How to License an App for Use in Business Central


We’ve noticed a recurring question from customers: “We downloaded the app but we still don’t see it in Business Central.” If you’ve found yourself in a similar situation, you’re not alone. This common confusion stems from a crucial step that is often overlooked in the process of setting up the app. In this blog post, we’ll clarify the steps you need to take to ensure that the app is properly licensed and visible in Business Central.

Why You Can’t See the App in Business Central

Downloading the app is just the first step. While the download makes installs the app, it doesn’t automatically make it available within Business Central. This is because the app needs to be licensed to the specific users who will be using it. Without assigning licenses, the app remains inactive for your intended users, leading to the “invisible” app issue.

But isn’t that what the permissions are for?

Confusing, right? Everyone is used to just assigning permissions to users to a new area in BC and then they can start using it and for some add-on apps that is true once you purchase your subscription.

The subscriptions for our apps are managed through Microsoft Transact so the licensing works the same as if you are buying new Business Central licenses for new employees. You have to assign the licenses first, then assign the permissions to give users access.

So how do you assign the licenses

Here are the steps to assign the licenses in case you overlooked them during the initial purchase. To see the complete app purchasing process, watch Alex’s video provided below.

  • Log into the Microsoft 365 Admin Center: Navigate to and sign in with your admin credentials. *note for partners, the admin credentials should be your clients not your delegated admin)
  • Access the Billing Section: In the left-hand menu, go to “Billing” and then select “Licenses.” This is where you manage all the licenses for your Microsoft 365 services.
  • Find the App License: Locate the license for the app in the list. It should be listed under the licenses you have purchased and click on it.

License Screen

  • Assign Licenses to Users: Click “Assign Licenses” and add the users that should have access to the app

Assign License

  • Once you have selected the users, click on the “Assign” button at the bottom of the screen.

Once you have assigned your licenses, open Business Central and set up the user permissions for the app.

Watch the whole process:

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