Managing a business—big or small—requires juggling multiple operations: inventory, billing, accounting, customer relations, projects, and human resources, just to name a few. Traditionally, only larger enterprises could afford enterprise resource planning (ERP) systems to consolidate these functions. But today, open-source tools like Dolibarr are leveling the playing field. This detailed guide will show you how to set up your own ERP system using Dolibarr without writing a single line of code.

Whether you're a freelancer, a small business owner, or running a non-profit, this guide will walk you through the process, from understanding what Dolibarr is to getting it up and running and making it work for your unique needs.

What is Dolibarr?

Dolibarr is an open-source ERP and CRM software suite designed for small and medium-sized businesses, freelancers, foundations, and government entities. It combines simplicity and power in a modular format. That means you only enable the features you need, making it lightweight and efficient.

Dolibarr includes modules for:

• Customer Relationship Management (CRM)

• Enterprise Resource Planning (ERP)

• Invoicing and Payments

• Inventory Management

• Project Management

• Human Resources (HR)

• Accounting and Banking

• POS (Point of Sale)

Built using PHP and MySQL/MariaDB, it’s compatible with most web hosting environments. It can be installed locally, on a VPS (Virtual Private Server), or accessed via cloud-based SaaS services like DoliCloud.

Why Choose Dolibarr?

Dolibarr is designed with accessibility in mind. You don’t need a technical background to get started, and there's no requirement for custom coding or programming skills. Everything can be configured using a web browser through a straightforward interface.

Key benefits include:

• Open-source and Free: No licensing costs, full community access

• User-Friendly Interface: Clean dashboards and logical navigation

• Modular Design: Enable only what you need

• Multi-platform Support: Compatible with Windows, Linux, macOS

• Mobile Access: Responsive design works on tablets and phones

• Multi-language and Multi-currency Support

• Large Add-on Ecosystem: Extend functionality through Dolistore modules

Pre-Installation: Choose How You Want to Host Dolibarr

Before diving into installation, decide how you want to host Dolibarr. There are three main options:

1. Self-hosted (Local or VPS)

Install Dolibarr on your own computer or server. This gives you full control and data privacy. A VPS (Virtual Private Server) is ideal if you want 24/7 remote access without maintaining your own hardware.

2. Web Hosting Providers

Many shared hosting services support Dolibarr since it’s built on PHP and MySQL. This is a good option for businesses that need online access without managing server software.

3. Cloud-based (DoliCloud or Similar SaaS)

DoliCloud is the official Dolibarr SaaS provider. You don’t install anything; you just sign up and get instant access. Best for non-technical users who want everything managed for them.

For this guide, we’ll focus on setting up Dolibarr on a web hosting provider using cPanel—a common and beginner-friendly option.

Step-by-Step Installation Guide (No Coding Needed)

Step 1: Download Dolibarr

1. Visit the official website at www.dolibarr.org.

2. Navigate to the Downloads section.

3. Choose the latest stable release and download the .zip or .tgz archive of the web version (not the auto-installer).

Step 2: Prepare Your Hosting Environment

If you're using a shared hosting provider with cPanel:

1. Log into your cPanel account.

2. Go to MySQL Databases and create a new database.

3. Create a new MySQL user and assign it to the database with all privileges.

4. Go to File Manager and upload the Dolibarr archive to the public_html directory (or a subdirectory if you want it in a folder).

5. Extract the archive.

6. Rename the extracted folder (e.g., dolibarr) if needed.

Step 3: Launch the Web Installer

1. Open your browser and go to http://yourdomain.com/dolibarr/ (adjust the path as needed).

2. The web-based installer will check your environment.

3. Select your language and click Next.

4. Agree to the license agreement.

5. Enter your database information:

   • Database server: localhost

   • Database name: The one you created

   • Database user: The one you created

   • Password: Your MySQL user password

6. Set up the admin account: choose a username and secure password.

7. Click Install and let the wizard complete the process.

Step 4: Delete Installation Directory

Once installation is complete, you’ll be prompted to delete the install/ directory for security. You can do this via the cPanel File Manager.

First Login and Basic Configuration

After installation, go to your Dolibarr URL and log in using the admin credentials you just created.

Set Your Company Information:

• Navigate to Setup > Company/Organization.

• Enter your business name, logo, address, and contact info.

Define Global Settings:

• Choose your language, currency, and fiscal year.

• Set up tax and VAT rates.

• Configure time zones and regional formats.

Email Configuration:

• Go to Setup > Email and enter your SMTP settings to enable outgoing emails (for quotes, invoices, etc.).

Activating Modules

Dolibarr is all about modularity. Head to Home > Setup > Modules/Applications to activate the features you need.

Common Modules to Start With:

• Third Parties: Manages clients, suppliers, and contacts.

• Invoices: Create and manage billing.

• Products/Services: Add your catalog of goods or services.

• Proposals/Quotes: Generate and send estimates.

• Projects: Create and track projects and tasks.

• Accounting/Banking: Monitor cash flow and transactions.

• POS: If you're running a shop or need a point-of-sale interface.

• Users & Permissions: Manage access rights.

Each module comes with its own settings. Click Setup next to a module to configure it further.

Creating Your First Client, Product, and Invoice

Let’s walk through a simple flow to demonstrate Dolibarr’s power:

1. Add a Client:

   • Go to Third Parties > New Third Party.

   • Enter client info and save.

2. Add a Product or Service:

   • Go to Products/Services > New Product.

   • Fill in details like price, description, and type.

3. Generate a Quote:

   • Go to Commercial > Proposals and create a new one.

   • Select your client, add products, and set terms.

   • Validate and send by email.

4. Convert to Invoice:

   • Convert the quote to an invoice.

   • Validate the invoice and mark it as paid once received.

This flow can be extended with delivery notes, shipping, or bank entries depending on your needs.

Managing Users and Permissions

If you're working with a team, Dolibarr allows you to create multiple user accounts:

• Go to Users & Groups and add new users.

• Assign users to groups like Sales, Admin, or Finance.

• Define specific rights per module (read/write/delete).

This role-based system helps control access and improve security.

Backups and Maintenance

To keep your ERP safe:

• Use the built-in Backup Module to export your database regularly.

• Backup your documents folder as well.

• Perform regular updates. Dolibarr notifies you when updates are available.

When upgrading, always back up first and follow the instructions on the Dolibarr Wiki.

Expanding Dolibarr with Add-ons

Visit NEXT GESTION to find additional modules and themes:

• Custom invoice templates

• E-commerce connectors

• Advanced inventory tools

• Payment integrations (PayPal, Stripe, etc.)

• Barcode and logistics extensions

To install, download a module, upload it to the /htdocs/custom directory, and activate it from the modules list.

Integrating with Other Tools

Dolibarr offers REST APIs and external connectors to integrate with:

• WooCommerce, Magento

• Mailchimp and CRM tools

• Accounting software

With no coding needed, most of these integrations can be achieved using modules or basic configuration.

Final Thoughts

Setting up your own ERP system might sound technical, but with Dolibarr, it’s totally accessible—even if you’ve never written a line of code. From tracking clients to managing inventory, sending invoices, and even running payroll, Dolibarr has you covered.

Whether you go the cloud route or set it up yourself via web hosting or a VPS, Dolibarr gives you a powerful ERP platform tailored to your needs—without the hefty price tag or steep learning curve.

Take control of your business with confidence. Dolibarr makes ERP possible for everyone.