Dolibarr is an open-source ERP (Enterprise Resource Planning) and CRM (Customer Relationship Management) solution, widely used by small and medium-sized enterprises (SMEs) due to its flexibility and ease of use. Proper configuration is essential to make the most of its features and optimize business management.

In this article, we will explore how to configure Dolibarr optimally for an SME, covering essential settings, module optimization, security measures, and system performance improvements.

1. Properly Configuring Dolibarr’s General Settings

After installing Dolibarr, it is crucial to set up company information correctly to ensure smooth and efficient operations.

Company Information

Navigate to Configuration → Company/Organization and fill in:

• Company name, logo, and contact details
• VAT number and tax-related information
• Currencies and language preferences

These details will automatically appear on invoices, quotes, and other commercial documents, ensuring administrative consistency.

User Management and Permissions

Since SMEs often have small teams, each user should have specific access rights to Dolibarr functionalities. Proper user role configuration is essential:

• Administrator: Full access to all features
• Accountant: Access to invoicing and accounting modules
• Sales Representative: Access to prospects, clients, and sales opportunities
• Stock Manager: Access to inventory and order management

Incorrectly configured permissions can lead to management errors or expose sensitive data to unauthorized users.

2. Optimizing Essential Modules for an SME

Dolibarr is modular, meaning businesses can activate only the necessary features. A well-configured setup prevents unnecessary complexity and improves efficiency.

Key Modules for SMEs

• Customer and Prospect Management (CRM): Enables efficient tracking of contacts, follow-ups, and sales opportunities.
• Quote and Invoice Management: Automates the creation of commercial documents, payment tracking, and client communication.
• Accounting: Tracks revenue, reconciles bank transactions, and generates financial reports.
• Stock Management: Ideal for SMEs handling products, allowing real-time inventory tracking.
• Project Management: Helps organize tasks, track deadlines, and manage team workload efficiently.

If your SME does not require certain modules, it is best to disable them to simplify the interface and enhance usability.

3. Automating Processes to Save Time

Optimizing Dolibarr also involves automating repetitive tasks to improve efficiency and reduce manual work.

Automating Commercial Documents

• Configure quote and invoice templates to automatically include client details and general terms of sale.
• Enable automatic invoice email sending to clients directly from Dolibarr.

Automating Client Follow-Ups

• Set up payment reminders to notify customers of overdue invoices automatically.
• Use CRM workflows to enhance client relationship management and minimize unpaid invoices.

Automation helps save valuable time and reduce human errors.

4. Securing Your Dolibarr Installation

Data security is a critical concern for any SME using an ERP/CRM. Here are best practices to secure your Dolibarr installation.

Access Security Measures

• Enable HTTPS on your server to secure connections to Dolibarr.
• Use strong passwords and implement a regular password update policy.
• Restrict access to specific functionalities based on user roles.

Regular Backups

Data loss can be disastrous for an SME. To prevent this:

• Set up automatic database and file backups.
• Store backups on an external server or secure cloud storage.

Updates and Security Patches

• Keep your Dolibarr installation up to date to benefit from the latest improvements and security patches.
• Avoid installing unverified third-party modules, as they may introduce vulnerabilities.

5. Improving Dolibarr’s Performance

A poorly optimized Dolibarr system can significantly slow down business operations. Here are some tips to enhance performance.

Server Optimization

• Increase PHP memory allocation (memory_limit to 256M or more).
• Optimize SQL queries by using an efficient storage engine like InnoDB.
• Enable caching to speed up page loading times in Dolibarr.

Avoiding Unnecessary Load

• Disable unused modules to reduce system load.
• Regularly clean up old data (e.g., outdated quotes, inactive clients).

6. Integrating Dolibarr with Other Tools for Centralized Management

SMEs often use additional software alongside their ERP/CRM. Dolibarr allows integration with several third-party tools to improve productivity.

Useful Integrations

• E-commerce platforms (WooCommerce, Prestashop, Magento) to synchronize orders and stock management.
• Accounting software for seamless data export (e.g., Sage, EBP, QuickBooks).
• Online payment solutions (Stripe, PayPal) to facilitate transactions and improve cash flow.

Integrating external tools helps eliminate redundant data entry and enhances overall business efficiency.

Conclusion

Configuring and optimizing Dolibarr for an SME is crucial to ensuring efficient and seamless management. By customizing general settings, enabling only necessary modules, automating key tasks, and securing the installation, your business can maximize productivity and save time.

By following these best practices, Dolibarr will become a powerful asset for your daily operations, centralizing all key data and simplifying business processes.