Sync invoice files to Business Central and SharePoint without third-party tools—Power Automate makes it fast, secure, and seamless.
How to Sync Invoices Between Business Central and SharePoint Without Third-Party Tools
As organizations transition from on-premise versions of Dynamics NAV or Business Central to the cloud, managing documents, particularly vendor invoices, becomes a priority. A common requirement is the ability to store these invoices directly within Business Central while simultaneously archiving them in SharePoint for broader access, compliance, or automation needs.
The good news: you don’t need a third-party tool to achieve this. With Power Automate, ERP teams can create a seamless connection between Business Central and SharePoint, ensuring every new invoice attachment is stored, linked, and accessible across platforms.
Let’s walk through how.
Key Article Takeaways
- On-premise NAV/BC customers moving to the cloud can use Power Automate to link invoice files from Business Central to SharePoint automatically.
- This approach requires no third-party apps, only Microsoft-native tools.
- The SharePoint file link is written back into Business Central, improving document traceability and access.
- Ideal for companies modernizing workflows while migrating to the Business Central cloud.
- Western Computer can assist with setup, automation, and upgrades.
Why This Matters for On-Premise Customers Upgrading to the Cloud
The Cost and Complexity of Traditional Document Management
In the past, ERP systems exclusively housed invoice attachments, or they necessitated the distribution of third-party tools across repositories. These setups often increased licensing, complexity, and support costs.
The Opportunity with Native Microsoft Tools
By leveraging Power Automate, companies can use Microsoft’s own ecosystem: Business Central, SharePoint, and the Power Platform to build intelligent workflows that reduce friction, improve visibility, and eliminate duplication.
Prerequisites: What You’ll Need Before You Start
To implement this setup, you’ll need:
- A cloud-based instance of Dynamics 365 Business Central.
- A connected SharePoint Online site (e.g., with a folder like "Vendor Invoices").
- Access to Power Automate and permissions to build flows.
- Basic understanding of Business Central’s incoming documents or attachments functionality.
Creating the Flow in Power Automate
This is the core of the automation. Here's how it works:
1. Watch for New Attachments in Business Central
Start your flow by using the Business Central connector in Power Automate. Monitor the Incoming Documents or another table where invoices are attached. Trigger the flow when a new file is added.
2. Upload to SharePoint Automatically
Next, use the Create File action in the SharePoint connector. Route the attachment to a predefined folder, like:
https://[yourcompany].sharepoint.com/sites/Accounting/Vendor Invoices
Organize files by vendor or invoice number using metadata or folder paths.
3. Write the SharePoint File Link Back to Business Central
Once the file is stored in SharePoint, retrieve the file link using the SharePoint action Get file metadata. Then, write that link back into Business Central using:
- A custom field in the invoice record
- Or the Notes/Links section of the document
This lets users in Business Central click directly to the original file in SharePoint. No duplication, no hunting through folders.
Tips to Make the Process Seamless
Use Custom Fields or the Notes Section Strategically
If your Business Central instance supports customizations, consider adding a "SharePoint Link" field. Otherwise, the Notes section can work as a lightweight alternative.
Permissions, Notifications, and Version Control
Don’t forget to:
- Ensure SharePoint permissions align with who should access invoice files.
- Optionally, add email or Teams alerts when new files are uploaded.
- Leverage SharePoint version control to track changes or updates to invoice attachments.
Ready to Modernize Your Workflow?
Upgrading to Business Central in the cloud is the perfect time to revisit and enhance your document workflows. You don’t need to purchase expensive document management software—you already have the tools in Microsoft’s ecosystem.
At Western Computer, we help organizations simplify, automate, and scale their ERP capabilities using powerful Microsoft tools like Power Automate and SharePoint. Our experts specialize in Business Central upgrades and workflow automation that reduce manual effort and improve visibility.
Whether you're planning a full cloud migration or looking to modernize document handling, we’ll guide you through setup, customization, and optimization—using the technology you already own. Contact us today to take the next step.
