Running a business involves more than just selling a product or service. You need to manage customer relationships, track invoices, handle accounting, keep inventory up to date, supervise employees, and monitor business performance — all while staying organized. That’s where an ERP (Enterprise Resource Planning) system comes in. But most ERPs are complex, expensive, and intimidating to new users.

Dolibarr is different.

Dolibarr ERP & CRM is a free, open-source software suite designed for small and medium-sized businesses (SMBs), freelancers, and non-profits. Its modular design, user-friendly interface, and wide range of features make it one of the best tools for managing your entire business in one place — without needing a team of IT specialists.

This comprehensive beginner’s guide will walk you through what Dolibarr is, how it works, how to get started, and how you can use it to manage every aspect of your business with confidence.

What is Dolibarr?

Dolibarr is an all-in-one ERP and CRM system that allows you to manage clients, contacts, products, services, projects, sales, finances, human resources, and more. It’s open-source, which means it’s free to use and continuously improved by a global community.

Dolibarr was built with simplicity in mind. Unlike many ERP systems that require complex setup and training, Dolibarr is intuitive and modular. You can activate only the features you need, making it lightweight and adaptable to your business model.

Whether you’re a freelancer managing clients and invoicing, a service-based business tracking projects, or a small manufacturer dealing with stock and suppliers — Dolibarr can help.

Key Features of Dolibarr

Here’s a breakdown of the core modules and features you can activate in Dolibarr:

CRM (Customer Relationship Management)

• Manage customers and prospects

• Track interactions and communications

• Add notes and tags to each contact

• Set follow-up tasks

Sales and Billing

• Create and manage quotations

• Convert quotes to orders and invoices

• Track payments and due dates

• Set up recurring invoices

Inventory and Products

• Manage product and service catalogs

• Track inventory across warehouses

• Record stock movements and alerts

Projects and Tasks

• Create projects and milestones

• Assign tasks to team members

• Track project time and progress

• Link projects to invoices and documents

Human Resources

• Manage employees and roles

• Record attendance and leave

• Set user permissions and access controls

Accounting

• Record expenses and revenue

• Reconcile bank statements

• Generate basic financial reports

• Export data to external accounting software

Email and Notifications

• Send emails from the platform

• Create email templates

• Get alerts for overdue invoices or low stock

Installing Dolibarr

There are three main ways to install Dolibarr:

1. Self-Hosted (Local or VPS)

If you’re comfortable with basic server administration, you can download Dolibarr and install it on your own infrastructure. Recommended for users who want full control.

• Requirements: Apache/Nginx, PHP, MySQL/MariaDB

• Platforms: Windows, Linux, macOS

• Installation time: ~10–15 minutes

2. Web Hosting with Softaculous

Many shared hosting providers offer Dolibarr as a one-click installation through Softaculous.

• No technical knowledge needed

• Ideal for small teams and solo users

3. Dolibarr SaaS (Hosted Solution)

Use a managed cloud service like DoliCloud or any provider offering Dolibarr as a service.

• Subscription-based

• Automatic updates and backups

• Hassle-free maintenance

First Steps After Installation

Once installed, follow these steps to configure Dolibarr for your business:

1. Company Profile

Go to Setup > Company/Organization and enter:

• Business name

• Logo

• Legal ID and VAT number

• Fiscal year start

• Default currency and language

2. Activate Modules

Visit Setup > Modules/Applications and activate the ones relevant to your operations:

• Third Parties (Customers, Suppliers)

• Invoicing

• Proposals/Quotations

• Products/Services

• Projects

• Accounting (basic)

3. Create Users and Roles

Set up user accounts and assign roles such as:

• Admin

• Sales Rep

• Accountant

Limit permissions to avoid unauthorized changes.

4. Customize Templates

Modify PDF templates for invoices, quotes, and orders. Add your branding, legal disclaimers, and preferred layout.

5. Enter Master Data

Begin populating the system:

• Add customers and suppliers

• List products and services

• Define payment terms and tax rates

Running Your Business with Dolibarr

Here’s how Dolibarr can help with the daily operations of your business.

Managing Clients and Contacts

The CRM module lets you:

• Store all contact details

• Assign leads to team members

• Track communication history

• Segment contacts by tags or categories

Use it to stay on top of follow-ups, send reminders, and manage your sales pipeline.

Quoting and Invoicing

You can generate professional-looking quotes and convert them into invoices in one click. Set up invoice numbering, VAT rates, and discounts. Track which invoices are unpaid and send automatic reminders.

Recurring invoices? Dolibarr handles those too.

Tracking Expenses and Finances

Keep your financials in check with built-in tools:

• Log expenses manually or via linked accounts

• Attach receipts to each transaction

• Generate income/expense reports

• View payment history per client

While Dolibarr doesn’t replace full accounting software, it integrates well with external tools.

Project Management

If your business involves client projects, Dolibarr’s project module is invaluable:

• Create a project per client or campaign

• Assign tasks and track time spent

• Link to proposals, invoices, and documents

• Monitor deadlines with Gantt charts

This brings structure to your service delivery.

Inventory and Product Management

For businesses that sell products:

• Track available stock per warehouse

• Get low stock alerts

• Record product purchases and sales

• Set batch numbers or expiration dates

It’s efficient and avoids overstock or stockouts.

Employee and Access Management

Create user profiles with specific roles. Limit who can see, edit, or delete sensitive data. Assign specific modules to each user type, keeping your data secure.

Track employee leave and attendance if needed.

Customizing Dolibarr

Dolibarr is built to be flexible. You can tailor it to your needs:

• Add custom fields to forms

• Create your own dictionaries (e.g., business sectors, regions)

• Design PDF documents

• Translate interface to your language

• Adjust menu layout

Using Dolibarr on the Go

Dolibarr is responsive and works on mobile devices. You can:

• View and create invoices

• Check contact information

• Log meetings and notes

Some unofficial mobile apps are available, or you can access Dolibarr through your mobile browser.

Extending Dolibarr with Modules

Dolibarr has its own app store: Dolistore. You can purchase or download modules for:

• Advanced reporting

• E-commerce integrations

• POS (Point of Sale)

• Accounting add-ons

• Customer portals

• Email marketing

The community also creates custom modules, and developers can build their own using the Dolibarr API.

Tips for Beginners

Here are some best practices when starting with Dolibarr:

1. Start Small: Don’t activate every module. Begin with CRM and Invoicing.

2. Keep Data Clean: Assign someone to manage client and product info.

3. Use Backups: Always back up your data before updates or imports.

4. Train Your Team: Ensure users understand their roles and how to navigate.

5. Stay Updated: Regularly install security updates.

6. Use the Community: Join Dolibarr forums for help and ideas.

Common Use Cases

Dolibarr suits a wide variety of industries and business models:

• Freelancers: Invoicing, client tracking, time logging

• Consultancies: Project and task management

• Retailers: Inventory, sales, and POS

• Nonprofits: Donor and volunteer tracking

• Manufacturers: Supplier management and stock control

• Agencies: CRM, team collaboration, financial tracking

Final Thoughts

Managing a business doesn’t have to be overwhelming. With Dolibarr, you can consolidate your tools, reduce admin time, and keep everything organized — from lead generation to invoicing to financial tracking.

It’s open-source, flexible, and powerful enough to run your entire operation — all while being easy enough for beginners to use.

If you’re looking for a practical, scalable, and cost-effective business management solution, Dolibarr could be exactly what you need. Start small, grow with it, and build a more efficient, professional business.

Dolibarr isn’t just software — it’s a foundation for running your business better.