Dynamics 365: If You Don’t Get This, You’re Wasting Your Budget

Microsoft Dynamics 365 is one of the most powerful business platforms available—but most companies waste thousands using it the wrong way.

If you don’t understand what Dynamics 365 can do (or fail to implement it correctly), you’re overpaying for features you don’t use, losing time on manual work, and missing out on automation that could save you money.

Before you spend another dollar on Dynamics 365, read this—it could save your business significant time and costs.

The Hidden Cost of a Bad Dynamics 365 Setup

We’ve seen companies bleed thousands on unused Dynamics 365 features—paying for tools they never implemented, duplicating work with manual processes, and struggling with disconnected systems.

Businesses often sink six figures into licensing costs, only to find that half their features go unused because of poor setup. Meanwhile, their sales teams waste hours manually adjusting quotes that could be automated in minutes.

This isn’t just an inefficiency problem. It’s a profitability killer.

Before you spend another dollar on Dynamics 365, make sure you’re not paying for inefficiencies.

What is Dynamics 365?

Dynamics 365 is the Swiss Army knife of business software—except most companies don’t know how to use half the tools.

It’s a powerful, all-in-one cloud platform that combines CRM (customer relationship management) and ERP (enterprise resource planning) to streamline sales, automate workflows, and provide real-time business intelligence.

Think of it as the brain of your operations—connecting data, eliminating manual work, and cutting out inefficiencies.

But here’s the reality: if you’re not optimizing it, you’re bleeding money.

The Right Setup Means…

• No more manual busywork → Automate quotes, invoices, and approvals.
• No more overpaying for unused features → Pay only for what you need.
• No more disconnected systems → One platform, seamless data flow.

If Dynamics 365 isn’t saving you time and making you money, you’re using it wrong.

By combining CRM and ERP tools, Microsoft enables businesses to manage everything—from sales and customer service to operations and finance—all in one place. When implemented correctly, this leads to:

• Higher efficiency
• Fewer errors
• Faster decision-making
• Better customer experience
• Higher profit margins

In other words, Dynamics 365 has the power to transform your business—if you know how to use it.

Key Components of Dynamics 365

Microsoft Dynamics 365 is modular, allowing organizations to choose specific applications that meet their unique business needs. Here’s a brief overview of each module:

• Business Central: Think of Business Central as a Swiss Army knife for small to medium businesses. It’s an all-in-one management solution that covers everything from operations to finance. Need to manage inventory, track sales, and optimize resources? Business Central will get the job done, while keeping your data safe in the cloud. (Note: Business Central is ideal for wholesale, distribution, and manufacturing companies.)
• Sales: The Sales module gives users the tools they need to manage customer relationships, track pipeline, and otherwise enhance their sales processes. This module comes with impressive tools for lead tracking, customer engagement, and sales analytics. That way your sales team can focus on what they do best—selling.
• Customer Insights: How well do you know your customers? Customer Insights gives users data about their target audiences, collected from various sources. Once you have this level of information, you can tailor your products and/or services to meet customer needs more effectively. Doing so will lead to more sales and greater loyalty.
• Customer Service: Happy customers are repeat customers. With Customer Service, you and/or your team will be able to provide the exceptional support your customers expect. Just as important, you’ll be able to provide said support with less effort thanks to generative AI and automation tools. Easily diagnose customer problems and draft personalized responses to their inquiries with the click of your mouse.
• Contact Center: If your company receives a lot of customer feedback, you’ll love Contact Center. This module enhances customer communication through multiple channels, including phone, email, and chat. Because of this, customer queries never fall through the cracks. Plus, Contact Center is equipped with AI technology, so reps are able to boost productivity, while improving the customer experience.
• Field Service: How efficient is your mobile workforce? Field Service will make each technician more productive by automating their communication with customers and giving them access to AI, which they can use to search lengthy product manuals. Field Service can also be used to send surveys and collect customer feedback. Win!
• Supply Chain Management: With the Supply Chain Management module, your business will be able to optimize everything from procurement to production. Automate workflows, manage your warehouse(s), minimize stockouts, reduce machine downtime, and gain access to real-time analytics with this comprehensive tool.
• Guides: Provide detailed guidance to both employees and customers via mixed reality, the blending of physical and digital worlds. Whether you want to offer remote support or train your team, you can do it more effectively with Guides. Doing so will increase productivity and satisfaction, while minimizing errors that cost your business money.
• Finance: Keeping track of finances is crucial for any business. Finance offers robust tools to manage financial operations seamlessly. Predict customer payments and project cash flow. Automate invoice workflows. Cut costs and enable business growth. Finance gives you a clear view of your financial health so you can make all these things possible.
• Project Operations: The Project Operations module uses AI to empower project-centric businesses. Increase team productivity, optimize resource utilization, and drive better business performance with a single tool. Also worth mentioning, Project Operations integrates with both internal and external ERPs to tackle financial-related projects.
• Human Resources: Your employees are your greatest asset. Human Resources provides tools to enhance talent management and employee engagement. It doesn’t matter if you want to improve your recruitment process, track team performance levels, or something in between. You can elevate HR tasks with this Dynamics 365 module.
• Commerce: Successful retailers know how to bridge the gap between online and in-store experiences. Commerce makes this traditionally difficult job easier by helping users personalize the shopping experience for each customer. It can also help maximize conversions with AI-powered technology that streamlines payment workflows.

Still Using an Older Version of Dynamics? Here’s What You Need to Know

Microsoft Dynamics 365 has evolved—a lot. But if you’re still using an older version, you might be wondering:

• How does it compare to what’s available now?
• Can you still use (or upgrade) legacy tools?
• What’s the best way to transition without disrupting your business?

Let’s break it all down 👇

Relationship to Previous ERP Solutions

Years ago, Microsoft published Dynamics NAV, Dynamics AX, and Dynamics CRM. These tools were eventually modified and rechristened Dynamics 365 Business Central, Dynamics 365 for Finance and Operations, and Dynamics 365 Customer Engagement respectively.

But of course, Microsoft wasn’t done. These three tools were then broken apart and improved upon. They’re now offered as the stand-alone services mentioned in the previous section.

Let’s explore some of these changes in greater detail:

• Dynamics NAV to Business Central: Business Central brought cloud-based accessibility and improved interoperability with other Microsoft services. For users familiar with NAV, the transition offered a more intuitive and scalable experience.
• Dynamics AX to Finance and Operations: The Dynamics 365 for Finance and Operations iteration provided deeper insights and enhanced workflow automation. It also came with AI and ML technology, which helped users make better decisions.
• Dynamics CRM to Customer Engagement: Dynamics 365 Customer Engagement enabled users to access more robust analytics and customer interaction tools that helped improve their sales, service, and marketing workflows.

While tools like Microsoft Dynamics CRM, Dynamics AX, and Dynamics NAV are no longer sold on the Microsoft website, they are still supported. Here’s what you need to know…

Availability of Older Solutions

New customers are only able to purchase the latest version of Dynamics 365 modules. However, existing clients who have maintained their annual support contracts can continue to expand their current systems. This means you can still add licenses and modules to your existing setup if you so choose. So don’t give up on old workflows if you’re not ready.

Just know, Microsoft encourages adoption of the latest Dynamics 365 modules for better support, newer features, and enhanced security. Consider upgrading when you can.

Choosing the Right Dynamics 365 Apps

Are you ready to upgrade to the latest version of Microsoft Dynamics 365? Great! Now you just need to decide which module(s) is the right fit. This quick guide will help:

• Identify Your Current Business Needs: Start by understanding your business requirements. Are you looking for an app to manage your entire business? Or do you need a tool to help you with a specific kind of activity, such as making sales or improving customer support? Your answer will help you decide which modules to invest in.
• Realize Your Budgetary Constraints: You probably don’t have endless funds, which means you need to choose Dynamics 365 apps that you can afford. Some modules only cost $50 a month, per user. Others cost much more. Decide how much you can spend on tools for your business before you fall in love with any specific Microsoft products.
• Implement a Realistic Plan: Now that you know which modules you truly need and what your budget is, you can start investing in apps. Get the ones you can’t live without first. Then add the “nice-to-haves” to your list when you can. Remember, you can always buy more software in the future when you have more money to work with.

Make Dynamics 365 Pay for Itself: The Smartest Ways to Optimize

If you implement Dynamics 365 the right way, it won’t just improve operations—it will cut costs, increase efficiency, and boost profitability. Here’s how businesses save money with Dynamics 365:

Integrate with CPQ & Document Automation → Reduces wasted time in sales, quoting, and paperwork.

Automate Processes → Eliminates manual data entry, reducing errors and labor costs.

Reduce Software Costs → Only pay for the modules you actually use.

Centralize Data → No more siloed information, improving team efficiency.

Automate Processes

Dynamics 365 streamlines routine tasks, like sending purchase orders and invoices. Instead of manually creating these kinds of documents, Dynamics 365’s automation tools will automatically build and distribute them for you. When this happens, your team can focus on other tasks.

Productivity isn’t the only benefit. Automation also reduces manual entry, which will help your employees cut down on errors. Eliminate mistakes that cost your company money!

Enhance Data Flow

Dynamics 365 can break down walls between departments too, by allowing teams to easily access and share data. This is important because siloed information costs companies millions.

When every person in your organization has the data they need, they’ll be able to make decisions quickly and confidently. This will lead to more productivity, customer satisfaction, and revenue. It will also supercharge team collaboration, which will improve your retention rate.

Centralize Data Management

Finally, Dynamics 365 centralizes data management. As such, the platform acts as a single source of truth, which will give you and your team a comprehensive view of business operations.

For example, you’ll be able to access customer data; then use it to personalize customer interactions and make more sales. Or properly assess inventory, optimize stock levels, and avoid both stockouts and overstocking, which cut into company profits. Or leverage predictive analytics tools to crunch the numbers, anticipate customer needs, and act on them in real-time.

Departmental Benefits to Know About

Every department in your company is different. Fortunately, Microsoft Dynamics 365 modules can benefit most of them by automating processes and enhancing data flow. Let’s take a look:

Sales

Dynamics 365 helps sellers by sending them automated customer notifications that act as guides through the entire sales process. When reps know which prospects to contact (and when to contact them) they can better prioritize their time and improve sales performance. Dynamics 365 also minimizes data entry tasks, so reps can focus more time on closing deals. One more thing: Dynamics 365 centralizes customer interactions, which gives users a holistic view of each client. The result? Reps implement better sales strategies that turn leads into loyal customers.

Customer Service

Dynamics 365 enables customer service agents to deliver personalized service by giving them easy access to customer information. The platform also simplifies the work order management process, which reduces wait times and enhances customer satisfaction. It makes sense. When work orders and other documents are stored in one place, agents can resolve issues faster.

Field Service

Dynamics 365 can boost field service operations via automated scheduling tools. That way, the right technician is always dispatched in a timely manner. Plus, Dynamics 365 gives users mobile access to back-office data, which they can use to view and update customer records, as well as evaluate inventory. Is Part XYZ in stock? If not, how long will it take to arrive? Dynamics 365 helps field technicians answer these kinds of questions and improve service delivery.

Project Service Automation

Dynamics 365 streamlines project management tasks. Use the tool to inform your resource allocation decisions and make sure the right parts, people, etc. are always used. Then gain real-time visibility into project progress so you always know what’s working, what isn’t, and how to improve results. At the end of the day, Dynamics 365 gives project managers the control they need to hit deadlines, ensure customer satisfaction, and drive revenue for their organizations.

Marketing

Dynamics 365 gives marketing teams the information they need to craft targeted campaigns. Enjoy pre-designed templates to simplify content creation, and analytics to track said content’s performance in real-time. These things will allow you to better adjust your marketing strategies, reach your target audience, and generate more leads for your sales team to follow up with.

Finance and Operations

Dynamics 365 includes a role-based security feature, which grants access to financial information to specific roles, not individuals. This security measure helps ensure confidential information stays confidential. Dynamics 365 can also be used to automate financial processes, such as sending invoices and generating expense reports, which saves finance teams time.

Talent Management

Dynamics 365 helps HR teams find, hire, and onboard top talent. It can then be used to track employee development and make sure employee skills align with company goals. Dynamics 365 also includes engagement tools that make it easy to connect employees to their roles and increase their happiness. And because Dynamics includes powerful automation capabilities, many of these things can be done quickly and with less effort than they would otherwise require.

Retail

Finally, Dynamics 365 empowers retailers by helping them build omnichannel buying experiences. It doesn’t matter how consumers make purchases—in-store, online, or in-app—Dynamics 365 can improve the process. The platform also includes strong inventory management tools, so stock levels always align with current demand. Say goodbye to stockouts and overstocking issues, both of which can have serious financial ramifications.

Leveraging Insights and AI

Your company’s future success hinges on its ability to adapt to the marketplace.

Microsoft Dynamics 365 empowers companies by giving them access to powerful insights and tools. One such tool is artificial intelligence (AI), which can be used to drive efficiency and make better decisions. Let’s look at how Dynamics 365 can help your brand in this regard:

Transform Data Into Insights

Dynamics 365 uses AI to analyze patterns and predict trends. In other words, it transforms raw data into valuable insights that you can actually use to improve your business.

Imagine how successful your company would be if you could spot opportunities before your competitors. Pretty successful, right? Dynamics 365 makes it possible, thanks to the insights the platform’s AI tools can dig up. You just need to use these insights to develop better strategies.

AI-Powered Customer Interactions

Dynamics 365 can also be used to craft personalized experiences for customers.

The system’s AI technology can analyze customer behavior and known personal preferences. It can then use this information to craft tailored messages across multiple touchpoints. This level of personalization will not only enhance customer satisfaction, but also build loyalty.

Enhanced Operational Efficiency

Dynamics 365 doesn’t just improve customer relationships; it streamlines operations.

Use AI to automate routine tasks, such as logging customer details and sending invoices. Once you optimize workflows, your team will be able to focus on higher-value activities.

Worth mentioning, AI doesn’t make mistakes like humans do. So AI-powered workflows increase accuracy, as well as efficiency, which will make your entire business run better.

Essential Dynamics 365 Partner Guidance

Microsoft Dynamics 365 is a complicated platform. Implementing this tool into your current workflows requires significant technical expertise.

Fortunately, you don’t need to have this expertise yourself. You can hire a partner with strong Microsoft connections and a proven track record to do it for you. Here are a few tips to help you choose the right partner and protect your investment in Dynamics 365:

• Experience: Look for implementation partners who are not only familiar with Dynamics 365, but regularly implement the tool for companies like yours. Then prioritize potential partners who are trained and certified to implement the Microsoft products you want.
• Testimonials: Do other people enjoy working with the implementation partner you want to hire? Read online reviews and testimonials to find out. Those who write them have first-hand experience with the partners in question and should be taken seriously.
• Customization: A good implementation partner does more than just set up software. They tailor each program to meet their client’s specific needs. Hire a partner who’s able and willing to customize Dynamics 365 to your company’s exact specifications.
• Ongoing Support: Lastly, select an implementation partner who offers ongoing training and support. Dynamics 365 won’t benefit your business if your employees don’t know how to use it. Or if the platform malfunctions on a regular basis. Only consider partners who will train you to use Dynamics 365 effectively and help out if/when it breaks down.

Don’t Let Your Budget Go to Waste

If you’re not using Dynamics 365 the right way, you’re paying for inefficiencies. Wasted budget. Missed automation. Time lost on manual work.

The good news? You can fix it.

What to Do Next:

1. Audit your current Dynamics 365 setup – Cut the fat, keep the essentials.
2. Automate your quoting and documentation workflows – Stop drowning in manual processes.
3. Integrate Experlogix CPQ & Document Automation – Get more value out of every dollar.

The companies doing this right aren’t just saving money—they’re winning deals faster, closing with fewer errors, and scaling smarter.

Want to see exactly how much money you could save with the right Dynamics 365 setup?

📅 Book a free demo of Experlogix today and take control of your ROI.