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For project-driven businesses, the profit is in the detail - and the detail is usually the hardest thing to see.
You quote a job based on estimated hours, materials and subcontractor costs. The work starts, the team gets busy, and weeks later someone pulls together the actuals and realises the job has overrun. Hours weren't logged against the right project. A change in scope was agreed verbally but never costed. Materials were ordered without checking the budget. By the time the picture is clear, the damage is done — and the invoice has already gone out at the original price.
This is the reality for most project and job-based SMEs: they find out a job lost money after it's finished, not while there's still time to do something about it. And month-end becomes a post-mortem rather than a management tool.
The problem isn't effort or capability. It's the absence of a connected system that tracks cost, time and revenue in real time — and flags when a job is heading off course before it's too late to act.
Real-time project accounting and job costing - built on Dynamics 365 Business Central, connected to your whole business.
Real-time job cost and revenue tracking
Every project has a live view of budget vs actual: hours worked, materials consumed, subcontractor costs posted, revenue recognised. Managers see the position today - not at the end of the month when it's too late to intervene. If a job is trending over budget, you know now, not later.
AI-powered overrun alerts and risk flagging
AI monitors your active jobs continuously and flags early warning signs: hours burning faster than planned, cost categories exceeding thresholds, milestones at risk of slipping. Your team gets prompted to act before a small overrun becomes a written-off margin.
Time and expense capture that people actually use
Simple, mobile-friendly timesheets that capture hours against the right job, the right task and the right person - in the field, in the office or working remotely. Expense capture built into the same workflow, with approval routing and automatic posting to the job ledger.
Accurate WIP management and revenue recognition
Work in progress tracked precisely, with revenue recognised at the right stage - whether you bill on milestones, percentage complete or time and materials. Clean WIP schedules that your finance team and auditors can rely on, produced automatically rather than built by hand each month.
Resource scheduling and capacity planning
See who's available, who's overcommitted and where you have capacity to take on new work. Plan resource allocation across active projects to avoid the twin costs of underutilisation and burnout. Make better decisions about when to hire and when to bring in contractors.
Milestone, retention and variation tracking
Billing milestones tracked and triggered automatically. Retention amounts managed cleanly. Variations and scope changes costed, approved and posted against the right job — so nothing falls through the gap between the project team and the finance function.
Integrated project and financial reporting
Job profitability by project, by client, by team and by service line. Margin analysis across your whole portfolio. Forecasted revenue from jobs in progress. All of it live in Power BI, without anyone running a report manually.
Most project-driven businesses we work with aren't losing money because they're doing bad work. They're losing margin because their systems can't keep up with the pace of delivery. Hours don't get logged. Costs post to the wrong job. Variations get forgotten. By the time finance reconciles everything, the opportunity to protect the margin has passed.
We fix the system, not just the symptoms. Our project accounting implementations are built around how your business actually runs — your job types, your billing models, your approval structures — so that the platform supports your team rather than adding friction to their day.
A great technology solution still needs a compelling business case to get approved. Advantage CaseReady™ helps you build a board-ready justification - with financial modelling, risk analysis, and strategic alignment - so your decision-makers have everything they need to say yes.
Delivered in partnership with Shark Finesse, the UK's leading Business Case Engagement Platform, CaseReady™ is designed for senior leaders and project sponsors who need to secure internal approval for a Microsoft Dynamics 365, Business Central, Power Platform, or Copilot investment.
This is almost always a system problem rather than a capability problem. When hours are not logged against the right job in real time, costs post to the wrong project, and scope changes are agreed verbally but never formally costed, the picture only becomes clear when someone reconciles everything at month-end — by which point the margin is already lost and the invoice has gone out at the original price. Advantage solves this by implementing a connected project accounting system on Dynamics 365 Business Central that tracks cost, time and revenue in real time, so managers see the live position on every active job rather than a post-mortem at period end.
AI overrun alerting monitors your active jobs continuously against budget thresholds and planned timelines. When hours are burning faster than planned, a cost category exceeds its allocation, or a milestone is at risk of slipping, the system flags it proactively — prompting your project managers to investigate and act while there is still time to recover the margin. Rather than discovering a problem when the job closes, your team gets an early warning when the overrun is still small enough to manage.
Timesheet adoption almost always comes down to friction. If the process is cumbersome, people fill them in retrospectively, inaccurately or not at all. Advantage implements simple, mobile-friendly time and expense capture that works in the field, in the office and remotely — capturing hours against the right job, task and person at the point of work, with automatic routing to the job ledger on approval. When the tool is easier than the workaround, adoption follows.
Work in progress represents the value of work completed but not yet invoiced. For project-driven businesses, accurate WIP management is critical for both financial reporting and cash flow — if WIP is understated, profit is understated; if it is overstated, you are carrying risk that has not been recognised. Advantage configures Dynamics 365 Business Central to track WIP precisely and recognise revenue at the correct stage — whether you bill on milestones, percentage complete or time and materials — producing clean WIP schedules automatically rather than by hand each month.
Once your project accounting is running on a connected system, every completed job becomes a reference point: actual hours by task, material costs by category, subcontractor spend by type, and final margin by project and service line. Advantage surfaces this through integrated Power BI reporting so your estimating and pricing decisions are informed by accurate historical cost data rather than assumptions. Over time, your quotes become more precise, your margins more predictable, and your Aftercare programme with Advantage ensures the reporting continues to evolve as your business grows.
The technology you use should help you move faster, not hold you back. At Advantage, we help SMEs unlock the full power of Microsoft - from cloud and security to AI and automation. Whether you're modernising systems or exploring Copilot, we'll help you transform the way you work. Let's build something smarter. Together.
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