Optimizing operations and financial visibility with Business Central

Before Business Central, Sapphire’s operations were hindered by an outdated ERP and fragmented processes. Their legacy on-premise system lacked cloud capabilities, requiring custom workarounds to connect with modern tools. The finance team struggled to integrate their ERP with platforms like Salesforce and Asana, limiting cross-system visibility. The system was never fully rolled out across the business—it didn’t fit Sapphire’s project-centric workflows and lacked support, leaving the team “spinning wheels” with a system that never truly got off the ground. This led to several critical challenges:

• Lack of integration with modern cloud platforms: The legacy system couldn’t easily communicate with cloud-based services, blocking data flow between sales, project management, and accounting.
• Inefficiencies in accounting and financial reporting: Basic accounting functions were slow or incomplete due to system limitations, making timely financial reporting difficult.
• No systematic purchase order process: Without a built-in PO module, employees relied on manual Excel templates, creating errors and inefficiencies with no formal approval workflow.
• Heavy reliance on spreadsheets for financial data: Sapphire managed financials in Excel instead of a centralized system, an unsustainable approach as the business grew.
• Limited visibility into project margins and performance: Project profitability was mostly guesswork, making it difficult to make informed strategic decisions.

With Business Central in place, Sapphire has transformed its operational efficiency and financial visibility. Tasks that once took days are now done in hours, and processes that were previously impossible are now standard practice. For instance, monthly financial close is now completed in one-third of the time it used to take, thanks to streamlined workflows and better data. The finance team can easily generate detailed reports on project margins, net income, depreciation, and other key metrics – reporting that was either very slow or nonexistent before is now readily available at the click of a button. Perhaps most importantly, Sapphire’s leadership finally has trustworthy, real-time insight into project profitability. What used to be “best guesses” for project margins are now precise calculations, allowing management to make data-driven decisions about pricing and strategy with confidence. Overall, every basic accounting and operational function has been improved by the new system, a fact noted by Sapphire as a complete game-changer for the business. The tangible outcomes of the project include:

• Enhanced financial reporting: Project margins, net income, and other key financials now available in real time.
• Seamless data visibility: Eliminated spreadsheets with integrated Power BI dashboards.
• Optimized purchase order approvals: Transitioned from Excel-based POs to a fully automated process in Business Central.
• Improved accuracy in project margins: Shifted from estimates to precise calculations, enabling better cost control.
• Stronger system integrations: Business Central now seamlessly connects with other platforms, eliminating data silos.
• Scalability for future growth: A cloud-based ERP foundation supports expansion and evolving business needs.

Additionally, Sapphire transformed their sales operations with Dynamics 365 Sales, integrating their ERP and CRM functions. Read the full case study to learn more about their journey and the impact of this integration.