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Change management for finance automation in Business Central

Finance teams today are expected to do more with less. They need to close the books faster, reduce manual work, and follow strict rules and regulations. Platforms like Microsoft Dynamics 365 Business Central, especially when paired with embedded finance automation tools like Continia, can help lighten the load.
Wednesday, August 27, 2025
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Finance teams today are expected to do more with less

Finance teams today are expected to do more with less. They need to close the books faster, reduce manual work, and follow strict rules and regulations. Platforms like Microsoft Dynamics 365 Business Central, especially when paired with embedded finance automation tools like Continia, can help lighten the load. But as with any transformation, success depends less on the tool and more on the people and processes behind it—which is why change management is crucial. 

In this blog, we’ll walk you through how B2B companies can make business process automation a smooth transition—not a stressful one. We’ll also show you how using change management frameworks like ADKAR, Kotter’s 8 Steps, and Lewin’s U-C-R model can help teams understand the change, get on board, and truly benefit from it. 

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Common finance automation scenarios in Business Central  

Business Central automation provides a strong foundation for financial management—and with Continia’s solutions, you can take automation to the next level. Each of these automation tools can save time, reduce manual work, and improve accuracy. But to get the full benefit, companies need to roll them out in a structured way—by setting up the system properly, training users, and making sure everyone follows the new processes. Here are some of the most common use cases: 

  

Automated invoice processing  

Invoices are imported and OCR-captured automatically. Key fields are extracted, matched with POs, routed for approval, then posted and archived—all with minimal manual input. 

Customer and vendor reconciliation 

Group related accounts to reconcile open entries across customers or vendors efficiently—even across entities. 

Prepayment and installment handling 

Automatically post prepayments and track installment plans. Link payments to final invoices for better cash flow control. 

Automated payments 

Due invoices are grouped into payment proposals. Payment files are generated, sent to the bank, and matched with statements automatically. 

Bank account reconciliation 

Import bank statements in standard formats and auto-match transactions with posted entries to streamline daily reconciliation. 

Recurring journals and allocations 

Set up templates to post recurring entries like rent or subscriptions. Amounts can be allocated across accounts or departments automatically. 

Customer statement distribution 

Generate and send bulk customer statements automatically on a schedule. Customize formats based on customer groups. 

Automated reporting 

Use built-in schedules and filters to generate reports. Export to Excel or Power BI and send them automatically to stakeholders. 

Pre-implementation: Is your organization ready? 

Before jumping into automation, it’s important to take a step back. Finance leaders should assess whether the organization is truly ready—technically, operationally, and culturally. Skipping this step can lead to frustration down the line. These considerations reflect key aspects of ERP change management and set the stage for continuous improvement. 

Here are three areas to evaluate: 

  • Process maturity: How manual are your current workflows for accounts payable, accounts receivable, and bank reconciliation? 
  • User readiness: Are your finance teams comfortable with the basics of Business Central? Will they need support transitioning away from Excel-heavy habits or old systems?  
  • Systems landscape: Are your other tools—like CRM, payroll, and banking platforms—well integrated with Business Central?  

Taking time to prepare now prevents you from simply layering automation on top of chaos. Think of it as building a solid foundation for long-term success. 

Change management frameworks for business process automation  

ADKAR: A structured, people-first approach  

ADKAR helps you focus on the human side of automation. Whether you're streamlining invoice processing or implementing automatic payment matching, ADKAR ensures users understand the “why,” know the “how,” and are equipped and motivated to make the change stick. 

  • A – Awareness: Explain why change is needed—time lost to manual entry, audit risks, or delayed reporting.  
  • D – Desire: Highlight benefits: faster month-end close, better data accuracy, reduced burnout.  
  • K – Knowledge: Provide training specific to automation tools and processes.  
  • A – Ability: Let users practice in test environments; offer role-based guides.  
  • R – Reinforcement: Celebrate wins, track KPIs, and provide ongoing support.  

  

Kotter’s 8-Step Process (“SEE CHANGE”)  

Kotter’s 8-Step Process emphasizes leadership and urgency. It is very helpful for company-wide ERP automation projects. This includes centralizing invoice processing and improving expense reporting. A clear vision, quick wins, and strong supporters help create momentum. 

  • Sense of urgency: “We lose 15 hours a week reconciling invoices manually.”  
  • Establish a coalition: Finance leads, IT, and operations champions.  
  • Envision the future: “By Q4, 80% of vendor invoices processed automatically.”  
  • Communicate the vision: Use visuals, leadership messages, and demos.  
  • Help enable action: Empower users by eliminating blockers—like unclear roles or incomplete vendor data.  
  • Achieve quick wins: Automate recurring journal entries first.  
  • Never let up: Expand to expense management, reminders, and analytics.  
  • Ground the change in culture: Bake automation metrics into SOPs and performance reviews.  

  

Lewin’s U-C-R Model  

Lewin’s Change Model (Unfreeze, Change, Refreeze) is a classic digital transformation tool, helping teams let go of old habits. It also helps them adopt new processes and strengthen workflows.

If you’re moving from manual tasks to automated Business Central extensions like Continia’s solutions, this model supports a smooth reset of day-to-day routines. 

  • Unfreeze: Acknowledge current pain—“We spend too much time on low-value tasks.”  
  • Change: Roll out automation through structured pilots and training.  
  • Refreeze: Embed the new workflows, update policies, and monitor adoption.  

Executing the rollout: finance-focused best practices

A. Communication strategy 
  • Targeted messaging for AP/AR teams, controllers, CFOs.  
  • Use “before and after” visuals to make value tangible.  
  • Leadership should be visible and vocal in supporting the change.  
C. Phased rollout 
  • Phase 1: Automate invoice capture and approvals using OCR.  
  • Phase 2: Enable automated payments and bank reconciliations.  
  • Phase 3: Layer in workflows for reporting, compliance, and forecasting.  
B. Training approach 
  • Mix of live, recorded, and hands-on training within a test environment.  
  • Provide guides tailored to common roles such as invoice approver or journal poster.  
D. KPIs to track 
  • Invoice processing time (manual vs. automated).  
  • Number of automated vs. manual journal entries.  
  • Percentage of transactions auto-reconciled.  
  • User engagement with new workflows.  

Post-launch optimization and reinforcement  

A successful go-live is just the beginning. To make the change stick:  

  • Monitor system usage and exception logs.  
  • Conduct regular feedback sessions with finance users.  
  • Refresh training materials based on actual user behavior.  
  • Publicize successes, like faster close cycles or audit readiness.  

These are critical for continuous improvement and embedding automation into the company’s long-term management strategy. 

How Continia supercharges finance automation in Business Central  

Continia builds solutions that extend and automate finance workflows directly inside Microsoft Business Central—no need for external apps or integrations. 
 

Document Capture  

Streamline accounts payable with automated document processing. Capture and register invoices using OCR, match them to purchase orders, and manage approvals—all from within Business Central. Every document is securely stored for full visibility and audit readiness. 

Expense Management 

Simplify expense management in Business Central. Employees can submit receipts, mileage, and per diems via a Continia Expense mobile app or the Expense Portal, with automatic AI-enhanced data capture and seamless approval workflows. Includes full integration with corporate credit cards for fast, accurate reconciliation. 

 

Document Output 

Automate and personalize the distribution of documents from Business Central. Send invoices, reminders, and statements via email with branded templates and dynamic layouts—saving time and ensuring professional communication every time. 

Finance 

Extend the financial capabilities of Business Central with powerful, modular tools. Start with the free Essential module—featuring ledger comments, VAT key codes, CSV import/export, and more—then add advanced functionality like G/L open entries, extended reporting, fixed assets, installment payments, and treasury management as needed. 

Banking

Streamline and secure your payment and reconciliation processes directly within Business Central. This powerful solution streamlines your processes, enhances security, and reduces errors, enabling your finance team to make better decisions with less effort while keeping full control over every transaction.

 
   
  
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How Continia aids in change management  

  • Familiar interface: Because it’s embedded in Business Central, finance users aren’t learning a new tool—just extending one they know.  
  • Quick wins: Easy setup aligns well with Kotter’s “short-term wins” and ADKAR’s “Ability” stage.  
  • Control & compliance: Built-in audit logs and document retention simplify governance and reporting.  

By combining Business Central and Continia, finance teams get end-to-end automation within a trusted Microsoft ecosystem—reducing the change management burden.  

Common pitfalls to avoid  

  • Rushing into automation before mapping existing processes.  
  • Relying solely on “train-the-trainer” without reinforcement.  
  • Ignoring data dependencies like incomplete vendor records or mismatched GL codes.  
  • Not updating SOPs post-launch.  

Conclusion  

Finance automation in Microsoft Business Central—especially when powered by Continia—has the potential to transform finance operations. But the technology alone won’t drive adoption or deliver ROI. Structured change management ensures that people, processes, and systems evolve together.  

Start your automation journey with a change roadmap, not just a software install.  

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Frequently asked questions

  • What is change management?

    A structured approach to transitioning individuals, teams, and organizations from a current state to a desired future state. It involves planning, implementing, and monitoring changes to minimize disruption and maximize the adoption of new systems, processes, or behaviors.

  • What are the benefits of using a change management process?

    Using a change management process ensures that organizational changes are implemented smoothly, efficiently, and with minimal disruption. It helps align stakeholders, clarify objectives, and manage risks by providing a structured framework for communication, training, and support. This leads to better adoption of changes, increased employee engagement, reduced resistance, and a higher likelihood of achieving desired outcomes, all while maintaining operational stability.

  • What things should you consider at pre-implementation?

    Finance leaders should assess whether the organization is truly ready—technically, operationally, and culturally. You should consider process maturity, user readiness, and your systems landscape. Assessing these process ensures you’re not automating broken workflows or overloading unprepared teams.

  • Who should lead change management practices?

    This process should be led by a dedicated change leader, often a project manager or change management specialist, working closely with executive sponsors and key department leaders. This person should have strong communication skills, a deep understanding of the business needs, and the authority to coordinate across teams. They act as the bridge between technical experts, leadership, and end users, ensuring the change is well-planned, clearly communicated, and fully supported throughout the transition.

  • What is finance automation in Business Central?

    Finance automation in Microsoft Dynamics 365 Business Central uses built-in and extended tools (like Continia) to streamline finance tasks such as invoice processing, payments, reconciliations, reporting, and more—reducing manual work and improving accuracy.

  • How can Continia enhance Business Central automation?

    Continia provides embedded solutions, like Document Capture, Expense Management, Document Output, and Finance, that integrate directly into Business Central, eliminating the need for external tools while boosting automation, compliance, and efficiency.

  • How does embedding Continia in Business Central help with change adoption?

    Because Continia works inside Business Central’s familiar interface, finance users don’t need to learn a new platform. Quick wins, built-in compliance, and seamless workflows support faster adoption and less resistance.