The company MxB moved from using multiple disconnected tools to a unified solution based on Microsoft Business Central. What benefits has the implementation brought to accountants and management? And what else can be integrated thanks to Microsoft tools?

What was the challenge?

MxB was looking for a way to unify its existing systems. The company had been using separate tools such as Pohoda, Excel, Outlook and an in-house CRM. However, these tools were not integrated, which made it difficult to access data and manage day-to-day operations. The goal was to create a clear and unified environment where each user could access all key information from a single interface.

What was implemented?

• Microsoft Business Central as the core ERP system

• Power Apps for the internal user interface

• Power BI for reporting and analytics

• Document Capture for invoice data extraction

• Microsoft Teams for communication and approval workflows

• Copilot (AI agents) to support routine accounting tasks

What has changed?

• Accountants work in a unified environment, with no need to retype information between systems.

• Invoices are processed automatically, including posting

• Managers have faster access to up-to-date data

• All key information is available from a single interface

Practical insights from an accountant: “6 tips from Alena”

Switching to a new system brings real changes to how accountants work every day.
Alena Zapletalová, ERP consultant at Essence, shares practical advice to help companies start smoothly with Business Central:

1. Internal documents
   In Business Central, entries are posted directly to accounts – there’s no need to set up pre-defined posting groups, including VAT.

2. VAT and reverse charge
   Once a purchase invoice is posted, the system automatically handles the VAT reporting. No extra internal document is needed.

3. Foreign VAT and OSS
   The system can issue invoices using the correct VAT rate based on country. Data flows directly into the correct tax reports.

4. Advance payments
   After an advance invoice is paid, you just confirm the pairing. There’s no need to create additional documents.

5. Inventory
   Business Central automatically allocates costs (e.g. shipping) – no manual entries required.

6. Foreign currency
   Currencies and exchange rate differences are recalculated automatically. Reports can be generated in multiple currencies without the need to maintain separate general ledgers.

What’s next?

MxB is planning further developments – client zones, online reporting access and more use of AI agents for document processing. The transition is taking place gradually, with a focus on quality and user adoption.