If you're looking for a fast, free, and open-source ERP/CRM system to manage your small or medium-sized business, Dolibarr is one of the best options out there. It's powerful yet lightweight, user-friendly without sacrificing flexibility, and it doesn’t require you to be a tech wizard to get started. In this detailed guide, you'll learn how to set up Dolibarr from scratch in about 10 minutes and get it ready for daily use. Whether you're running a startup, a small agency, or even a non-profit, Dolibarr can help you manage your operations with ease.

What is Dolibarr?

Dolibarr ERP & CRM is an all-in-one software suite for businesses, freelancers, and foundations. It includes features for accounting, inventory management, project tracking, invoicing, HR, and more. One of its key advantages is modularity: you can activate only the features you need. It’s available as a self-hosted application (you install it on your own server) or as a cloud-hosted version (Dolibarr SaaS via DoliCloud or other providers).

It’s written in PHP and uses MySQL/MariaDB as its database engine, making it compatible with most standard web hosting environments. It has a large community of users and developers, which means frequent updates and solid documentation.

Key Features at a Glance

Before jumping into the setup, let’s go over what Dolibarr offers:

• Customer Relationship Management (CRM)

• Enterprise Resource Planning (ERP)

• Invoicing and Quotes

• Inventory and Stock Management

• Human Resources (HR)

• Accounting and Banking

• Project Management

• Point of Sale (POS)

• Multi-user access with permission control

• Modular structure with over 100 optional modules

What You Need to Get Started

To set up Dolibarr quickly, here are the basic requirements:

1. A web server: Apache or Nginx works fine.

2. PHP: Version 7.2 or higher.

3. MySQL or MariaDB: Version 5.0 or higher.

4. A domain or localhost environment: Useful if you're running Dolibarr on a local machine.

For this guide, we’ll use a local server setup with XAMPP on Windows as an example. You can also use WAMP, MAMP, or install it directly on a Linux server.

Step 1: Download and Install XAMPP

1. Go to the Apache Friends website and download the latest version of XAMPP for your operating system.

2. Install XAMPP with default settings.

3. Launch the XAMPP Control Panel and start both Apache and MySQL.

This gives you a working server environment with PHP and MySQL.

Step 2: Download Dolibarr

1. Head to the official Dolibarr download page.

2. Choose the latest stable version.

3. Download the zip or tar.gz file for the standalone version (not the auto-installer unless you’re using Windows-only).

4. Extract the Dolibarr folder to the htdocs directory inside your XAMPP installation folder (e.g., C:\xampp\htdocs\dolibarr).

Step 3: Create a MySQL Database

1. In your browser, go to http://localhost/phpmyadmin.

2. Click on Databases.

3. Enter a name for your database (e.g., dolibarrdb) and click Create.

You now have a database ready for Dolibarr to use.

Step 4: Run the Dolibarr Installer

1. Open your browser and go to http://localhost/dolibarr/.

2. Dolibarr will launch its web-based installer.

3. Follow the steps:

   • Choose your language

   • Accept license agreement

   • Dolibarr will check your system compatibility

   • Enter your MySQL database details:

     • Host: localhost

     • Database name: dolibarrdb

     • Login: root (default in XAMPP)

     • Password: (leave blank if default)

   • Set your admin login and password

   • Finish installation

Once the setup is done, Dolibarr will be ready to use.

Step 5: Initial Configuration

The first time you log in, you’ll land in the admin dashboard. From here, you can:

• Set up your company profile (name, address, logo)

• Define fiscal year and tax settings

• Choose your default currency and language

• Enable or disable modules as needed

Dolibarr makes it easy to customize the platform to fit your business.

Step 6: Activating Modules

One of Dolibarr’s strongest features is its modularity. Click on Home > Setup > Modules/Applications to view all available modules.

Popular modules to enable first:

• Third Parties: To manage customers and suppliers.

• Products/Services: To create and manage your catalog.

• Commercial Proposals: For sending quotes.

• Invoices: To issue invoices and manage payments.

• Bank/Cash: To manage financial transactions.

• Projects: If you track projects and tasks.

• Users & Groups: To manage team access and permissions.

Each module can be configured individually based on your workflow.

Step 7: Creating Your First Customer and Invoice

Here’s how to test your setup by creating a sample invoice:

1. Go to Third Parties > New Third Party

   • Fill in customer info and save.

2. Go to Products/Services > New Product

   • Create a product or service.

3. Go to Commercial > New Proposal

   • Select the customer and add products.

4. Convert the proposal to an invoice.

5. Validate and send it.

This basic flow lets you see Dolibarr in action.

Step 8: User and Permission Management

As your team grows, you’ll want to control who can access what. Dolibarr lets you create:

• Individual user accounts

• User groups with shared permissions

• Custom roles and rights per module

Go to Users & Groups > New User to create accounts. You can assign modules, define read/write access, and even restrict by company or department.

Step 9: Backup and Security Basics

Data loss can kill your operations. Take a few minutes to set up basic security:

• Enable automatic backups via Setup > Modules > Backup.

• Change the default admin password.

• Use HTTPS if hosting online.

• Keep your Dolibarr version updated.

You can also integrate with external backup tools or cloud storage.

Step 10: Extend Dolibarr with Add-ons

The Dolibarr ecosystem includes a marketplace called NEXTGESTION, where you can buy or download free add-ons:

• Custom invoice templates

• Email and SMS notifications

• Advanced inventory and barcode systems

• Payment gateway integrations (Stripe, PayPal, etc.)

• HR extensions like payroll, attendance, and leave management

Installation is straightforward: download the module, unzip it into the /htdocs/custom directory, and activate it from the modules list.

Hosting Dolibarr Online

If you want to host Dolibarr online for remote access, you have a few options:

1. Shared Hosting: Install Dolibarr just like a regular PHP application.

2. VPS/Cloud Server: Use Ubuntu, Debian, or CentOS and manually set up Apache, PHP, and MySQL.

3. DoliCloud: Official SaaS hosting with automatic updates and backups.

Just make sure to secure your server with firewalls, HTTPS, and regular updates.

Final Thoughts

Dolibarr is one of the most accessible ERP/CRM platforms available. It’s open-source, modular, and well-suited for small teams that need a reliable system without the cost of enterprise software. Within 10 minutes, you can go from download to invoicing your first customer.

While this guide covers the fastest setup route, Dolibarr offers deeper customization and integration options as your business grows. Explore its modules, experiment with workflows, and make it your own.

If you’re serious about managing your operations digitally, Dolibarr is a smart place to start. And the best part? You’re not locked into any vendor or hidden fees. It's truly ERP your way.