Dolibarr is a modular, open-source ERP and CRM system tailored for small and medium-sized businesses. It offers tremendous flexibility and control at little to no cost, making it especially appealing for organizations seeking an alternative to costly and complex enterprise software. As a systems integrator, installing and configuring Dolibarr for clients is not just about getting the software up and running — it’s about tailoring it to fit the client’s workflows, data integrity needs, and long-term goals.

This article explores the best practices for installing and setting up Dolibarr for clients. Drawing from real-world experience, it covers everything from initial planning to post-deployment support, helping you streamline implementations and increase client satisfaction.

Understanding the Client’s Needs

Before touching a server or writing a single line of code, the first step is discovery.

Assessing the Client’s Business Model

Every business is different. Retailers, manufacturers, service providers, and non-profits all use Dolibarr differently. Understanding the client’s core operations is essential to selecting the right modules and planning the integration.

Key discovery questions:

• What are the client's key business processes?

• What pain points are they trying to solve?

• Do they need inventory management, HR tracking, customer follow-up, or accounting?

• What systems (if any) are they currently using?

Identifying Stakeholders and User Roles

Mapping who will use the system — and how — helps define roles, permissions, and workflow priorities.

• Who will access Dolibarr (admins, salespeople, accountants)?

• What are their daily tasks?

• Are there different permission levels needed?

Data Audit and Migration Plan

Will the client migrate from spreadsheets, legacy systems, or other platforms? Determine:

• What data will be imported (clients, products, invoices, documents)?

• How clean is their data?

• Can you automate data transfer or will it be manual?

Having this clear will avoid surprises and scope creep during implementation.

Choosing the Right Hosting Environment

Self-Hosting vs. Cloud Hosting

Self-hosting (e.g., VPS, dedicated server):

• Offers control and customization

• Suitable for clients with IT resources

• Needs maintenance, backups, and security management

Cloud/SaaS hosting (e.g., DoliCloud or custom managed instance):

• Faster setup, less maintenance

• Ideal for smaller clients without tech staff

• Less control over infrastructure

Your role as integrator includes helping clients weigh trade-offs and make an informed choice.

Technical Requirements

For on-premise or VPS installation:

• PHP (version depends on Dolibarr release, usually 7.4+)

• Apache or Nginx

• MySQL or MariaDB

• File system permissions

• SSL certificate for HTTPS (Let’s Encrypt is a good option)

Installation: Step-by-Step Best Practices

1. Prepare the Environment

• Secure the server (firewall, root password, SSH key auth)

• Install required packages (Apache, PHP, MySQL)

• Set up a dedicated MySQL user and database for Dolibarr

2. Download and Deploy Dolibarr

• Always use the official site or GitHub for latest stable versions

• Unzip files to the web root (e.g., /var/www/dolibarr)

• Set correct file permissions for config and documents directories

3. Run the Web Installer

Navigate to the Dolibarr install URL. The wizard will guide through:

• Language selection

• Server compatibility check

• Database setup

• Admin user creation

• Configuration summary

4. Lock the Installer and Secure the App

Post-installation:

• Remove or lock the /install directory

• Configure .htaccess for security (deny access to sensitive paths)

• Set file and directory permissions conservatively

• Enable HTTPS and redirect HTTP traffic

5. Update Default Configuration

Immediately set:

• Time zone and locale

• Fiscal year start

• Default currency and language

• Invoice and document templates

Tailoring Dolibarr to the Client

Activating the Right Modules

Dolibarr’s strength lies in its modularity. Activate only what the client truly needs:

• Third Parties (Clients/Suppliers)

• Invoicing, Orders, Proposals

• Products/Services

• Accounting (Basic or Advanced)

• HRM, Leave Management

• Projects/Tasks

• Emailing, Agenda, Notifications

• Inventory, Stock, Barcodes

Avoid activating everything at once. Focus on core needs and iterate.

Setting Up Roles and Permissions

Define user groups and assign permissions per module:

• Sales reps: View/create clients and proposals

• Accountants: Access invoices, bank, accounting

• Admins: Full access

Review permissions carefully. Misconfigurations can lead to data leaks or workflow issues.

Custom Fields and Workflows

If the client has industry-specific data needs, create custom fields:

• Extra fields on clients, products, invoices, etc.

• Custom dictionaries (regions, sectors, statuses)

Workflows can also be enhanced with:

• Automated email triggers

• Recurring invoices and reminders

• Approval steps for quotes/orders

Data Migration: Doing It Right

Clean the Source Data

Dirty data causes headaches. Before importing:

• Remove duplicates and inconsistencies

• Standardize date formats, categories

• Verify client names, tax IDs, product codes

Use Dolibarr’s Import Tools

Modules like Third Parties, Products, and Invoices have CSV import wizards. Be sure to:

• Match CSV columns with Dolibarr fields

• Use UTF-8 encoding

• Import in the right order (e.g., clients before invoices)

Validate and Test

• Test import on a staging instance first

• Use test records to check field mapping

• Validate totals and references post-import

Training and Documentation

User Training

Plan a session per role:

• Sales: Creating clients, quotes, orders

• Finance: Invoicing, payments, accounting

• Admin: User management, backups, system config

Keep it hands-on. Build realistic test cases and guide users through them.

Documentation

Deliver:

• A user manual tailored to their modules

• FAQ or troubleshooting guide

• Short video walkthroughs (optional but effective)

Make sure someone internally is assigned as the Dolibarr owner.

Go-Live and Post-Deployment Support

Final Go-Live Checklist

• SSL active and valid

• Admin passwords changed

• User roles reviewed

• Backups enabled (daily, automatic)

• Test data removed

• System tested end-to-end

Support Plan

Offer a 30-60 day support window for:

• Bug fixes

• Small adjustments (field labels, filters)

• Performance tuning

• User re-training

Optional: include a retainer agreement for ongoing support, updates, and security patching.

Common Pitfalls to Avoid

Overloading With Features

Clients get overwhelmed if every module is activated. Start lean.

Skipping Data Cleanup

Imported junk slows performance and creates confusion.

No Staging Environment

Always test major changes or imports in a staging setup first.

Weak User Training

Even the best setup fails if the team doesn’t know how to use it.

Final Thoughts

Installing Dolibarr for clients is more than a technical task — it’s a business transformation. When done thoughtfully, it gives small businesses a powerful, affordable system to run their operations more effectively.

As an integrator, your value lies in understanding not just the software, but the business using it. A successful Dolibarr rollout means fewer support tickets, happier clients, and long-term relationships.

If you follow the practices above — from discovery to deployment and beyond — you’ll be able to deliver reliable, scalable, and sustainable Dolibarr solutions every time.