Setting up an ERP system can seem like a daunting task, especially if you’re new to the world of enterprise software. But thanks to Dolibarr, a powerful yet user-friendly open-source ERP and CRM solution, you can get your system up and running quickly without breaking a sweat or your bank account. In this guide, we’ll walk you step-by-step through your first Dolibarr installation. Whether you're a solo entrepreneur, run a small business, or manage a non-profit organization, this guide will help you go from zero to ERP in no time.

What is Dolibarr?

Dolibarr ERP & CRM is an all-in-one suite that combines enterprise resource planning (ERP) and customer relationship management (CRM) tools. Designed with simplicity in mind, Dolibarr is modular, scalable, and suitable for a variety of industries. Whether you need to manage invoices, customers, projects, inventory, or HR tasks, Dolibarr has a module for you.

It’s built using PHP and uses MySQL or MariaDB for the database, making it easy to deploy on nearly any web server. Dolibarr can be installed locally, on a dedicated server, or used via cloud services. It has a wide and active community, regular updates, and extensive documentation to support users at every level.

Key Benefits of Using Dolibarr

Before diving into the setup process, it's worth highlighting why Dolibarr is a smart choice for newcomers to ERP systems:

• Free and Open-Source: No license fees, full access to the code, and the freedom to customize.

• Modular Design: Activate only the features you need.

• User-Friendly Interface: Clean and intuitive dashboard.

• Cross-Platform: Works on Windows, Linux, and macOS.

• Scalable: Grows with your business.

• Multilingual and Multi-currency Support: Perfect for international operations.

Planning Your Installation

Before jumping into the installation, take a few minutes to think about how you want to deploy Dolibarr. You have several options:

1. Local Installation

Ideal for testing or use within a small internal network. It doesn't require a live internet connection but won't be accessible remotely unless you configure it.

2. Web Hosting Installation

Many shared hosting providers support PHP and MySQL, making it easy to set up Dolibarr like any regular website. This method is suitable for small businesses that want external access without maintaining their own server.

3. Dedicated Server or VPS

If you need more control and performance, a VPS or dedicated server is a good choice. It allows full customization and is suited for medium to large deployments.

4. Dolibarr Cloud (SaaS)

Use Dolibarr as a cloud-based service through providers like DoliCloud. This is the easiest way to get started if you don’t want to deal with installation and server maintenance.

For this guide, we’ll focus on a local installation using XAMPP on Windows. The process is similar for other platforms.

Step 1: Preparing Your Environment

Download and install XAMPP, which includes Apache, PHP, and MySQL:

1. Visit apachefriends.org.

2. Download the XAMPP installer for Windows.

3. Run the installer and accept default settings.

4. Launch the XAMPP control panel and start Apache and MySQL.

This gives you a working local server environment.

Step 2: Downloading Dolibarr

1. Go to the Dolibarr official download page.

2. Choose the latest stable release.

3. Download the Standalone version (ZIP or TGZ file).

4. Extract the archive into the htdocs directory of your XAMPP folder, e.g., C:\xampp\htdocs\dolibarr.

Step 3: Setting Up the Database

Dolibarr needs a MySQL database to store data:

1. Open http://localhost/phpmyadmin in your browser.

2. Click on the Databases tab.

3. Create a new database (e.g., dolibarrdb).

4. Note the database name and user credentials.

By default, XAMPP uses root as the MySQL user with no password.

Step 4: Running the Installer

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

2. Select your language and click Next.

3. Dolibarr will run a system check to verify that your environment is compatible.

4. Enter your database details:

   • Server: localhost

   • Database name: dolibarrdb

   • User: root

   • Password: (leave blank if none)

5. Create your admin account with a secure password.

6. Complete the installation.

Dolibarr is now installed and ready to be configured.

Step 5: Post-Installation Configuration

Once you're inside the admin dashboard, here are the first things to configure:

• Company Information: Set up your business name, address, and contact details.

• Default Settings: Choose your language, currency, fiscal year, and VAT rules.

• Email Settings: Configure outgoing email settings for communication.

• Security: Change default credentials and restrict access to the install folder.

Dolibarr's clean dashboard lets you navigate easily through menus, modules, and setup options.

Step 6: Activating Modules

Dolibarr is modular by design. Navigate to Home > Setup > Modules to view available modules. You only activate what you need.

Recommended modules for starters:

• Third Parties: To manage customers, suppliers, and contacts.

• Products/Services: For managing your catalog.

• Proposals and Orders: To generate quotes and orders.

• Invoices: For billing and payment tracking.

• Banking: To monitor and reconcile bank accounts.

• Projects: If you handle client projects.

• Users & Groups: For role-based access control.

Each module can be individually configured with detailed settings.

Step 7: Creating Records

To begin using Dolibarr:

1. Add a customer via Third Parties > New Third Party.

2. Create a product via Products/Services > New Product.

3. Generate a proposal, convert it to an order, then to an invoice.

4. Validate and email the invoice to the customer.

These steps walk you through a complete sales workflow.

Step 8: User Management and Permissions

As your team grows, you'll need to manage users and their access rights. Go to Users & Groups to:

• Add new users

• Define user roles

• Assign specific module permissions

• Create groups for departments or functions

Dolibarr allows fine-grained control, ensuring users access only what they need.

Step 9: Performing Backups and Updates

Protecting your data is crucial. Dolibarr makes it easy:

• Use the Backup Module to schedule database dumps.

• Regularly export full backups (database + documents).

• Always test updates in a separate environment before applying them to production.

• Monitor the official Dolibarr site for updates.

Keeping your instance updated is vital for security and performance.

Step 10: Extending Dolibarr

Once you’re comfortable with the basics, you can expand Dolibarr's capabilities:

Dolistore Marketplace

Dolibarr has an official marketplace,  NEXT GESTION, where you can find:

• Custom invoice templates

• Barcode and warehouse management tools

• Payroll and HR modules

• Payment gateway integrations

• POS systems and more

Installation involves placing the module in the /htdocs/custom directory and activating it in the back office.

API and External Integration

Dolibarr supports REST APIs, making it possible to integrate with other systems, such as:

• E-commerce platforms (Magento, WooCommerce)

• Accounting software

• CRMs or marketing tools

You can develop custom modules if you have PHP development experience.

Common Issues and Troubleshooting

Here are a few issues you might run into and how to solve them:

• Blank pages: Enable PHP error reporting in php.ini to see what went wrong.

• Login problems: Clear browser cookies or reset user credentials in the database.

• Mail not sending: Check SMTP settings and verify server firewall permissions.

• Slow performance: Optimize your MySQL database and enable caching.

The Dolibarr forums and GitHub issues section are great places to seek help.

Going Live

If you want to migrate your local setup to a live server:

1. Export your local database.

2. Upload Dolibarr files to your live host.

3. Import the database on the server.

4. Update configuration files to reflect the new environment.

5. Secure the server with SSL, firewalls, and strong passwords.

Now you can access your ERP system from anywhere.

Final Thoughts

Dolibarr proves that ERP systems don’t have to be complicated, expensive, or bloated. With its modularity, ease of use, and strong community support, it’s an ideal entry point for small businesses ready to take control of their operations.

From planning to installation to daily use, Dolibarr offers a complete suite of tools to help you manage your business more efficiently. Whether you want simple invoicing or a full ERP solution, Dolibarr scales with your needs.

By following this guide, you’ve taken the first step in digitizing and organizing your enterprise operations. Welcome to the world of Dolibarr.