Corporate takeovers create unique challenges. For Billi UK, a leading distributor of energy-efficient filtered water systems based in Wolverhampton, an acquisition forced them to part ways with their existing ERP system.
This disruption became an opportunity. Billi UK chose Microsoft Dynamics 365 Business Central as their new ERP platform and partnered with Tecvia to complete the migration in just five months.
This case study explores how Tecvia’s expertise in ERP implementations helped Billi UK transform their operations and position themselves for continued growth.
The Challenge: Takeover Triggers System Change
Billi designs and manufactures energy-efficient filtered water systems for office environments, residential spaces, and commercial buildings. For over 20 years, they have maintained a commitment to excellence and quality.
The company faced a critical decision when their divestment from their previous owner required them to leave their existing ERP system. They had access to the system for a limited time, but needed to choose and implement a new ERP platform within that timeframe.
The timeline was incredibly tight. Starting in March 2023, Billi UK had five months to migrate to Microsoft Dynamics 365 Business Central. Business operations couldn’t stop during the transition, which added pressure to the implementation timeline.
The company needed to support 50 users across their organisation, including field engineers who required remote system access. These engineers needed to update the system while working on customer sites, making mobile functionality essential.
Despite these challenges, the situation offered Billi UK a fresh start. They could implement modern, cloud-based technology that would support their future growth plans.
Billi UK needed an ERP solution that could handle their complex distribution operations while providing the flexibility and scalability required for an expanding business.
Why Tecvia? The Right Partner for Complex Migrations
Billi UK selected Tecvia as their implementation partner based on their proven track record with Microsoft Dynamics 365 Business Central and experience handling time-sensitive migrations.
Jay McLeod from Billi UK explained their selection process: “We evaluated multiple ERP platforms after the divestment, but Microsoft Dynamics stood out as the right choice. The transition was completed in five months starting from March 2023, and the Go Live was seamless compared to our previous Go Live experience
Tecvia’s approach focused on understanding Billi UK’s unique business requirements while delivering within the compressed five-month deadline. The team ensured seamless integration with existing processes and provided comprehensive training for all user groups.
The partnership began with detailed discovery sessions to map out Billi UK’s current processes and identify areas for improvement. This groundwork proved essential for the successful implementation that followed.
The Implementation: Five Months to Success
Working within the compressed timeline, Tecvia managed a comprehensive implementation that transformed Billi UK’s entire operational system.
The finance and operations component included a complete financial system setup with process workflows and approvals. Tecvia configured reporting and analytics tools to give Billi UK real-time visibility into their business performance.
Field service management was a critical component of the implementation. Tecvia configured remote access capabilities for Billi UK’s field engineers, enabling them to access and update the system while working on customer sites. The mobile functionality included service scheduling and dispatch tools that improved coordination between field teams and office staff.
McLeod praised the collaborative approach: “The weekly meetings with Tecvia ensure continuous development and account management. We use a spreadsheet to prioritise activities and track progress, which keeps everything organised. The team really understands our business needs.”
The project required careful coordination between Billi UK’s teams and Tecvia’s implementation specialists. Regular communication ensured business operations continued throughout the migration without disruption.
The Results: Modern ERP Drives Efficiency
Billi UK’s new Microsoft Dynamics 365 Business Central system delivered immediate benefits across all areas of their operation.
Operational efficiency improved dramatically through streamlined processes across all departments. The system reduced manual data entry and errors while improving workflow automation throughout the organisation. Billi UK has also implemented advanced warehousing and Material Requirements Planning (MRP) for automated order replenishment.
The Microsoft CRM operates separately from Business Central but provides comprehensive customer relationship management. This dual approach gives Billi UK flexibility in managing different aspects of their customer interactions.
The scalable platform provides Billi UK with a foundation for future growth. The cloud-based system supports business expansion while the modular design allows for future functionality additions. Integration capabilities with other Microsoft 365 tools create additional efficiency opportunities.
The intuitive interface reduced the learning curve while mobile access improved flexibility across the organisation.
McLeod highlighted the operational improvements: “Microsoft Dynamics now handles our stock and inventory tracking, and our field service engineers are routed through the system effectively. We’ve also implemented advanced warehousing and MRP for order replenishment, which has streamlined our operations significantly.”
The ongoing partnership includes weekly meetings with Tecvia to ensure continuous development and account management. These sessions focus on prioritising activities and tracking progress through organised planning tools. The relationship enables continuous system improvements, including creating new fields and reporting capabilities as business needs evolve.
About Billi UK: Leading Water Filtration Innovation
Billi UK operates from Wolverhampton and has been producing instantly filtered boiling, chilled, and sparkling water systems for over 25 years. The company offers customers innovation, superior performance, and reliability in their water filtration solutions.
Their systems serve modern office environments, high-end residential spaces, and commercial buildings requiring premium water dispensing solutions. The company has built a reputation for quality and service excellence in the competitive water filtration market.
By partnering with Tecvia, Billi UK successfully navigated their acquisition-driven system change and positioned themselves for continued growth in the water filtration market.
Why Microsoft Dynamics 365 Business Central?
For distributors like Billi UK, Microsoft Dynamics 365 Business Central provides comprehensive capabilities that support complex operations.
The capabilities include scheduling alongside inventory management and tracking. Quality control processes ensure products meet the high standards customers expect from Billi UK.
Financial integration delivers complete financial management with real-time reporting and analytics. Multi-currency support and compliance features ensure the system meets all regulatory requirements.
The platform’s scalability and flexibility come from cloud-based deployment and integration with the Microsoft 365 suite. Customisation options allow businesses to adapt the system to their unique requirements.
Ready to Modernise Your ERP System?
Whether you’re facing a forced system change or planning a strategic upgrade, Tecvia’s expertise in Microsoft Dynamics 365 Business Central implementations ensures a smooth transition.
Our experience with distribution businesses and time-sensitive projects means we understand the unique challenges you face. We know how to deliver complex implementations without disrupting your business operations.
If your business needs a modern, scalable ERP solution, contact Tecvia today to discover how Microsoft Dynamics 365 Business Central can transform your operations. As a trusted UK Microsoft Partner, we’re here to guide you through every step of the process.
