Blog

Many nonprofits are still running critical financial processes on Microsoft Dynamics GP or cobbling together separate third-party expense management tools. These solutions may have worked when your organization was smaller, but the reality is shifting fast. 

Microsoft has announced that mainstream support for Dynamics GP ends on December 31, 2029, and security updates end in April 2031. While that sounds far away, waiting until 2029 to act will create a rush. By then, many organizations will be scrambling to migrate at the same time, driving up costs, limiting available resources, and forcing rushed decisions. 

Starting your GP migration before 2027 gives your organization time to plan carefully. You can audit your current systems, decide what you really need, implement a new solution at a manageable pace, train staff, and avoid disruption. 

What’s Changing with Microsoft GP and Why It Matters 

Microsoft is steadily winding down support for GP and moving toward its cloud-first solutions, like Business Central. That means no new licenses after 2026, no regulatory or tax updates after 2029, and eventually, no security updates at all. 

At the same time, the entire industry is shifting toward SaaS-based ERP systems that provide: 

• Automatic updates and stronger security 

• Anywhere, anytime access for hybrid and remote teams 

• Lower IT maintenance costs compared to on-premise systems 

• Easier integrations with other cloud-based tools 

This is a chance for CFOs to align technology choices with stronger governance, smoother operations, and better financial outcomes. 

Start with a Systems Audit 

Before you pick any new system, you need a clear picture of what’s working today and where the pain points are. A systems audit lays that foundation. 

Step 1: Inventory Your Current Tools 

List every tool involved in finance and expenses: 

• ERP or accounting software 

• Expense management apps (Concur, Expensify, spreadsheets) 

• Payroll and HR systems 

• Budgeting, reporting, or forecasting tools 

• Any add-ons or custom integrations 

Step 2: Map Your Workflows 

Write down how processes work right now. For example: 

• How do employees submit expenses? (paper, email, mobile app) 

• How are expenses approved, and by whom? 

• How do those expenses get posted to the general ledger? 

• How are reports created and distributed to leadership? 

Step 3: Identify Challenges 

Be specific about what slows your team down. Some examples: 

• Late or missing expense submissions 

• Double-entry of data between systems 

• Managers approving expenses without knowing budget balances 

• Delays in producing reports or preparing for audits 

Step 4: Capture What Works Well 

Keep track of features and workflows worth keeping: 

• Is the mobile receipt capture convenient? 

• Are certain reports highly valuable to managers or the board? 

• Are approval chains logical and easy to follow? 

Step 5: Define Your Goals 

Use what you’ve learned to write a short list of must-haves for your next system, such as: 

• Real-time budget visibility 

• Automatic GL posting 

• Faster month-end close 

• Stronger compliance tracking 

• Better reporting for leadership 

This exercise creates clarity, makes vendor comparisons easier, and builds buy-in by showing managers and staff that their input matters. For a deeper framework, check out our executive guide on evaluating ERP vendors.

Why This Matters for Expense Management 

When you look at your workflows end-to-end, it’s easy to see how disconnected expense tools cause problems: 

• Manual posting slows down month-end close. 

• Missing or delayed data leads to budget overruns. 

• Separate systems create inconsistent reporting. 

• Gathering receipts and approvals for audits takes days. 

An integrated system solves these issues by connecting expenses, budgets, approvals, and financial data in one place. You get fewer errors, faster reporting, and more confidence in the numbers. 

How CFOs Can Lead a Smooth GP Transition 

Strong financial leadership turns a system upgrade into an opportunity to strengthen the entire organization. CFOs who take action now show foresight and strengthen their organization’s ability to handle future challenges. 

Benefits of acting early: 

• Reduces risk: No scrambling when support deadlines hit or compliance requirements change. 

• Supports remote teams: Cloud-based expense management allows staff and managers to submit, approve, and review expenses from anywhere. 

• Improves decision-making: Leaders get access to real-time data rather than waiting for manually compiled reports. 

• Creates space to migrate right: Starting before 2027 gives you years to plan, test, and train. You avoid the end-of-decade migration crunch when consultants and support resources will be in short supply. 

Early adopters not only avoid disruption but also build trust with their boards, funders, and teams by showing they’re proactively safeguarding the organization’s future. 

For more strategies tailored to nonprofit finance leaders, explore our Finance Executives’ Guide to ERP.

Roadmap for Nonprofit CFOs Moving off GP 

Here’s how to start building momentum: 

1. Complete your audit — document tools, workflows, challenges, and successes. 

2. Engage stakeholders — involve finance, HR, program managers, and IT to get a full picture. 

3. Define requirements — separate must-haves from nice-to-haves so you can evaluate systems objectively. 

4. Research and evaluate options — focus on integrated ERP solutions with built-in expense management, real-time budget checks, and strong reporting. 

5. Plan your migration — create a phased approach that includes testing and staff training to encourage adoption. 

How Sparkrock Supports the Shift 

Sparkrock offers a fully integrated finance platform designed for nonprofits and social impact organizations. With Sparkrock: 

• Expenses, budgets, and approvals live in one connected system 

• Managers see budget availability before approving expenses 

• Approved claims post directly to the GL with the right codes 

• Audit-ready records are always available 

• Reporting is instant and accurate 

When you start planning now, Sparkrock helps you make the transition smooth and stress-free — giving your team the time they need to learn and succeed. 

The Bottom Line 

Momentum is building as many organizations move off Microsoft GP and other legacy tools. By starting your audit and planning before 2027, you give your organization the gift of time: time to plan, time to train, and time to get it right. 

Curious what your path off GP could look like? Set up a short call with our team to discuss your current workflows and how Sparkrock can simplify them.