Accounting for Microsoft Dynamics 365 Sales | Gravity Software

Many teams choose Microsoft Dynamics 365 Sales to manage relationships and pipelines, then discover their accounting sits on an island. When CRM and finance don’t share the same backbone, leaders lose time and visibility—especially as entities multiply. This guide lays out your options and shows why multi‑entity organizations often pair Gravity with Dynamics 365 Sales.

Because Dynamics 365 Sales runs alongside Microsoft 365 apps like Teams and Outlook/Exchange, your accounting platform should live in the same tenant and workflows so sales updates, email threads, and approvals stay tied to the right records.

Why connect accounting with Dynamics 365 Sales

Here’s what changes when CRM and finance are truly connected:

• Sharper decisions from one customer record. Tie your pipeline to P&L, calculate CAC/CLV faster, and spot margin issues earlier.
• Work where sellers work. Dynamics 365 Sales embeds collaboration with Teams and keeps email tracking in Outlook/Exchange, reducing context‑switching and lost information.
• Modern automation. With  Copilot in Power Automate, describe a flow in natural language—like “send a billing reminder at 30 days past due”—and refine it into a working automation. 

What Dynamics 365 Sales offers today

If you haven’t looked lately, here are the highlights that matter for finance alignment:

• AI for sellers with Copilot for Sales. Microsoft 365 Copilot for Sales streamlines follow‑ups and surfaces insights directly in the sales flow. Use the current name when you reference it.
• Copilot for Microsoft 365 is available to businesses of any size. Microsoft removed the old 300‑seat minimum, opening AI access to SMBs. 
• Teams collaboration is embedded. View and collaborate on Dynamics records from Teams—and bring Teams into Sales—so conversations and updates stick with the right accounts and opportunities.
• Email tracking through Outlook. Keep communications tied to CRM records with the Dynamics 365 app for Outlook. 

If you're on QuickBooks: your options

There are three common paths—each with trade-offs:

1. Run Dynamics 365 Sales and QuickBooks separately. Lowest change management, but data stays fragmented.

2. Use a third-party connector (e.g., DBSync).
   A connector can bridge Dynamics 365 Sales and QuickBooks without replacing either system. Expect these trade-offs:

   • Another contract and support queue. Example: DBSync publishes a Dynamics 365 ↔ QuickBooks connector on Microsoft AppSource and Intuit’s app store.

   • New point of failure under API limits. Connectors depend on Dataverse and QuickBooks Online APIs; heavy syncs can hit throttling (HTTP 429).

   • Per-company overhead in QuickBooks. QuickBooks Online enforces limits per realm ID (per company), which can add setup/admin for multi-entity orgs.

   • Sync frequency & latency. QuickBooks Desktop integrations often use QuickBooks Web Connector (QBWC), which polls on intervals (not event-driven).

   • Upgrades can break mappings. Microsoft release waves and Intuit API changes require testing and patching.

   • When a connector makes sense: single-entity or low-volume scenarios, simple mappings, or as a short-term bridge while you plan a platform move.

3. Move to an accounting platform that’s Microsoft-native. If you’re multi-entity—or plan to be—this avoids connector sprawl and usually yields faster reporting.

Microsoft Dynamics 365 Business Central vs. Gravity (fit, not fights)

Business Central is a capable SMB ERP (the modern successor to NAV) with limited consolidation tools. If you need broader operational ERP breadth, it’s a solid choice. Where many finance teams struggle is time to value and extra admin work when the top priority is clean multi-entity accounting, fast consolidation, and Microsoft-first analytics rather than full ERP scope.

Gravity Software is purpose-built for multi-entity finance teams that have outgrown entry-level tools but don’t want a large ERP suite. Gravity is built on the Microsoft Power Platform, integrates with Dynamics 365 Sales, and works seamlessly with Power Apps, Power Automate, Power BI, Teams, and Outlook—with an open API to extend or connect the rest of your stack.

Why buyers choose Gravity with Dynamics 365 Sales

Here’s what customers tell us matters most:

• Multi‑entity first. Automated intercompany transactions, standardize your chart of accounts, and get real-time consolidation—without spreadsheet workarounds.
• Microsoft‑native by design. Being on the Power Platform aligns Gravity with your Microsoft 365 tenant and low‑code tools like Power Apps and Power Automate/Copilot.
• Analytics leaders actually use. Power BI dashboards deliver entity roll‑ups and drill‑downs in seconds.
• Fewer moving parts. Keep sellers in Dynamics 365 Sales, Teams, and Outlook while finance runs on Gravity—data stays in sync and approvals move faster.

Comparison: your options alongside Dynamics 365 Sales

Choosing an accounting path to pair with Dynamics 365 Sales comes down to three things: how many entities you manage, how fast you need consolidated reporting, and how much complexity you want to carry. The table below compares the three common routes—QuickBooks + a connector, Microsoft Dynamics 365 Business Central, and Gravity—across integration effort, multi-entity strength, analytics, vendor count, and best fit. Use it as a quick filter: if you’re single-entity with light volume, a connector can bridge; if you need broad ERP capabilities, Business Central fits; if multi-entity is your day-to-day, Gravity keeps you in the Microsoft stack without extra connectors. Pick the column that matches where you are today—and where you’ll be in 12–24 months.

If you’re growing into multiple entities, Gravity removes busywork so your team closes faster—without extra connectors.

Microsoft 365 (formerly Office 365): why it matters here

Your sellers already live in Microsoft 365 (Teams for collaboration, Outlook for email). When accounting runs on a Microsoft-native platform too, quotes, approvals, and invoices move through the same identity, security, and collaboration layer—so your team spends less time jumping between tools and more time closing.

What this means in practice:

• One tenant, one workflow. Keep CRM and accounting under the same Microsoft 365 tenant so sign-in, permissions, and compliance policies apply consistently across sales and finance.
• Work where teams already are. Collaborate on Dynamics 365 Sales records in Teams and keep history tied to accounts and opportunities via Outlook—collections, renewals, and approvals don’t get lost.
• Automate faster with AI. Use Copilot for Microsoft 365 and Power Automate Copilot to draft and refine finance workflows from plain English—think billing reminders, approval routing, and notifications.
• Share insights easily. Publish Power BI dashboards to Teams and Excel so leaders see real-time rollups without extra exports.

See Gravity in action

If you run multiple entities—or plan to—pairing Dynamics 365 Sales with Gravity gives you multi‑entity accounting, fast consolidation, and Microsoft‑first automation without ERP bloat. It keeps sellers in the tools they already use (Sales, Teams, Outlook) while finance gets standardized charts, automated intercompany transactions, and real‑time dashboards in Power BI.

Schedule your demo today to see your entities, approvals, and dashboards working together.

Gravity Software

Better. Smarter. Accounting.