Business Applications

Dynamics 365 Project Operations

Quote, Deliver and Bill in One System

Run project delivery, resourcing and project accounting on Microsoft Dynamics 365 Project Operations.

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Key Capabilities

What Dynamics 365 Project Operations Delivers

Project quoting and contract management, with estimates that carry into the delivery plan

Resource scheduling against real availability and skills, not a spreadsheet

Time and expense capture from web and mobile, routed through approval

Project accounting — cost, revenue recognition and WIP, against the general ledger

Budget and actuals side by side, so overruns surface during delivery

Native integration with Business Central or Finance, Power BI and Microsoft 365

Who this is for

  • Project businesses that bill for time and expertise — consultancies, engineering firms, agencies, professional services — where margin is made or lost on utilization.
  • Organizations quoting fixed-price work without reliable visibility of whether the estimate is holding while the project runs.
  • Firms where the quote lives in one system, the resource plan in a spreadsheet, timesheets in another tool and the invoice in finance, reconciled by hand.
  • NGOs and programme implementers managing donor-funded projects with budget lines that must be tracked and reported against.

What a Project Operations deployment covers

The value is in connecting quote, delivery and billing so the margin you quoted and the margin you earned are the same number, visible while the work is still running.

  • Project and contract structure, including fixed-price, time-and-materials and mixed arrangements.
  • Estimating and quoting, with the estimate carrying into the delivery plan rather than being retyped.
  • Resource scheduling against real availability, roles and skills.
  • Time and expense capture from web and mobile, with the approval routing your policy requires.
  • Project accounting — cost, revenue recognition and work in progress, posting to the general ledger.
  • Reporting on budget against actuals, utilization and project profitability, in Power BI where you want it alongside other data.

How the engagement runs

  1. 1

    Commercial model discovery

    How you quote, what you bill, how revenue is recognized and where margin currently leaks. Revenue recognition policy has to be settled here, with finance in the room.

  2. 2

    Configuration

    Project types, roles, rate cards, approval rules and accounting setup are configured and tested against projects you have already completed and know the numbers for.

  3. 3

    Integration

    Connection to Business Central or Finance, and to Microsoft 365 for time capture where people actually work.

  4. 4

    Pilot

    One live project runs end to end — quote, resourcing, timesheets, invoice — before the portfolio moves.

  5. 5

    Rollout

    Remaining projects onboard, with particular attention to timesheet discipline, which is what the whole model depends on.

What you need in place

  • A defined rate card and a revenue recognition policy. Where these are informal, the configuration forces them to be settled.
  • Willingness to enforce timesheet submission. Project accounting built on late or invented timesheets produces confident, wrong numbers.
  • Clarity on the boundary with your finance system — what posts where, and when.
  • A named owner for resource scheduling. Where nobody owns it, the schedule reverts to a spreadsheet within a quarter.

Working with Sibasi on Project Operations

Do we need Business Central as well?

Not necessarily, but you need somewhere for the financials to land. Project Operations integrates natively with Business Central and with Dynamics 365 Finance, and can integrate with an existing finance system where that is well established. The decision is about where the general ledger lives, and we scope the boundary explicitly rather than assuming the project financials and the company financials are the same system.

What actually changes for our project managers?

The estimate they build becomes the plan they deliver against, rather than a document that is filed after the sale. That is an adjustment: estimating becomes more consequential, because the numbers follow the project. In exchange overruns surface during delivery rather than at close, which is the only point at which anything can still be done about them.

How strict does timesheet discipline have to be?

Strict enough to be weekly and enforced. Project accounting derives cost from time, so timesheets completed a month late and reconstructed from memory produce numbers that look precise and are not. This is a management commitment rather than a technical one, and it is worth being honest about before starting — the system will not fix it on its own.

Can it handle donor-funded programme budgets?

Yes, with configuration. Donor budget lines, restricted funds and grant reporting periods map onto project structures and dimensions, and the reporting can be built to donor formats. It is a different shape of requirement from commercial project billing, so we scope it as such rather than adapting a consultancy configuration.

New to this category? What is project operations software? — a buyer's guide to what the category is, what to look for and how to compare options, whoever you end up choosing.

Let's put Dynamics 365 Project Operations to work for you

Talk to our specialists about your goals, timeline and budget.

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