Expense Management Add-on for Dynamics 365 Business Central

Automate the end-to-end employee expense lifecycle within Business Central

Eliminate the Manual Work

Paper forms, email chains, spreadsheet reports, and manual re-entry into finance systems create a cycle that is slow, error-prone, and difficult to audit.

Get More from Business Central

Replace disconnected expense tools with a native add-on that automates every step — from submission to Purchase Invoice — without leaving your existing BC environment.

Stay in Control

Configurable approval workflows, per-category spend limits, and role-based access ensure every expense is reviewed and authorized before a purchase invoice is ever created.

Why Expense Management Add-on?

Many organizations running Dynamics 365 Business Central still manage employee expense reimbursements outside the system, on spreadsheets, email threads, and paper forms.

As expense volumes grow, businesses often face increasing challenges:

  • Manual Purchase Invoice creation
  • Email-based approval chains with no audit trail
  • Data entry errors and duplicate postings
  • No visibility into outstanding reimbursements

The Expense Management Add-on brings the entire reimbursement process natively into Business Central, keeping finance teams in control, approvals moving, and every action logged from start to finish.

Dynamics 365 Customer Insights Overview

Our expense management approach

We go beyond a basic submission form. The add-on handles the full expense lifecycle natively inside Business Central.

Submission and routing

  • Categorized expense reports with mileage and per diem support
  • Receipt and document attachment on submission
  • Native BC Workflow engine routing to the right approver

Approval and action

  • Approve, reject, delegate, cancel, and reopen actions
  • In-system approver experience with no email switching
  • Full approval history logged per expense record

Posting and invoice creation

  • One-click posting to auto-create Purchase Invoices
  • Automatic GL mapping, currency conversion, and dimensional tracking
  • Background async posting with exponential backoff retry logic

Integration and administration

  • OData v4 REST API for mobile and third-party connectivity
  • Job Queue monitoring, Application Insights telemetry
  • Role-based access for employees, approvers, finance, and admins

Advantages of Expense Management Add-on 

FeaturesStandard Expense Tools (✗)LevelShift Expense Management Add-on (✓)
Platform & accessExternal platform, separate loginNative Business Central extension
Invoice creationManual Purchase Invoice creationAutomated invoice creation on approval
Approval workflowEmail-based approval chainsBC-native workflow routing
Error handlingNo posting retry on failureBackground async processing with retry logic
Audit capabilityLimited audit capabilityComplete end-to-end audit trail

Supported configurations

The add-on is built for organizations running Microsoft Dynamics 365 Business Central:

Business Central 27.0 (Runtime 15.0)

Standard, mileage, and per diem expense categories

Multi-currency with automatic exchange rate handling

Pre-configured defaults seeded at installation (travel, meals, lodging, office)

Whether your team is small or distributed across multiple entities, the add-on scales with your organization.

Our Implementation Approach

LevelShift follows a structured implementation approach to deploy the Expense Management Add-on within your Business Central environment, ensuring clean integration, controlled access, and reliable processing.

1

Discovery & Setup

  • Assess current setup, workflows, and dependencies
  • Configure expense categories, GL mappings, approval workflows, and vendor templates
2

Integration & Access

  • Enable integrations via OData v4 REST APIs
  • Implement role-based access for employees, approvers, and finance teams
3

Monitoring & Processing

  • Configure Job Queue for background processing and retries
  • Set up Application Insights for monitoring and diagnostics
4

Go-Live & Support

  • Validate setup and support go-live
  • Provide ongoing optimization on demand

If you are already using Business Central and want to reduce manual expense processing, the recommended next step is a demo of the add-on within your environment.

Why LevelShift

Deep expertise

Deep Business Central platform expertise

Proven track record

Proven track record of successful BC implementations

Comprehensive coverage

Functional, technical, and integration coverage

Flexible support

Flexible on-demand support with no subscription required

FAQs

It is a native Business Central extension providing a complete, end-to-end employee expense reimbursement solution, submission, approval routing, automated Purchase Invoice creation, and archival, entirely within Business Central.
It eliminates manual, error-prone paper- or spreadsheet-based expense reporting, email-based approvals, and manual data re-entry into Purchase Invoices by digitizing and automating every step within BC.
Standard categorized expenses, mileage, and per diem. Pre-configured categories include Travel, Meals, Lodging, and Office, all configurable by an administrator.
Yes. Full foreign currency support with automatic exchange rate handling tied to the posting date, with manual override available.
The add-on integrates directly with Business Central's native Workflow and Approval Management engine. Approvers can approve, reject, delegate, cancel, or allow employees to reopen and resubmit, all within BC.
Yes. The add-on includes an OData v4 REST API for integration with mobile applications, employee self-service portals, and third-party expense tools.
Yes. The interface follows Business Central's standard UI patterns, making it immediately familiar to anyone already using BC.
Implementation, configuration, training, and post-go-live support. Ongoing support is available on a flexible, on-demand basis with no subscription required.

Stop managing expenses on spreadsheets. Start managing them in Business Central

Schedule a Demo