Dynamics 365 ERP Business Central SaaS – Implementation Options & Costs from Qi Ltd

Flexible Approaches, Tailored to Your Business

Choosing the right implementation approach — with the right partner — is critical to the success of your Dynamics 365 Business Central project. At Qi, we speak your language. With over 27 years of experience, we offer flexible implementation styles to suit your internal resources, data complexity, and business goals.

Let us help you find the approach that fits your needs best.

Qi DIY+ Implementation

Best for:
Businesses that need core financial data migration, without complex manufacturing requirements, and have in-house capability to validate migrated data.

What’s Included:

• Provisioning of Dynamics 365 Business Central with correct licensing
• Support with navigating online learning resources.
• Test  financials data migration by Qi.
• Your logo added to standard print layouts (custom prints quoted separately)
• Go Live support: Dedicated online & phone support on your first day of live processing and beyond.

Project cost from £12000 + VAT

Qi Fast Start Implementation

Best for:
Businesses requiring full financial data migration, but without complex manufacturing, and with internal data validation capability.

What’s Included:

• Initial project planning meeting
• Provisioning of Dynamics 365 Business Central with appropriate licensing
• Full financials data migration (test & final) using our own toolkit
• Comprehensive financials training
• Your logo added to standard print layouts (custom prints quoted separately)
• Go Live support: Dedicated online & phone support on your first day of live processing and beyond.

 Project cost from £15,000 + VAT

Qi Fully Partnered Implementation

Best for:
Companies with complex processes, multiple data sets, or broader departmental involvement.

This is a fully managed, end-to-end implementation led by Qi Project Managers, working in close collaboration with your internal team to ensure all business needs are addressed.

What’s Included:

• Project planning and full solution overview for your team
• Provisioning of Dynamics 365 Business Central with appropriate licensing
• Training on all modules included in your licence — tailored to your business processes.
• Test & final data migrations, including joint validation with Qi and your team.
• Your logo added to standard print layouts (custom prints quoted separately)
• Qi Extensions Pack included free of charge.
• Full project management by Qi
• Go Live support: Dedicated online & phone support on your first day of live processing.

 Project cost from £20,000 + VAT

Thought for the Day

Ready to Discuss Your Implementation?

Contact Qi to explore the best implementation option for your business. Whether you are new to Dynamics 365 Business Central or looking to optimise an existing setup, we are here to help make your transition smooth, successful, and future proof.

Qi helps you understand your licencing options in Business Central

Business Central Essentials

Financial Management – 

• General Ledger 
• Accounts Schedules 
• Cash Management 
• Multiple Currencies 
• Receivables (Sales Ledger) 
• Sales Invoicing 
• Payables (Purchase Ledger) 
• Purchase Invoicing 

Supply Chain Management – 

• Sales Order Management 
• Sales Return Order Management 
• Purchase Order Management 
• Purchase Return Order Management 
• Salespeople/Purchasers 
• Inventory Management 
• Assembly Orders 
• Stock Replenishment 

Contact Management – 

• Contacts 
• Interactions 
• Sales Opportunities 
• Tasks 
• Campaigns 

Analysis and reporting – 

• Dimensions 
• Reason Codes 
• Sales Analysis Reports 
• Management Reports 

Business Central Premium

All the above plus Service Management and advanced manufacturing: Manufacturing BOM’s, MRP and MPS. 

Dynamics 365 Business Central Team Members 

Think: read only with limited update capabilities.

The Dynamics 365 Business Central Team Members subscription is a named user subscription designed for users who are not tied to a particular function, but who require basic Dynamics 365 Business Central functionality.

This licence includes read access as well as some write access for select light tasks across Dynamics 365 Business Central functionality for a given tenant. The Dynamics 365 Business Central Team Members SL grants a user full read access to Dynamics 365 Business Central Essentials and Dynamics 365 Business Central Premium for a given tenant. In addition, the Dynamics 365 Business Central Team Members SL includes some limited use write access to Dynamics 365 Business Central Essentials and Premium.

Dynamics 365 Business Central Team Members also includes the “PowerApps for Dynamics 365 Applications” licence. Dynamics 365 Business Central Team Members users can use PowerApps to access Dynamics 365 Business Central within the bounds of their Team Members licence.

Dynamics 365 Business Central Team Members requires that at least one other user be licenced with Dynamics 365 Business Central Essentials or Dynamics 365 Business Central Premium.

Dynamics 365 Business Central Team Members have user rights to perform the following actions:  

1. Read anything within Dynamics 365 Business Central. 
2. Update existing data and entries in Dynamics 365 Business Central. Existing data are records such as customer, vendor or item records which are already created. Entries means entries on which it is specifically allowed from an accounting perspective to update specific information, (e.g., the due date on customer ledger entries).
3. Approve or reject tasks in all workflows assigned to a user.
4. Create, edit, or delete a quote. 
5. Create, edit, or delete personal information.
6. Enter a Time Sheet for Jobs. 
7. Use PowerApps for Dynamics 365.

A Team Member’s application module may not be customized with more than fifteen custom entities available to the Dynamics 365 Team licence¹. 

Dynamics 365 Business Central Device Licence 

A common use case for Device Licences is Bar Code Data Collection for stock movement or capturing working times using an app such as QiStockTrack or JobTrack

Contact Qi Ltd to find out more about BCDC with Business Central

The Dynamics 365 Business Central Device licence offers flexibility for different operational needs within a business. Here are the types of licences available: 

1. Store Manager Device Licence: This licence is designated for devices located in retail stores or shops. It enables functionalities such as managing inventory, cash registers, menu options, purchasing supplies, managing staff, processing reports, and maintaining master data related to store operations. Whilst this is designed for retail in can be used in any environment where these tasks are completed. 

• Manufacturing Shop Floor Device Licence: Designed for devices used on the manufacturing shop floor, this licence facilitates tasks like attendance tracking (clock-in/clock-out), managing production jobs, reporting progress, tracking materials consumption, viewing production documents, monitoring worker holiday balances, and overseeing project activities. 

• Warehouse Device Licence: This licence is intended for devices in warehouse environments, providing support for inventory management, warehouse operations, and supply chain tasks. Functions include receiving inventory, putting away inventory, internal stock transfers, picking and packing, capturing product attributes, shipping goods, performing inventory counts, and posting output and materials consumption against production orders (limited to certain transactions). 

Each licence type is tailored to specific operational needs and can be utilized on designated devices within the respective business areas. 

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Microsoft 365 & Dynamics 365 Business Central SaaS Implementation Overview

Microsoft 365 Tenant Requirements

To implement Dynamics 365 Business Central (D365BC) SaaS, a Microsoft 365 (formerly Office 365) tenant is required. Qi can:

• Use your existing Microsoft 365 tenant if correct admin rights are granted.
• Provision a new tenant if needed.

Integration with Microsoft 365

Business Central offers powerful native integration with Microsoft 365 tools, enhancing both environments:

• Outlook Add-in Features:
  • Contact Insights: View customer/vendor data from emails or calendar appointments.
  • Document View: Access business documents (e.g., quotes, invoices) directly from Outlook.

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Typical Business Central Project Timeline (4–5 Weeks)

While project scope may vary, Qi follows a structured implementation process, typically completed in 4–5 weeks. Some projects will take longer and Qi is not prescriptive. We do invite our customers to stay focussed, avoid project slip and to ‘keep their eyes on the prize’!

Project Phases Overview

Phase	Week	Key Activities
Project Sign-Off	0	Agreement signed, first invoice raised.
Planning & Solution Demo	1	Key user planning, server setup, demo system overview, data conversion discussion.
Trial Data Conversion	1	Initial trial data loaded to D365BC.
Training Sessions	2–3	Seven half-day remote sessions covering: System overview, Inventory, Production, Purchasing, Sales, Finance, Role Centre customization.
Live Data Conversion	4	Data moved from legacy system to D365BC overnight.
Go-Live Support	4	First-use support via Microsoft Teams.
Post-Go-Live Help	Post-Go Live	Help with VAT, management reporting, and periodic processes.

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Business Central Project Scope and Intent

What Qi Provides

• Migration of your existing data to D365BC.
• Tailored system configuration.
• User training using your actual data.
• Go-live support and ongoing assistance.
• Long-term optimization as your business evolves.

Why It’s Needed

As your business scales, existing systems and manual workarounds often become fragmented. D365BC provides:

• A unified system.
• Real-time visibility into operations and profitability.
• Seamless integration across departments.

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Business Benefits with Business Central

• Integrated & Real-Time: Cloud-based, reliable, and scalable ERP.
• Structured & Efficient: Streamlined data capture and business processes.
• Microsoft 365 Integration: Work within familiar tools (e.g., Outlook) without switching contexts.

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Key Success Criteria

The project is considered successful if:

• Delivered on time and within budget.
• Delivered in accordance with the agreed Statement of Work.

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Project Objectives

1. Eliminate Data Duplication: Single source of truth for business data.
2. Unify Systems: Replace disparate tools with a centralized platform.
3. Streamline Processes: Enable cross-departmental visibility and workflows.
4. Enhanced Reporting: Real-time access to KPIs and advanced data analysis.

Customer Success Stories

🌟 Thistle Scientific Ltd

“Qi delivered a robust and successful project, as expected. The move to Business Central was timely and has delivered real value to our operations. I’ve since recommended both Business Central and Qi to other business owners.”
– Adie Cleaver, Managing Director, Thistle Scientific Ltd

Result: Successfully transitioned to a scalable ERP, future-proofing the business and enhancing daily operations.

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🌟 H E Stringer Flavours Ltd

“We have worked with Qi since 2007 — they understand our business really well. Their recommendation to move to Business Central was spot on. As always, Qi’s support team has been excellent.”
– Lorna Whiteley, Accounts & Purchasing Manager, H E Stringer Flavours Ltd

Result:

• Enhanced reporting and product costing.
• Inter-company trading streamlined via Business Central’s company hub.
• Time savings in reporting and analysis improved overall productivity.

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🌟 JCS Fish Ltd

“The addition of Continia was a massive win — automating our purchase ledger was a key objective. Qi ensured a smooth Go Live and continues to support our ongoing growth.”
– Rosie Knight-Coulbeck, Financial Director, JCS Fish Ltd

Result:

• Purchase ledger automation through Continia.
• Integration of Dynamics CRM with Business Central underway.
• A true partnership approach with a shared family-business ethos.

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Why Partner with Qi?

✔ Expertise That Understands Your Business
✔ Long-Term Relationships With Proven Results
✔ Tailored Implementations That Deliver Value
✔ Ongoing Support You Can Rely On

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Ready to talk?