Dolibarr ERP & CRM is an open-source business management suite that simplifies operations for small to medium-sized enterprises, freelancers, and non-profits. With its modular structure, easy-to-use interface, and wide range of features—from invoicing to HR management—Dolibarr stands out as a go-to platform for those seeking a powerful yet accessible ERP solution.

This comprehensive quick start guide is designed for users launching Dolibarr for the first time. By following the steps and insights below, you’ll get your Dolibarr instance up and running with a strong foundation for your organization’s needs.

Step 1: Understanding What Dolibarr Is

Before diving into setup, it's important to understand what Dolibarr offers. Unlike monolithic ERP systems, Dolibarr operates on a modular basis. You only activate the functionalities you need, which keeps the interface clean and performance optimized.

Core Features Include:

• Customer Relationship Management (CRM)

• Invoicing and Billing

• Orders and Proposals

• Inventory Management

• Projects and Tasks

• Accounting

• HR and Employee Management

• Third-party module support via Dolistore

Dolibarr can be hosted locally, on shared hosting, or deployed via Docker or cloud services. It's designed to be scalable with your business.

Step 2: First Login and Initial Setup

Once Dolibarr is installed and the /install/ folder is deleted (for security), log in using the admin credentials you created during setup.

You’ll be directed to the home dashboard where you'll start tailoring the system to your business needs.

Actions to Take Immediately:

• Set the default language and timezone

• Navigate to Home > Setup > Company/Organization to enter your business name, address, logo, and legal identifiers

• Configure the fiscal year and currency

These foundational settings will be reflected across your documents and processes.

Step 3: Activating Essential Modules

Dolibarr doesn’t overwhelm you with active features. Go to Home > Setup > Modules/Applications and activate only the ones relevant to your business.

Recommended Modules for First-Time Users:

• Third Parties (to manage customers and suppliers)

• Products/Services

• Invoices

• Proposals/Quotes

• Orders

• Bank/Cash

Each module has its own settings, which you can access after activation. Take time to configure these to match your workflows.

Step 4: Adding Users and Assigning Roles

If you're the only one using Dolibarr, this step can be skipped for now. But for multi-user environments, go to Users & Groups > New User to create team accounts.

Create roles such as:

• Sales Representative

• Accountant

• Project Manager

• Administrator

You can then assign module-specific permissions to ensure each user has access only to what they need.

Step 5: Input Your Product or Service Catalog

In Products/Services, add the items you offer. Whether you're selling physical goods, hourly services, or subscriptions, Dolibarr can handle them.

Information to Add:

• Name and reference

• Description

• Price (with or without tax)

• Type (product or service)

• Stock quantity (if applicable)

You can also associate suppliers, warehouses, and define barcodes or custom attributes.

Step 6: Create Your First Customers and Suppliers

Navigate to Third Parties > New Third Party. Here, you’ll add clients, vendors, or other partners.

Useful Fields:

• Company or individual name

• Contact person

• Billing and shipping addresses

• Tax identification numbers

• Payment terms and methods

Organized client data will simplify quoting, invoicing, and CRM activities.

Step 7: Creating and Sending Documents

With your data in place, it’s time to use Dolibarr’s document generation tools. You can create:

• Proposals/Quotes

• Orders

• Invoices

Each document can be downloaded as PDF, emailed to the client, or printed. To customize layout and branding, visit Setup > Modules > Invoices/Quotes and select a preferred template.

Ensure your SMTP email settings are correctly configured in Setup > Email for outgoing communications.

Step 8: Setting Up Payments and Bank Accounts

Under Bank & Cash, add the company’s bank accounts. Dolibarr allows you to:

• Record payments (partial or full)

• Reconcile bank statements

• Generate reports by account

You can also configure accepted payment types—such as bank transfer, credit card, or PayPal.

Step 9: Working with Projects and Tasks

If your business involves project-based work, activate the Projects module. Here, you can:

• Create projects and assign owners

• Add tasks and deadlines

• Link related documents and third parties

• Track project progress and budgets

Time tracking and resource management features are also included, making Dolibarr suitable for agencies and service providers.

Step 10: Inventory and Stock Management

For product-focused businesses, activating the inventory module is key. It allows you to:

• Track stock levels

• Manage warehouses

• Define minimum quantities and alerts

• Perform stock transfers and adjustments

Stock movements are automatically logged when sales or purchases occur.

Step 11: Customizing the System

Dolibarr is highly customizable. Under Setup > Other Setup, you can tweak:

• Numbering rules for documents

• Default values

• Colors and interface layout (themes)

You can also explore third-party modules from Dolistore for specific business needs, like recurring invoicing, custom reporting, or e-commerce integration.

Step 12: Automating and Scheduling

Automation is one of Dolibarr’s hidden strengths. You can schedule:

• Automated backups

• Recurring invoices and tasks

• Email reminders for unpaid invoices

Cron jobs can be configured via your server or hosting control panel.

Step 13: Data Import and Export

If you're migrating from another system or have legacy data, use the tools under Tools > Import and Export. Dolibarr supports:

• CSV-based imports for third parties, products, invoices, etc.

• Custom export templates

• Integration with external systems via API

Make sure to match the column headers to Dolibarr’s expected structure when importing.

Step 14: Security Best Practices

Protecting your data is crucial. Dolibarr includes built-in user access control, but you should also:

• Use HTTPS with a valid SSL certificate

• Delete the /install/ folder after setup

• Regularly backup your database

• Limit admin access

• Use strong passwords and consider 2FA plugins

Dolibarr can also be integrated with server-level firewalls and intrusion detection systems for higher security.

Step 15: Training and Help Resources

Dolibarr has an active global community. If you’re unsure how something works, you’re not alone.

Resources:

• Official Dolibarr Wiki

• Community forums

• YouTube tutorials

• Third-party blogs and guides

• Paid support and training via partners

It’s a good idea to bookmark resources and even consider creating internal documentation for your team.

Conclusion: From Setup to Operations

Your first session in Dolibarr lays the groundwork for managing your operations more efficiently. With just a bit of effort in the beginning, you unlock tools that will save time and improve your workflows.

Whether you’re managing sales, handling procurement, or running a consulting firm, Dolibarr scales with you. The system is always ready for expansion—be it through new modules, integrations, or even mobile access.

The key to success is starting focused: activate what you need, keep your data clean, and gradually introduce new features as your confidence grows.

Welcome to a smarter way to manage your business—with Dolibarr.