakes, businesses benefit from structured guidance and support throughout the onboarding process.

Benefits of working with Wolfe Systems include:

• Tailored onboarding to your industry and goals
  
• Faster setup with minimal disruption to your operations
  
• Access to certified Business Central consultants
  
• Local knowledge of Australian tax compliance and reporting requirements
  

As a Microsoft Solutions Partner, Wolfe Systems works directly with your team to understand your needs and configure Business Central accordingly. If you are unsure whether you’ve chosen a partner yet, you can always review options via the Microsoft Partner Directory or contact Wolfe Systems directly for consultation.

Step 3: Kickoff Meeting and Needs Assessment

Once you’ve signed up and chosen your implementation partner, the next stage is the project kickoff. This is typically the first formal engagement between your business and the partner team. At Wolfe Systems, this meeting sets the foundation for a successful rollout of Microsoft Business Central.

During this session, the implementation team will gather critical information about your business. The aim is to understand how you operate, what your goals are, and what specific pain points you want to address with Business Central. Rather than taking a one-size-fits-all approach, Wolfe Systems ensures the setup aligns with your processes, not the other way around.

Typical discussion points in the kickoff meeting include:

• Your current systems and workflows (e.g. accounting software, Excel, CRM)
  
• Departments and users who will interact with Business Central
  
• The business areas being prioritised (finance, purchasing, inventory, etc.)
  
• Your reporting and compliance needs (especially for BAS, GST, payroll)
  
• Third-party apps or legacy tools you want to retain or replace
  
• Key project milestones, timelines, and internal resources
  

This discovery stage helps create a project plan that outlines how long implementation will take, what resources are needed, and what training each team will require. It also defines how Wolfe Systems will support your rollout—from system design and configuration through to go-live and post-launch optimisation.

Step 4: Environment Setup and Initial Configuration

After discovery, your Business Central environment is formally set up for your business. At this stage, Wolfe Systems begins tailoring the system based on the requirements gathered during the kickoff meeting.

This includes:

• Setting up your legal entity, including company name, ABN, and location
  
• Applying Australian localisation packages for tax, currency, and compliance
  
• Configuring financial calendars, payment terms, tax codes, and GST reporting
  
• Establishing your chart of accounts and accounting dimensions
  
• Creating users and assigning appropriate roles and permissions
  

Wolfe Systems ensures your configuration is aligned with local requirements and integrates seamlessly with other Microsoft 365 tools. This setup allows your team to hit the ground running and reduces the risk of compliance errors.

Depending on the scope of your implementation, this phase may also involve selecting which modules to activate first. Some businesses start with finance and sales, while others may include inventory, project management, or even manufacturing right away.

It’s important to get these foundations right—because they shape how your data is managed and how your team interacts with the system daily.

Step 5: Data Migration – Bringing Your Information In

Once the system is configured, your historical data needs to be moved into Business Central. Data migration is one of the most critical steps in any ERP deployment, as it ensures continuity and allows your team to work with familiar information from day one.

What data typically needs to be migrated:

• Chart of accounts and opening balances
  
• Customer and vendor lists
  
• Inventory items and quantities
  
• Purchase and sales history
  
• Payroll and employee records (if applicable)
  
• Project or job data for service-based businesses
  

Wolfe Systems supports businesses through this step by preparing data templates and using tools like Configuration Packages and RapidStart Services. These tools allow large volumes of data to be uploaded into the system cleanly and consistently.

Common challenges in this step include:

• Inconsistent or outdated data from legacy systems
  
• Differences in how fields are formatted (e.g. customer names, ABNs)
  
• Mapping issues between source systems and Business Central
  

Wolfe Systems helps address these issues by reviewing your data before import, conducting trial migrations, and validating data with your team before going live.

Step 6: Customisation and Integrations

Once your data is in and your environment is configured, the next step is tailoring Business Central to work exactly the way your business does. While the platform offers powerful out-of-the-box functionality, most organisations benefit from light customisation and key integrations to maximise efficiency.

Customisation areas include:

• Modifying role centres and dashboards for each department
  
• Adjusting document templates like invoices, quotes, and purchase orders
  
• Creating approval workflows for purchases, sales, and payments
  
• Setting up automated alerts for overdue invoices, low stock levels, or pending approvals
  

Wolfe Systems helps you identify which features to adjust based on your team’s daily routines, ensuring that every screen and action supports productivity rather than introducing friction.

Beyond customisation, integrations are often a top priority. Business Central connects seamlessly with other Microsoft products such as:

• Microsoft 365: Syncs with Outlook, Excel, and Teams for daily communication and collaboration
  
• Power BI: Enables visual dashboards and custom reports directly inside Business Central
  
• Power Automate: Lets you build automated workflows without code—such as sending reminders, approving requests, or generating reports
  
• SharePoint: Useful for document management and sharing across departments
  

Businesses with specialised needs may also connect Business Central to external systems such as e-commerce platforms, third-party logistics, payroll systems, or industry-specific software. Wolfe Systems can assist with both standard connectors and custom API-based integrations to support these requirements.

Step 7: User Training and Role-Based Access

A successful ERP implementation does not end with setup—it begins with empowering your team to use the system effectively. Business Central’s functionality is deep and versatile, but without proper training, its full value may never be realised.

That’s why Wolfe Systems puts a strong emphasis on structured, role-based training tailored to each user group. Rather than offering generic overviews, we deliver focused sessions based on how each person will use the system.

Training usually includes:

• End-user training – for staff handling sales, invoicing, purchasing, and inventory
  
• Power user training – for senior users managing workflows, approvals, and data entry
  
• Administrator training – for internal IT or business leads managing users, security, and system settings
  
• Finance and reporting training – for accountants and CFOs generating reports, managing budgets, and analysing financial performance
  

In addition to instructor-led training, users can access Microsoft’s self-paced resources on Microsoft Learn, which include tutorials, quizzes, and certification pathways. These are helpful for reinforcing knowledge and upskilling new hires down the track.

Wolfe Systems also provides recorded walkthroughs, customised user guides, and support documentation so your team always has help on hand—even after go-live.

Step 8: User Acceptance Testing (UAT)

Before going live with Business Central, your team needs to validate that the system works correctly in the context of your day-to-day operations. This stage is known as User Acceptance Testing or UAT. It’s a critical checkpoint that ensures the software has been configured properly and that users are confident using it before full deployment.

During UAT, your team simulates real-world scenarios in the configured system. This helps uncover any issues with data, workflows, permissions, or customisations that may have been missed earlier. It’s also an opportunity to reinforce user training and build internal buy-in across departments.

Typical tasks during UAT include:

• Entering a full sales order and sending an invoice
  
• Processing a supplier purchase and payment
  
• Reviewing a financial report for accuracy
  
• Receiving inventory and validating stock levels
  
• Approving a purchase request via workflow
  
• Running a payroll batch or exporting BAS reports (if applicable)
  

At Wolfe Systems, we support this phase with structured UAT scripts and hands-on support. We guide your staff in testing each key workflow and provide feedback on what’s working and what needs adjusting. If bugs, errors, or mismatches are found, they are corrected before go-live.

UAT is also a good time to evaluate performance. Are screens loading quickly? Is data syncing across modules correctly? Are users navigating confidently? Addressing these issues before launch leads to a smoother transition and stronger first impressions once Business Central is officially in use.

Step 9: Go-Live Preparation and Final Checks

Once UAT is complete and your team is ready, it’s time to prepare for go-live. This stage involves final validation and communication across the business to ensure everyone knows what to expect on launch day.

Key activities before go-live include:

• Performing final backups of migrated and historical data
  
• Confirming user roles and permissions are accurate
  
• Cleaning up test data from the UAT environment
  
• Setting your opening balances and reconciling trial balances
  
• Locking in key configuration settings to prevent changes during launch
  
• Scheduling launch support with your implementation partner
  

Wolfe Systems works closely with your business during this phase to ensure nothing is overlooked. We also recommend a go-live checklist and a communication plan that notifies all stakeholders of when the system will be fully live and how support will be handled.

On launch day, Wolfe Systems provides:

• On-site or remote go-live assistance
  
• Real-time troubleshooting for initial issues
  
• Support for finance, sales, and warehouse teams during their first transactions
  
• Monitoring for performance or access problems
  

Go-live is a major milestone, but it’s not the end of your Business Central journey. It’s the beginning of operational use—and continued refinement.

Step 10: Post-Go-Live Support and Optimisation

Once your business is live on Business Central, the focus shifts from implementation to support, adoption, and optimisation. This phase is critical in turning your new ERP system into a long-term asset that delivers measurable value.

In the first few weeks after go-live, users will likely have questions, require refresher training, or encounter small roadblocks. Wolfe Systems provides dedicated post-go-live support to help your team navigate this period confidently.

Typical post-go-live support services include:

• Real-time troubleshooting for unexpected errors or user issues
  
• Guidance on using underutilised features like reporting filters or recurring journals
  
• Support desk access via phone or email
  
• Regular check-ins to ensure adoption is progressing
  

Once your team is stable in daily use, the next focus is optimisation. This involves identifying areas where workflows can be improved, reports can be streamlined, or additional features can be enabled.

Common optimisation activities:

• Automating recurring approvals or emails using Power Automate
  
• Building advanced dashboards using Power BI
  
• Adding new modules such as Fixed Assets, Service Management, or Jobs
  
• Refining permission sets as your team grows or changes roles
  

At Wolfe Systems, we take a continuous improvement approach. We don’t just set you up and leave—we revisit your system at regular intervals to ensure you’re getting full value and adapting the software to evolving business needs.

For many clients, this ongoing support is where Business Central becomes a true driver of productivity and efficiency.

Step 11: Keeping Up with Business Central Updates

One of the benefits of Microsoft Business Central being cloud-based is that it continuously improves. Microsoft releases major updates twice a year, typically in April and October, as part of their release wave cycle. These updates include new features, performance improvements, compliance enhancements, and bug fixes.

However, updates can also affect workflows, templates, or customisations. That’s why staying informed and preparing for each update is essential.

How to stay up to date:

• Subscribe to the official Dynamics 365 Release Plans page
  
• Review Microsoft’s release documentation before each update window
  
• Test key workflows in a sandbox environment before applying updates
  
• Attend Wolfe Systems’ update briefings or training sessions to understand what’s changing
  

Wolfe Systems also offers update management as part of its support services. We’ll help test and apply each new version safely and ensure your users are briefed on any changes to their workflow or screens. This proactive approach ensures your ERP system remains secure, reliable, and aligned with Microsoft’s latest innovations.

Step 12: Measuring Success and ROI

After your business has gone live and is operating steadily within Business Central, the next step is to evaluate the system’s impact. Measuring the Return on Investment (ROI) helps you assess whether your objectives have been met, what benefits you’re seeing, and where further improvements can be made.

Microsoft Business Central is designed to increase efficiency, improve visibility, and reduce manual effort. To understand if that’s happening in your business, you’ll need to look at both qualitative and quantitative metrics.

Key performance indicators to track include:

• Time savings: Are processes like invoicing, reporting, and purchasing faster?
  
• Error reduction: Has data accuracy improved since moving away from spreadsheets or legacy systems?
  
• User adoption: Are staff using the system consistently and effectively?
  
• Reporting quality: Are reports more timely, complete, and useful for decision-making?
  
• Customer and supplier satisfaction: Are orders and responses being handled more efficiently?
  

In addition, some metrics are financial in nature:

• Reduction in software or licensing costs by consolidating systems
  
• Lower IT maintenance overhead from moving to a cloud-based solution
  
• Decreased compliance penalties or audit risks through automated processes
  

Wolfe Systems supports this stage by providing post-implementation reviews. We help businesses assess performance, address underutilised features, and create a roadmap for future enhancements.

Over time, your Business Central environment can grow alongside your business. New modules, users, or integrations can be added as needed—with Wolfe Systems continuing as your trusted technology partner throughout the journey.

A Partner-Led Launch Leads to Long-Term Success

Signing up for Microsoft Business Central is just the beginning of a transformational process. What happens next—how the system is implemented, adopted, and optimised—makes all the difference in whether your business gets real value from it.

From receiving your login credentials to full deployment across your organisation, each step plays a critical role in success. Choosing the right implementation partner, like Wolfe Systems, ensures you’re never navigating this journey alone.

With local expertise, structured onboarding, and ongoing support tailored to your operations, Wolfe Systems empowers businesses across Perth to get the most out of Business Central—quickly, confidently, and strategically.

Ready to start your Business Central journey?
Contact Wolfe Systems today to book your free discovery session and begin your ERP transformation with expert guidance.