Switching from Salesforce to Dynamics 365 Sales or other CRM system? Rapidi can assist you!

Are you thinking about switching from Salesforce to Microsoft Dynamics 365 Sales or even another CRM such as HubSpot?
Or are you looking to integrate Microsoft Dynamics 365 Business Central with Microsoft Dynamics 365 Sales or Dynamics 365 Finance with Sales?

Either way – changing systems is a big decision for your company. Furthermore if you are not sure yet which system you would like to switch to and what will happen with your integration, you may need some help in clarifying how these systems work.

As per our experience sometimes, Microsoft dealers might try too hard to sell you these systems without explaining clearly that MS Dynamics 365 Business Central and MS Dynamics 365 Sales are are distinct entities lacking inherent integration between them.

Note: If you have already decided to migrate your data from one system to the other and you are in doubt about what will happen with your Rapidi integration, please contact us and we can explain you the process.
We have done many data migration projects like for example switching from Salesforce to Dynamics 365 Sales and then integrating your new CRM system with Dynamics 365 Business Central, or migration from earlier versions of Dynamics NAV to Business Central. It's only a matter of re-configuring your integration setup and you are good to go with your new systems.

In this article we will explore important factors to consider when connecting MS Dynamics 365 Business Central with MS Dynamics 365 Sales. Our goal is to help you better understand how to plan your data integration project.

Contents:

• Understanding the Microsoft Dynamics ecosystem 
• What is Microsoft Dynamics 365 Business Central? 
• What is Microsoft Dynamics 365 Sales? 
• Why integrating the two systems is a great idea
• Integrating options: How to connect the two systems
• Making the right choice
• Conclusion 

UNDERSTANDING THE MICROSOFT DYNAMICS ECOSYSTEM

First, let’s highlight the most important difference: even though they are part of the same Microsoft ecosystem, MS Dynamics 365 Business Central and MS Dynamics 365 CRM Sales are distinct entities.

Often, it's presumed that when you buy both MS Dynamics 365 Business Central and MS Dynamics 365 CRM Sales, these systems seamlessly integrate by default. Yet, in reality, they do not!

Here is what it means for you: when you purchase these systems, the responsibility to make them communicate effectively lies with you. But the good news is it can be done, and you have a choice of different options to ensure proper data sharing and system interoperability.

Let's discuss the best choices for people who are already using MS Dynamics 365 Sales or MS Dynamics 365 Business Central, or who want to start using them.

WHAT IS MICROSOFT DYNAMICS 365 BUSINESS CENTRAL?

MS Dynamics 365 Business Central is an Enterprise Resource Planning (ERP) system (cloud-based or on-premise) that helps organizations manage their operations more efficiently, improve customer relationships, and make better decisions with integrated intelligence.

Here is the list of functions that MS Dynamics 365 Business Central offers:

WHAT IS MICROSOFT DYNAMICS 365 SALES?

MS Dynamics 365 Sales is a component of the broader MS Dynamics 365 Suite, primarily focusing on enhancing the sales process for businesses.

Formerly known as Dynamics CRM, it's a cloud-based Customer Relationship Management (CRM) solution designed to support sales teams in managing and analyzing customer interactions and data throughout the customer lifecycle.

Here are the key functions that MS Dynamics 365 Sales helps with:

WHY INTEGRATING THE TWO SYSTEMS IS A GREAT IDEA

Connecting MS Dynamics 365 Business Central with MS Dynamics 365 Sales brings many advantages. It helps businesses align their operations and significantly enhance their sales activities.

Let’s go over the most impactful benefits you can enjoy after the integration.

Optimize business performance
Integrating MS Dynamics 365 Business Central with MS Dynamics 365 Sales offers businesses a powerful platform for aligning their sales and financial operations, driving better customer engagement, and optimizing overall business performance.

Streamline business processes to improve efficiency
This integration allows data to move smoothly between systems, provides better understanding of customers, and simplifies processes. As a result, businesses can improve their sales and customer relationship management.

Panoramic view of data across the organization
MS Dynamics 365 Business Central is a versatile ERP solution that streamlines finance, sales, and service operations. And when you connect it to MS Dynamics 365 Sales, you can offer a significantly superior customer experience. This integration means sales data and customer interactions are synchronized in a unified view.

Boost sales
Sales people benefit greatly from the real-time updates, as MS Dynamics 365 Business Central stays in sync with MS Dynamics 365 Sales. The smooth transfer of sales quotes and customer service details between systems improves efficiency, helping sales and finance teams work together more effectively.

INTEGRATION OPTIONS: HOW TO CONNECT THE TWO SYSTEMS

Now let's analyze some viable options for integrating those two systems.

There are three primary ways to integrate MS Dynamics 365 Business Central with MS Dynamics 365 Sales:

1. Microsoft integration via Dataverse (Business Central/Dataverse connector)
2. Custom programming (in-house or outsourced)
3. Third-party integration solutions (e.g., Rapidi)

Let's explore each method in terms of a) flexibility and customisation, b) maintenance costs, and c) license costs to understand which option might work best for your business needs.

1. MICROSOFT INTEGRATION VIA DATAVERSE: THE MICROSOFT’S IN-HOUSE BRIDGE

Microsoft integration via Dataverse is Microsoft's out-of-the-box connector which is also known as the Business Central/Dataverse connector or "data sync".

The Business Central/Dataverse connector is a tool that allows MS Dynamics 365 Business Central and MS Dynamics 365 Sales to share and update data. Built into Dynamics 365 Business Central, the connector comes with a predefined list of objects like customers, contacts, vendors, and orders, and lets you synchronize these objects or tables between the two platforms.

The ability to connect Dynamics 365 Business Central and Dynamics 365 Sales through this out-of-the-box connector with a predefined integration table mapping setup can be beneficial for many companies in streamlining operations. 

However, understanding how to connect these two Microsoft applications effectively can be a complex task due to the various benefits and limitations involved.

Flexibility and customization
Microsoft's option is set to integrate via Dataverse within the Microsoft ecosystem. The currently available integration from Microsoft (Business Central version 23.2) offers a specific list of predefined tables and fields that can be used for integration purposes.

However, the integration option via Dataverse offers a standardized approach to integration, which might not cater to your specific, unique business needs, such as predefined tables and fields that cannot be adapted or extended to further specific integration needs.

Furthermore, you will need to adjust the setup by:

• creating the connections with Dataverse and MS Dynamics 365 Sales,
• updating the direction of the data flows (unidirectional or bidirectional), 
• adding the necessary formulas (a limited list of possible formulas that you can use), 
• enabling the match-based coupling if needed,
• identifying the main primary keys for the tables in question. 

All this means – you need to have a certain understanding of the Microsoft Dynamics applications and Dataverse in order to succeed with the setup.

Maintenance costs
These costs are relatively low if you follow the standard setup provided by the Microsoft out-of-box Business Central/Dataverse connector. However, if you want to go beyond the standard setup, you need to involve a developer. Naturally, this will affect your investment costs.

License costs
When it comes to licensing, additional costs are involved when integrating MS Dynamics 365 Business Central with MS Dynamics 365 Sales. In other words, if you choose the Microsoft integration tools, you’ll need to purchase Microsoft Dataverse and Microsoft Power Platform.

• Microsoft Dataverse, formerly known as the Common Data Service (CDS), is a cloud-based storage service that forms part of the Microsoft Power Platform. It provides a secure and scalable data storage solution that simplifies the structuring of data and integrates it with the Power Platform's suite of tools, such as Power Apps, Power Automate, and Power BI, as well as with other Microsoft services like Dynamics 365 and Office 365.
• Microsoft Power Platform is built on Microsoft Dataverse, which is an underlying data platform providing a data schema so that applications and services can interoperate. Via the Power Platform, Microsoft offers integration with other Microsoft products, such as Dynamics 365, Office 365, Azure, and various third-party apps and services.

The licencing costs are based on the number of users. Every user or device that interacts with Power Apps, Power Automate, Copilot Studio, or Power Pages in any way, whether by entering data, searching for data, viewing data, or accessing the services, needs to have the appropriate license.

• The Business Central Essentials Plan is $70 per month/per user.
• The Premium Plan is priced at $100 per month/per user.
• Power BI and Power Apps start from $10 per month/per user or $20 per month/per user.
• The MS Dynamics 365 Sales Professional CRM for sales force automation is priced at $65 per month/per user.

Source

We recommend that you get a quote from your Microsoft dealer to find out exactly how much the end license will cost.

2. CUSTOM PROGRAMMING (IN-HOUSE OR OUTSOURCED): THE TAILORED SUIT

For full flexibility, you can either develop your own integration or connector in-house if you have the resources or outsource a partner to do it.

Another option is to use an existing connector like the Dataverse connector. However, if you need anything beyond the basic setup (standard configuration), you’ll need custom coding. Keep in mind that this will add to your costs.

Flexibility and customization
The great thing about custom programming is that it offers very high flexibility and allows you to tailor the integration to your specific business needs.

When integrating MS Dynamics 365 Sales with MS Dynamics 365 Business Central, organizations often need extra solutions or custom development to create a setup that fits their specific needs, unique business requirements and processes.

As was already mentioned, Microsoft’s integration solutions come with a set of predefined tables, which covers standard needs and offers a standard integration setup. However, if your business depends heavily on custom data fields and processes in MS Dynamics 365 Business Central or MS Dynamics 365 Sales, you'll need custom programming to make the integration work and to create a setup that handles your custom objects and fields.

Maintenance costs
The expenses involved in the integration process are: customisation, data migration, and ongoing maintenance. These costs can be significant because custom solutions require initial development and ongoing maintenance, particularly if adjustments are necessary in the future.

License costs
The inevitable licensing costs depend on the solution. Also, there might be additional costs for the tools or platforms used in the development. 
When you opt for a custom-coded integration solution, whether developed in-house or outsourced, it's crucial to understand that the initial costs for the development are just the beginning. 
Why? Because custom solutions often require continuous development to add new features, adapt to changing business needs, or integrate additional systems.

Therefore, maintenance and licensing costs can significantly contribute to the total cost of ownership over time.

3. THIRD-PARTY INTEGRATION SOLUTIONS: THE VERSATILE MIDDLE GROUND

Let’s explore third-party integration solutions for connecting MS Dynamics 365 Sales and MS Dynamics 365 Business Central – like Rapidi. While Microsoft's built-in integration options provide a solid foundation, third-party solutions offer enhanced flexibility and customisation. 

Flexibility and customization
The third-party solutions offer high flexibility and are often designed to meet specific business needs. For instance, Rapidi is a no-code platform that allows you to set up your integration through configuration without the need for direct programming and offers robust solutions that can be customized to address specific integration needs and complexities.

Maintenance costs
The maintenance costs for third-party solutions are typically lower compared with, for example, a custom-coded integration solution, as maintenance and support are included in the subscription, like with Rapidi. 

When you choose a low-code integration tool, you can reduce the maintenance burden by not having to employ or hire technical experts. 

A third-party solution like Rapidi will only be the yearly subscription fee for the service, as maintenance and support are included. Also, Rapidi provides dedicated customer support and maintenance services.

When using a third-party integration solution (like Rapidi), it's important to know what affects the maintenance costs. These costs aren't just about keeping the solution running, but also about making sure it stays efficient, secure, and meets your business's changing needs.

License costs
Many third-party solutions, such as Rapidi, operate on a subscription model. This fee typically includes basic use of the software, customer support, and regular updates. Regular updates are essential to keep the integration compatible with the updates in MS Dynamic 365 Business Central and MS Dynamics 365 Sales.

These updates also bring the latest features, security patches, and performance improvements. Having access to expert technical support is key to quickly fixing any issues, minimizing downtime, and ensuring your data synchronization runs smoothly. Costs can vary based on how much support you need.

However, these expenses can be balanced out by the reduced need for custom development and maintenance.

A word of caution: We had cases where companies had a custom-developed solution that included an Azure Microsoft SQL database. Its function was to stage the data in that database, then manipulate that data and then transfer it to the destination system. The solution did the job, however, the client had to pay for this Azure database every month, so the solution ended up having heavy maintenance costs on top of the basic licensing fees.

You see, back in the days, when everything was on-premise systems, you just purchased a server to run everything on. But nowadays, when every system is cloud-based, you have to pay for it monthly as a subscription (as in our example – a monthly subscription for Azure Microsoft SQL database).

With Rapidi, there are no additional (“hidden”) costs as in the example above. You don’t have to subscribe to a monthly subscription to Azure Microsoft SQL database, to be able to stage and manipulate the data. 

With Rapidi’s data integration solution, you don't need to stage or store data, because we transfer it directly, and there will be no additional license or maintenance costs as everything is included in your subscription.

Feel free to ask Rapidi for a quote.

MAKING THE RIGHT CHOICE

Choosing the right integration method depends on several factors.

You need to consider your business's specific needs, the complexity of the processes you wish to integrate, your budget for initial setup and maintenance, as well as your in-house team's ability to manage the integration.

It's important to carefully consider the pros and cons of each option. Deciding between the Business Central/Dataverse connector, custom coding, or third-party solutions like Rapidi requires a clear understanding of your business's needs, your team's skills, and your long-term goals.

• The Business Central/Dataverse connector is best for businesses that are seeking a straightforward, cost-effective solution with minimal complexity and are able to work with the out-of-the-box offering.
• Custom programming offers tailor-made solutions but comes with higher maintenance costs. However, enterprises with unique, complex integration needs, seeking a highly tailored solution and willing to invest in development resources, might opt for custom coding, whether in-house or outsourced.
• The third-party solutions (like Rapidi Data Integration solution) are a great choice for those requiring more flexibility, robust support, and are willing to invest more. Third-party solutions offer a good mix of flexibility and affordable maintenance, making them a good choice for many businesses.

CONCLUSION

Integrating MS Dynamics Business Central with MS Dynamics 365 Sales is a strategic decision that requires careful consideration of your business's unique needs and capabilities. 

Each integration option has its own benefits, challenges, and factors to consider. Businesses need to carefully analyze their choices, looking at both immediate needs and the long-term effects on maintenance, scalability, the expertise of your team (for custom coding), the total cost of ownership, and adaptability to future business changes.

💡The aim is to select a solution that not only solves current integration issues but also supports the company's overall vision and growth plans. 

If you carefully weigh in all those factors, your data integration project is going to be a smooth sail. 

Contact Rapidi today!