Transparency instead of gut feeling: Microsoft Dynamics 365 Business Central as the key to project business

In many project-oriented Swiss companies – whether in mechanical engineering, engineering, or plant construction – projects are still managed using Excel spreadsheets, individual tools, and gut feeling. This often leads to unclear responsibilities, inaccurate calculations, and ultimately, over-budgeted projects and missed deadlines. But especially in times of increasing customer demands, skilled labor shortages, and fierce competitive pressure, more than just improvisation is needed: Transparency. Real time. Efficiency.

The answer to this challenge is: Microsoft Dynamics 365 Business Central.

Why ERP plays a special role in project business

In contrast to traditional series manufacturers or trading companies, project-oriented companies in Switzerland face their own unique challenges:

• Projects are often unique, complex and highly customer-specific

• Several departments (sales, technology, purchasing, production, service) work on a project simultaneously

• Costs and schedules are difficult to plan

• The calculation is carried out on many levels – often without real-time comparison

• Manual tracking of services, expenses, materials and deadlines

These particularities make clear process control and centralized data transparency all the more important. This is the only way to implement projects cost-effectively, on time, and in a customer-focused manner. Without an integrated solution, the risk increases that errors will multiply, responsibilities will remain unclear, and opportunities will be missed.

What Microsoft Dynamics 365 Business Central does for project business

1. Plan, control and monitor projects centrally

All project-relevant information – from the offer to budgeting, resource planning, time and performance recording and invoicing – flows together in one system.

This means everyone involved works with the same data, in real time. No more data silos, no more duplication. The central platform creates trust, transparency, and planning security. The integrated project structure allows responsibilities to be clearly defined and tasks to be assigned specifically.

2. Use resources cleverly

Whether internal employees, external service providers or machines: Business Central enables fine-grained resource planning, tailored to availability, capacities and project requirements.

This helps avoid overloads and implement projects more efficiently. Project management can respond flexibly to bottlenecks and better plan for reserves. Business Central also supports long-term capacity planning, which is especially essential for strategically oriented companies.

3. Monitor costs in real time

In project management, every franc counts. Business Central allows you to transparently monitor all cost types: material costs, external services, working hours, internal billing – always in relation to the budget plan.

Deviations become visible immediately—not just at the end of the project. This enables early intervention, prevents budget overruns, and creates a solid basis for future bid calculations. Intelligent reports also allow companies to identify and specifically optimize margin potential.

4. Record services and expenses – simple and mobile

Time and performance recording takes place directly in the system – even mobile, if desired. Employees document their activities on a daily basis. This reduces queries and enables seamless project tracking.

Mobile data capture offers particular advantages in field service, on construction sites, or for customer projects. Employees can record their work regardless of location – without media disruption or duplicate work steps.

5. Automated billing and subsequent calculation

Once services have been rendered, they can be billed automatically – whether based on time, a flat rate, or a milestone. At the same time, Business Central enables precise recalculations for subsequent projects.

This feature creates transparency in project billing and minimizes administrative overhead. For companies, this means faster invoicing, better liquidity planning, and sound baseline data for bid optimization.

6. Integration into existing IT landscapes

A major advantage of Microsoft Dynamics 365 Business Central is its seamless integration with Microsoft 365, Power Platform, and third-party applications. This allows existing tools such as CAD systems, document management, and time tracking to be easily integrated.

Data no longer needs to be maintained twice. Workflows and automation make many processes more efficient – from onboarding new projects to archiving.

7. Reporting, BI and Forecasting

With the integration with Microsoft Power BI, projects can be analyzed down to the smallest detail. Whether it's cash flow, contribution margins, utilization, or schedule development – Business Central provides a sound basis for decision-making.

Forecasts can be derived from historical project data and help to better plan resources in the long term. Scenarios for new business models or alternative calculation methods are also possible.

Advantages for Swiss companies in project business

More transparency

Decision-makers receive an up-to-date overview of all ongoing projects, their status, risks and finances at any time.

Less administrative effort

Automation and central data storage eliminate manual intermediate steps and make better use of resources.

Higher customer satisfaction

Better planning, realistic deadlines and faster response to changes create trust.

Well-founded decisions

Real-time data instead of gut feeling: With Business Central, investments, personnel deployment and project progress can be controlled based on reliable figures.

Flexibility for individual processes

Business Central is modular and expandable – ideal for companies that do not work off the shelf, but with individual requirements.

Future security

With Microsoft Dynamics 365 Business Central, companies choose a modern, scalable solution with ongoing development. This ensures their IT landscape remains up-to-date and secure well into the future.

Practical example: A Swiss engineering company digitizes its project business

A medium-sized engineering company in Eastern Switzerland planned to implement an ERP system. Previously, the teams worked with Excel, Outlook, separate time tracking, and accounting software. The result: confusing projects, high coordination costs, and a lack of transparency regarding the contribution margins of individual orders.

With the introduction of Microsoft Dynamics 365 Business Central we achieved:

• The consistent mapping of all project processes (from quotation to invoicing)

• A uniform performance recording with automated further processing

• A transparent presentation of project costs including target-actual comparison

• A clear overview of resource requirements for the coming weeks

• Fully automated invoicing based on milestones

• The integration of a CAD system to link technical and commercial data

The result: fewer manual errors, more time for customer projects, and an improvement in the margin per project of over 12 percent. At the same time, the company was able to increase the number of project managers by 20 percent – without any additional administrative overhead.

Why now is the right time

Especially in economically challenging times, it is crucial that companies work efficiently and with data support. Those who still rely on manual tools and outdated software are losing out in project management – and thus potential profits.

The cloud solution Microsoft Dynamics 365 Business Central is specifically designed for SMEs in Switzerland. It can be implemented modularly, is scalable, and also supports hybrid work models (e.g., home office, field staff, international project teams).

In addition, companies benefit from regular feature updates, high reliability and the ability to gradually integrate new technologies such as AI-supported evaluations or process automation.

Conclusion: Rethinking project business – with more clarity, control and efficiency

Successful project management today requires more than commitment and experience. It requires an ERP system that creates transparency, connects data, and supports decision-making.

Microsoft Dynamics 365 Business Central is exactly this solution – especially for Swiss companies in a project-oriented environment.

Whether you're a mechanical engineer, engineering firm, project developer, or construction supplier, now is the right time to digitally restructure your project business. Together with an experienced partner like Logico Solutions AG, you can master the challenges of digitalization – in a structured, practical, and sustainable manner.