SyntraPXL Streamlines Finance and Reporting with Business Central

A logical next step within the Microsoft ecosystem

“We had been working with Navision for ten years,” Niels explains. “It had proven its value, but it could no longer guarantee the continuity we needed. And it was clearly time to move to the cloud.”

“Microsoft Dynamics 365 Business Central was the obvious next step,” Niels continues. “When we implemented Navision, we experienced how demanding it can be to switch to a completely new platform. That’s why it made sense to stay within the Microsoft stack. It felt familiar for our users, which made the transition much easier. On top of that, we needed a solution that could seamlessly integrate with our existing CRM system so data could flow through automatically.”

6 improvements that made an immediate impact

The SyntraPXL IT team deliberately chose to limit custom development, which ensured a smooth implementation. As soon as Business Central went live, IT, accounting and management immediately started to experience the benefits.

1. A backbone that is always available and very intuitive: “Even colleagues without an accounting background quickly find their way around,” says Niels.

2. Fast document processing with the Document Capture functionality: “Invoices and PDFs are collected centrally and can be booked quickly, without extra steps. Peppol is now seamlessly integrated as well. This results in significant time savings,” says Ingrid Loos, Accounting Manager.

3. Deeper insight and better oversight thanks to more ‘dimensions’: SyntraPXL works with many different education systems, subsidies and payment methods. Ingrid explains: “Students in dual learning or shortage occupations receive government allowances, while those in advanced or hobby courses pay for their training themselves. In Business Central, we can now manage and track this complexity much more accurately.”

4. Clear reporting for finance and management: Because data is stored consistently and in a structured way – and connected with Power BI – reporting is now much more accurate and efficient.

5. Complex instructor invoicing has been automated with tailored development: entries from the instructor portal now flow directly into the correct financial process, including processing via Peppol.

6. Payment plans for students, once a time‑consuming process with many manual steps, are now largely handled automatically thanks to Business Central.

Experienced experts and genuinely enjoyable to work with

Cegeka proved to be the right partner. “We had already worked with Cegeka’s software integration team on other projects, so they knew SyntraPXL well,” says Niels. “Even so, we launched a neutral tender process – and they still emerged as the ideal partner.”

“We insisted on working with people who have solid experience in complex environments and integrations. The Cegeka team quickly understands our processes, isn’t afraid to challenge us constructively, and is very approachable. Thanks to the close collaboration, we got to know each other really well; professionally, but also on a personal level. It was actually a very enjoyable period,” adds Claudio.

The Business in the Driver’s Seat

Cegeka’s consultants worked closely with SyntraPXL’s internal team. “Syntra deliberately chose not to approach this as a classic IT project,” says Bart Vliegen, Operations Manager Business Central at Cegeka. “They didn’t want a purely technical exercise, but a solution that really works in day-to-day operations. That’s why the business took the lead and involved finance, IT and other process owners in every step, from design to testing. By bringing the right people in from the start, they created both buy-in and momentum.”

The Cegeka and SyntraPXL teams met every two weeks in a steering committee, with very short communication lines. This made it easier to take decisions quickly and adjust course wherever needed.

A Thorough Roadmap, Including Go‑Live Planning

In addition to the team, Niels especially values the thorough preparation: “To meet the deadline, we invested heavily in an in-depth analysis upfront. We first mapped, clarified and documented all processes, integrations and exceptions before starting development.”

“The preparation was intense, but it meant everyone knew exactly where we were heading. Development, integrations and testing followed each other smoothly, which prevented a lot of discussion and delays along the way. We even had a detailed go-live plan, including a communication plan, with clear agreements and actions to keep the impact of the go-live as limited as possible.”

Continuing the Digital Journey

The successful go-live gave SyntraPXL the confidence to continue investing in digitalization. They are now working with Cegeka to renew their CRM system with Microsoft technology. Once the new CRM is live, it will be fully integrated with the Microsoft Business Central backbone.

“With that foundation in place, we can confidently keep expanding: new integrations, additional reporting and ongoing optimizations,” Niels concludes. “This ERP project has clearly shown that with the right team, you can deliver successfully, even with a hard deadline and in a complex environment.”