Effective time management is critical to business success, particularly for service-oriented companies, consulting firms, agencies, and any organization that bills by the hour or needs to monitor workforce productivity. While many enterprises invest heavily in complex and expensive time-tracking systems, Dolibarr ERP/CRM offers an integrated, accessible, and modular solution for time tracking and timesheet management.

In this detailed guide, we will explore how to track time and manage timesheets using Dolibarr, covering setup, core functionalities, workflow examples, limitations, integrations, and best practices to maximize the platform's potential.

Why Time Tracking Matters

Time tracking and timesheet management provide tangible business benefits:

• Accurate Billing: Ensuring clients are billed correctly for the hours worked.

• Project Profitability: Tracking how much time is invested versus budgeted.

• Employee Productivity: Monitoring performance and workload distribution.

• Legal and Compliance Needs: In some industries, tracking hours is mandatory.

• Internal Costing: Knowing real labor costs attached to internal projects.

Dolibarr addresses these needs through several key modules and features.

Overview of Time Tracking Features in Dolibarr

Dolibarr includes multiple modules and tools for tracking time:

• Projects Module: Central for task management, time tracking, and project progress.

• Tasks Module: Tasks associated with projects can record time spent.

• Timesheets Module (via external modules or community add-ons): Dedicated timesheet entry and reporting.

• Agenda and Events: Log time-related activities.

• Workstations and Human Resources Extensions: Advanced tracking and analysis for resource planning.

Setting Up Time Tracking in Dolibarr

Step 1: Activate the Necessary Modules

• Go to Home > Setup > Modules.

• Activate at least:

  • Projects

  • Tasks

  • Agenda

If you want enhanced timesheet functionality, consider installing a Timesheets add-on module from DoliStore.

Step 2: Configure Projects and Tasks

• Navigate to Projects > New Project.

• Create a project with:

  • Title

  • Description

  • Budgeted hours (optional)

  • Responsible users

• Under each project, create Tasks:

  • Assign to users.

  • Define planned workload in hours.

  • Set start and end dates.

Each task can then have time entries associated with it.

Step 3: Setup Agenda for Activity Logging

The Agenda allows you to:

• Log meetings.

• Track work sessions.

• Assign activities to users and link them to projects/tasks.

Activities entered here can be tied back to time tracking.

Step 4: User Permissions and Role Management

Assign correct rights to users:

• View/Edit their own time entries.

• View/Edit assigned tasks.

• Managers can validate timesheets and monitor project progress.

This ensures data integrity and privacy.

How to Track Time Daily in Dolibarr

Users can input time in several ways:

• Directly on Tasks: Adding "Work Done" with hours spent.

• Via the Agenda: Creating time-bound events.

• Using a Timesheet Entry Interface: If using a Timesheet add-on, a consolidated weekly or monthly view.

Each time entry usually captures:

• Date

• Duration (hours and minutes)

• Description of work done

• Project and task linked

Timesheets: Weekly and Monthly Views

Dedicated timesheet modules (like "Timesheets" from DoliStore) enable:

• Weekly timesheets: View and edit hours for each day in a grid format.

• Monthly reports: Summarize activities across all tasks.

• Validation Workflows: Submit timesheets for approval by managers.

Benefits:

• Improved overview.

• Streamlined approval processes.

• Easier payroll preparation.

Project Management and Time Analysis

Dolibarr links time tracking to project management:

• Planned vs. Worked Hours: Compare estimated workload against actual.

• Task Completion Rates: Auto-updates as work is logged.

• Cost Analysis: If hourly rates are set, calculate the cost per project.

• Gantt Charts: Visualize timelines and workloads.

Managers can make informed decisions about resource allocation and project viability based on real-time data.

Reporting and Analytics

Standard Dolibarr reports include:

• Time spent per project.

• Time spent per user.

• Comparison between budgeted and actual time.

• Overview of overdue tasks and delayed projects.

Advanced reporting modules (external) can export:

• CSV files for Excel analysis.

• Visual dashboards.

• KPI tracking (billable vs. non-billable hours).

Integrations for Enhanced Time Tracking

Dolibarr can integrate with external tools to enhance time tracking:

• DoliDroid App: Mobile access for logging time on the go.

• Custom APIs: Connect with third-party time trackers like Toggl or Clockify.

• Payroll and HR Modules: Link timesheets directly with employee payroll systems.

These integrations allow companies to tailor Dolibarr to specific workflows.

Real-World Use Cases

Consulting Agency

• Consultants log time per client project.

• Managers approve weekly timesheets.

• Invoicing based directly on timesheet data.

Software Development Firm

• Developers track time spent on features.

• Sprint planning and agile workflows integrated into Dolibarr projects.

• Burn-down charts based on real-time logged hours.

Construction Company

• Field workers log daily site hours via mobile devices.

• Timesheets exported for client billing and payroll.

• Overhead hours tracked separately for cost analysis.

Common Challenges and How to Overcome Them

• User Adoption: Encourage regular daily logging with simple interfaces and mobile options.

• Data Accuracy: Establish validation processes with timesheet approval workflows.

• Integration Gaps: Use APIs or middleware to connect missing tools.

• Customization Needs: Invest in tailored modules from DoliStore or custom development.

• Reporting Depth: Leverage external BI tools if native reports are insufficient.

Best Practices for Time Tracking in Dolibarr

1. Make Time Tracking Part of Daily Routine: Short, daily entries avoid end-of-week rush.

2. Clear Task Structuring: Use detailed projects and tasks to make tracking logical.

3. Establish Approval Workflows: Formalize timesheet validation to maintain data quality.

4. Use Templates for Repeated Projects: Standardize setups for similar recurring work.

5. Train Users: Invest in short training sessions to maximize adoption.

6. Automate Reminders: Use Dolibarr's email notification system to remind users.

7. Analyze and Act: Regularly review time reports and adjust project estimates accordingly.

Limitations to Be Aware Of

While Dolibarr is powerful, users should note:

• Limited Native Mobile Support: Requires apps or custom solutions for heavy mobile usage.

• No Built-In Stopwatch Feature: Real-time tracking is manual unless extended with add-ons.

• Basic Interface: Not as polished as dedicated time-tracking SaaS platforms.

• Complex HR Policies: Advanced overtime, leave management integration requires custom work.

However, for many SMEs, Dolibarr offers more than enough capabilities without the complexity or cost of specialized platforms.

Extending Dolibarr with Timesheet Add-ons

Popular Dolibarr add-ons for enhancing time tracking include:

• Timesheet Management Pro: Weekly/monthly grid views, approvals, and reporting.

• Project Time Reports: Enhanced analytics and visualizations.

• Mobile Timesheet Entry Modules: For remote or field teams.

• Billing Integration Tools: Automatically generate invoices from approved timesheets.

Available through DoliStore, these modules can transform basic tracking into an enterprise-grade system.

Future Trends and Developments

The Dolibarr community is actively evolving time management features, focusing on:

• Enhanced mobile support.

• Built-in stopwatch features.

• Smarter task auto-assignment.

• Machine learning for time prediction and project estimation.

Staying updated with Dolibarr releases ensures access to these improvements.

Conclusion

Time tracking and timesheet management are vital components for ensuring business efficiency, profitability, and transparency. Dolibarr ERP/CRM provides a cost-effective, flexible, and highly customizable platform to address these needs.

With the right configuration, consistent user practices, and the addition of specialized modules, Dolibarr can rival more expensive, specialized time-tracking tools while offering the benefits of a fully integrated ERP system.

In conclusion, using Dolibarr for time tracking and timesheets empowers businesses to optimize resources, improve billing accuracy, and drive smarter project management — all within a single, unified platform.