How Dynamics 365 Supports the Commercial Property Market

Managing rental operations—especially at scale—is a complex and multifaceted process. It requires not only day-to-day administration of contracts, tenants, and payments, but also proper asset management, operational compliance, and financial transparency. For companies and institutions involved in renting real estate, office spaces, equipment, or infrastructure, it becomes crucial to organize all daily operations within a single, cohesive environment.

Microsoft Dynamics 365 is well suited to the realities of the rental sector. Thanks to its flexibility and modular structure, it allows businesses to tailor workflows to the specific needs of the commercial rental industry—from contract management and recurring billing to asset tracking and cost planning.

Here’s how Dynamics 365 helps companies in the rental business—not through flashy automation, but by streamlining everyday work and providing a stable operational backbone.

1. Subscription Billing / Recurring Revenue Management

Dynamics 365 enables efficient management of recurring rental charges—whether fixed or variable. The system automatically generates invoices at set intervals (e.g., monthly) and accounts for discounts, contract changes, or rental terminations. It also supports revenue analysis for subscription-based agreements.

2. Contract Management

Comprehensive contract features allow you to register rental terms, start and end dates, termination periods, and key conditions. Contracts can be easily linked to specific assets (fixed assets) and customers, making administration and reporting significantly easier.

3. Service Cases and Tenant Requests

The “Cases” module allows you to track inquiries, technical requests, or complaints related to rental services. This improves customer service, facilitates task assignment, and allows monitoring of issue statuses. It’s also a valuable source of insight into tenant needs and recurring problems.

4. Communication and Notifications

With Outlook integration and built-in CRM features, Business Central supports effective communication with clients—from payment reminders to end-of-lease notifications. You can also run marketing and informational campaigns targeting existing or potential tenants.

5. Project Module – Budgeting, Planning, Subcontractors

In complex rental scenarios (e.g., long-term leases with refurbishment or additional services), the Projects module in Business Central allows you to plan costs, assign resources, register expenses, and control budgets. It also supports subcontractor management and tracking of service milestones.

6. Project Controlling and Cost Monitoring

With robust reporting and project cost analysis tools, businesses can monitor the profitability of rental projects, compare planned vs. actual expenses, and make informed decisions to optimize operations. These insights support both finance and operational teams.

7. Asset Management – Fixed Assets and RFID Tracking

Business Central enables effective management of rental assets—such as equipment, vehicles, or technical infrastructure. With inventory tracking, depreciation, and asset tagging (including RFID), companies can maintain full control over the location and condition of their property.

8. Campaign Management

Plan and execute marketing campaigns—such as promoting short-term rentals during the summer season—to build stronger customer relationships and attract new clients. Campaigns can be targeted based on location, past interactions, or customer needs.

9. Debt Collection and Receivables Management

Integrated tools for receivables management and automated reminders support efficient and standardized debt collection—while maintaining good customer relations. The system can send payment reminders, calculate interest, and generate aging reports.

10. Rebilling of Shared Costs (e.g., Utilities or Common Services)

For rental spaces where tenants use utilities or shared services (e.g., cleaning, security), Business Central allows easy cost rebilling. You can define allocation methods (e.g., by area or consumption), and the system automatically calculates the correct charges.

Try Dynamics 365 in Practice

Do you rent office space, warehouse facilities, specialized equipment, or infrastructure? Or maybe you manage multiple rental agreements and want to bring structure to your company’s operations?

Business Central delivers consistent data, transparent billing, and better asset control—no matter the scale of your business. It’s a tool that supports your daily work in the commercial rental sector, without the need for custom-built solutions.

Want to see how Business Central could work in your organization? Get in touch—I’d be happy to show you what the system can do in practice.