Power Apps and Business Central

Build Practical Apps Without Rebuilding ERP

Microsoft Power Apps is a low-code platform for building task focused apps that connect to data sources like Business Centrl. Ideal for streamlining approvals, data capture, and frontline processes without heavy development.

In this blog we’ll cover what Microsoft Power Apps is, how it connects to Business Central, and where SMEs get the biggest wins – without creating an unmanageable “shadow IT” mess.

What are Microsoft Power Apps?

Power Apps is Microsoft’s low-code platform for building business applications quickly. You can create apps that run on mobile and web, connect to multiple data sources, and modernise processes that are usually stuck in spreadsheets and email chains.

If Business Central is the engine room, Power Apps is how you build clean, simple cockpits for specific jobs.

Related Article: Microsoft Dataverse

How Power Apps fits with Business Central

Business Central is your system of record for finance and operations. Power Apps is best used to:

• simplify how people interact with Business Central data

• guide users through processes

• capture information at the point of work (warehouse, shop floor, onsite)

• connect Business Central to the wider Microsoft ecosystem

Microsoft explicitly positions Business Central as part of this broader Power Platform integration story, using connectors and Dataverse integration patterns.

3 ways to connect Power Apps to Business Central (and when to use each)

1) Use the Business Central connector (fastest for simple apps)

Power Apps can use the Dynamics 365 Business Central connector to work with Business Central data. It’s a common route for lightweight apps and quick proof-of-value builds.

Use it when:

• the app is small and focused (lookup, capture, a simple guided flow)

• you don’t need a big cross-system data model

• you want speed without building a full platform

Reality check: the Business Central connector is listed as Premium in Microsoft’s connector reference – so don’t build a licensing-shaped hole in your budget.

2) Use Dataverse virtual tables (best for scalable app portfolios)

Business Central APIs (v2.0) can be consumed in Dataverse as virtual tables. This lets Dataverse represent Business Central data without importing it into Dataverse storage, using the API surface as the source.

Use it when:

• you want multiple apps sharing a consistent data model

• you need cross-system apps (BC + CRM + custom tables)

• you want stronger governance and security patterns through the Power Platform stack

Reality check: virtual tables depend on the APIs you expose from Business Central (including custom APIs if needed). This is powerful, but it’s not “zero design”.

3) Hybrid: Power Apps + Business Central + Power Automate (end-to-end process)

In practice, lots of real processes need workflow glue (notifications, approvals, escalations). The Business Central connector supports building apps and flows that use Business Central data.

Use it when:

• you need an approval chain, alerts, or orchestration across teams/systems

• you want to reduce inbox dependency and manual chasing

Who Power Apps + Business Central is aimed at

This combination works best for SMEs that are growing out of “human middleware” (spreadsheets, Teams messages, and Dave in ops who knows everything).

Power Apps is particularly effective if you have:

• Frontline users who shouldn’t be living inside ERP screens

• High transaction volumes and repeated admin work

• Multiple systems that need joined-up processes

• A backlog of “small” changes that never justify a big dev project

If your business is tiny and processes are genuinely simple, Power Apps might be premature. If you’re at the point where admin friction is slowing revenue and fulfilment, it’s usually a strong move.

Best use cases we see with Business Central

Task-focused mobile apps

• Goods-in checks and exception capture

• Delivery confirmations

• Simple stock lookup and bin location checks

Guided data capture that reduces posting problems

• Customer onboarding (with mandatory fields and validation)

• Supplier setup requests routed for review

• Returns/warranty capture with structured reasons and evidence

Approvals that don’t rely on email archaeology

• Purchase approvals

• Credit note approvals

• New vendor approvals

The consistent win: better data at source, fewer reworks, and less “who has the latest spreadsheet?” drama.

Power Apps vs Business Central customisation

Where it goes wrong (and how to avoid the predictable failure)

1) App sprawl with no owner

If nobody owns the app, it becomes a zombie – still running, still wrong, still annoying.

Fix: assign an owner, define a support route, and maintain a simple app catalogue.

2) Governance ignored until after the mess

Power Platform gives you the tools for control; people just forget to use them.

Fix: use environment strategy and platform governance (including licensing considerations and admin controls) as part of the rollout.

3) Licensing surprises

Power Platform licensing is a proper topic on its own. Don’t guess it.

Fix: confirm whether you’re using premium connectors, Dataverse, and how users will run apps/flows. Then cost it properly using Microsoft’s licensing guidance.

4) Trying to rebuild Business Central screens in Power Apps

That’s not innovation. That’s self-inflicted pain.

Fix: keep Power Apps focused on task UX, data capture, and workflow – leave accounting logic in Business Central.

A sensible starter path

1. Pick one painful process (approvals, onboarding, frontline capture)
2. Build a small Power App with tight scope
3. Decide integration pattern:

    

   • Connector for quick wins
   • Dataverse virtual tables for scalable portfolios
4. Put governance in place (ownership, environments, security approach)
5. Scale only after the first app is stable and adopted

    

One solid app that saves 30–60 minutes per user per day beats ten “almost finished” apps every time.

FAQs: Power Apps & Business Central

Next Step

Get in touch if you want Business Central to work better for your business.