Dynamics GP to Business Central Licence Cost Calculator
Moving from perpetual GP licences to a Business Central subscription changes the cost shape. This calculator uses your user mix and quoted prices to show the annual difference and the multi-year picture.
Your numbers
People who create and post transactions.
Read, approve and light entry roles. Check the current licence rules.
Illustrative default. Enter your quoted price.
Illustrative default. Enter your quoted price.
Your results
Prices are placeholders you must replace with a partner quote. Licence names, tiers and rules change, so confirm with Microsoft or your reseller.
Annual subscription vs full users
Sweeps Full (Essentials or Premium) users from 5 to 100, holding your other inputs fixed.
Optional licence sizing review
We can check your role mapping against actual GP login and posting activity.
Optional. The tool and every export work without this. No spam.
How to use it
Count users by what they do, not by what GP lets them do. Many GP seats are occasional viewers who may fit a cheaper limited licence. Enter the price your partner quotes, not list price, then use the discount slider for agreed reductions. Add recurring add-on fees for functions GP handled through third-party modules.
The formula
Monthly cost equals full users times full price plus team users times team price, reduced by the discount, plus add-ons. Annual is monthly times 12. The change against GP is the annual subscription minus your current annual GP maintenance. This is a licence comparison only and excludes implementation, hosting of any remaining systems and data migration.
Common mistakes
The most frequent error is comparing subscription cost against GP maintenance alone and ignoring the server, SQL and admin cost GP needed, which the run-cost calculator in this set captures. Another is counting every GP user as full. Audit role usage before you size licences, and recheck at renewal because usage drifts.
- Quote prices, not list prices
- Audit role usage first
- Include add-ons
- Add infrastructure savings separately
Frequently Asked Questions
Are the default prices current Microsoft prices?
No. They are illustrative placeholders so the tool works on first load. Replace them with the figures from your reseller quote, because pricing varies by region, currency and agreement.
Does this include implementation cost?
No. It covers recurring licence cost only. Use the effort and payback calculators in this set to model one-time migration spend.
Why does the delta sometimes come out positive?
Subscriptions bundle updates and hosting, while GP maintenance does not include servers or admin time. A higher licence line can still mean lower total cost, which is why the run-cost comparison matters.
How often should I recalculate?
At quote time, at renewal and whenever headcount changes by more than ten percent. Licence rules and prices change, so refresh the inputs each time.
Netray can analyse your GP user activity to size licence tiers from evidence. The calculator above does not require it.
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