From Quote Entry to Cash Using Outlook and Dynamics 365 Business Central

Dynamics 365 Business Central integrates seamlessly with Microsoft Outlook, simplifying the quote to cash process for users. This integration allows teams to access financial data, manage orders, and engage with customers—all within their familiar Outlook interface. This guide demonstrates how Business Central within Outlook streamlines creating and sending quotes, converting quotes to invoices, and posting payments, which reduces manual data entry and boosts productivity.

1. Creating and Sending Sales Quotes Directly in Outlook

In this scenario, a sales representative receives a request for a quote directly through Outlook. With Business Central’s Outlook integration, there’s no need to switch applications or re-enter customer details. Instead, the sales rep simply selects the Contact Insights icon, which provides a complete view of the customer’s history, previous orders, and shipment records.

The integration also reads the contents of the customer’s email, auto-suggesting relevant line items. The rep can easily select the items—such as chairs and tables—and add any attached files to the quote. Once completed, the sales quote can be sent to the customer directly from Outlook, streamlining communication and reducing data entry errors.

2. Converting Sales Quotes to Invoices

Once the customer approves the quote, the next step is to convert it into an invoice. Staying within Outlook, the sales rep selects the option to Convert to Invoice on the quote. Business Central automatically updates the document type from a quote to a sales invoice, which reflects in the Business Central platform, keeping records synchronized in real time.

This functionality also allows teams to switch document types based on business processes, such as converting quotes to sales orders first if needed. The ease of navigating between quote, sales order, and invoice documents in one place allows for flexibility in managing customer interactions and financial processing.

3. Posting Invoices and Recording Payments

After the invoice is sent, the customer makes a payment. The sales rep or accountant can then access the Cash Receipts Journal in Business Central to record the payment amount. By selecting the appropriate invoice, they apply the payment directly within Outlook, ensuring that Business Central reflects the updated balance.

This real-time, two-way data synchronization between Outlook and Business Central allows teams to easily track customer balances and payment statuses. The ability to handle these financial interactions directly from Outlook reduces processing time and provides full visibility across the sales and finance teams.

Key Benefits of Using Dynamics 365 Business Central for Quote to Cash in Outlook

• Streamlined workflow: Sales reps can move from quote to invoice to payment without leaving Outlook, saving time and minimizing data entry.
• Improved visibility: Teams have real-time access to customer financial information, supporting better decision-making and customer service.
• Reduced learning curve: The familiar Outlook environment simplifies the onboarding process, making it easier for teams to leverage Business Central’s financial and inventory capabilities.



Dynamics 365 Business Central in Outlook provides a cohesive quote to cash experience, ensuring faster response times, greater accuracy, and an intuitive interface that helps businesses deliver timely service to their customers.