Managing a very small business (TPE, or "très petite entreprise" in French) in 2025 involves juggling multiple responsibilities. From customer relations and invoicing to inventory and regulatory compliance, the workload is often intense—especially when resources and time are limited. Fortunately, technology can help you streamline your operations. Among the many tools available, Dolibarr stands out as one of the most accessible, flexible, and cost-effective ERP/CRM systems for small businesses.

Dolibarr is a powerful open-source platform that integrates essential functions such as sales, purchasing, accounting, customer management, project tracking, and more—all within a modular system tailored for simplicity and scalability. Whether you're a freelancer, an artisan, a retail store owner, or managing a micro-enterprise, Dolibarr can serve as your digital backbone.

This detailed guide will show you how to use Dolibarr to run your TPE efficiently in 2025. From setup and customization to daily operations and automation, this article will help you build a solid foundation for your business using a single, centralized platform.

What is Dolibarr?

Dolibarr ERP/CRM is an open-source software suite developed specifically for small and medium enterprises, freelancers, and associations. It combines ERP (Enterprise Resource Planning) and CRM (Customer Relationship Management) into a single tool that is simple to install, easy to use, and highly customizable.

Key advantages include:

• Modular system (activate only what you need)

• Low resource usage (lightweight and fast)

• Web-based interface (works on any browser)

• No license fees (free to use and modify)

• Active community and regular updates

With over 400,000 downloads annually and a vibrant ecosystem of contributors, Dolibarr has become a cornerstone solution for TPEs in Europe and globally.

Setting Up Dolibarr for Your TPE

Choosing the Right Installation Mode

Dolibarr can be installed in several ways:

• Self-hosted: Install it on your local machine or web server (Apache, PHP, MySQL)

• Auto-installers: Use tools like Softaculous if your hosting provider supports it

• DoliCloud: Official SaaS version managed by the Dolibarr team, ideal for non-technical users

For most TPEs with limited IT resources, DoliCloud offers the best balance of simplicity and reliability.

Initial Configuration

Once installed, you’ll be guided through an initial setup wizard:

• Define company details (name, address, tax ID, logo)

• Choose your default currency, language, and tax rate

• Enable relevant modules (CRM, Billing, Products, Accounting, etc.)

Start small—only enable the modules you actually need. You can activate more as your business evolves.

Core Modules for Managing a TPE

Customer and Contact Management (CRM)

The CRM module allows you to:

• Store detailed customer records

• Track communication history

• Segment clients with tags

• Schedule calls, follow-ups, and meetings

• Assign contacts to sales reps or projects

This centralizes all your relationship data and gives you clear insight into customer interactions.

Products and Services

In Dolibarr, you can catalog your:

• Physical products (with stock tracking)

• Services (with hourly rates or flat fees)

Each item includes:

• Product code

• VAT rate

• Price (buying and selling)

• Stock quantity and thresholds

• Supplier references

You can also organize items into categories, track serial numbers, or link them to accounting codes.

Sales: Proposals, Orders, and Invoices

Dolibarr lets you manage the entire sales cycle:

• Create quotes (proposals) and convert them to orders or invoices

• Customize templates with your branding

• Set payment terms and due dates

• Apply discounts, shipping, and multi-tax rates

• Track invoice status: draft, validated, paid, overdue

Automatic reminders can be sent for unpaid invoices, and recurring invoices can be generated on a schedule.

Purchasing and Supplier Management

Record suppliers, manage purchase orders, and match them with received goods and supplier invoices. This is particularly useful for TPEs dealing with physical inventory.

• Track supplier terms and payment status

• Reconcile supplier invoices with bank transactions

• Set minimum stock alerts to trigger purchase suggestions

Inventory and Stock Management

If your TPE handles physical goods, inventory management is crucial:

• Track items across multiple warehouses

• Record incoming/outgoing stock movements

• Apply batch/lot tracking if required

• Receive alerts for low-stock items

The system updates inventory levels in real time as you sell or purchase products.

Project and Task Management

For service-based businesses, Dolibarr includes:

• Project creation with tasks and milestones

• Time tracking per task

• Assignment of employees or external contractors

• Links to quotes, invoices, or documents

You can visualize projects with Gantt charts and measure time spent on each job.

Human Resources (Optional for TPEs)

The HR module lets you:

• Track employee details

• Manage leave requests and holidays

• Generate simple payslips

This is ideal if your TPE has a small team and you want to handle basic HR functions without extra software.

Accounting and Financial Tracking

Dolibarr includes a basic accounting module:

• Generate journals, ledgers, and reports

• Link transactions with invoices and bank entries

• Create expense reports and categorize spending

• Generate VAT declarations and end-of-year summaries

You can also connect to external accounting software or export data to your accountant.

Automating and Optimizing Workflows

Email Templates and Automation

Create custom templates for:

• Invoice notifications

• Payment reminders

• Proposal follow-ups

Use Dolibarr’s trigger system to automatically send emails when certain events occur.

Recurring Tasks and Invoices

Set up:

• Subscription billing

• Monthly service fees

• Scheduled appointments or deliveries

Dolibarr can automatically generate and optionally send documents based on pre-defined rules.

Alerts and Notifications

Configure alerts for:

• Overdue invoices

• Inventory below threshold

• Upcoming project deadlines

These help keep operations on track without micromanagement.

Customizing Dolibarr for Your Needs

Fields and Templates

• Add custom fields to clients, products, or documents

• Modify PDF templates for quotes, invoices, delivery slips

• Localize content for different regions or languages

User Access and Permissions

If you work with a team:

• Create user roles (admin, accountant, salesperson)

• Restrict access to modules or data as needed

• Track user actions via logs

Extensions and Add-ons

Explore Dolistore for modules such as:

• Stripe/PayPal integration

• Multi-currency support

• Barcode scanning

• Advanced POS

• Email marketing tools

Most add-ons are affordable and installable in a few clicks.

Security and Data Protection

Even for small businesses, security is critical:

• Use HTTPS and strong passwords

• Perform regular backups

• Update Dolibarr to the latest version

• Enable two-factor authentication (2FA)

• Limit admin access

Dolibarr supports data export in case you ever need to migrate or share information with external partners.

Mobile Access and Remote Work

Dolibarr is accessible from any device with a browser:

• Compatible with mobile phones and tablets

• Use responsive themes for better mobile UX

• Sync with calendars and email apps

You can manage your business on the go—whether at home, on-site, or traveling.

Using Dolibarr in a Regulated Environment

If your TPE operates in a regulated industry (e.g., healthcare, legal, finance), Dolibarr can help with compliance:

• Document versioning and digital signatures

• Detailed audit logs

• Client confidentiality settings

You may need to consult local legal or financial advisors to configure modules correctly.

Community Support and Documentation

Dolibarr’s community is its strength:

• Extensive online documentation

• Active forums and social media groups

• Tutorials, guides, and training videos

• Commercial support from partners if needed

This support structure makes it easy to find answers or get help when you encounter issues.

Best Practices for TPEs Using Dolibarr

• Start simple: focus on core modules like CRM, Billing, and Products

• Plan your workflows before customizing the platform

• Regularly back up your data

• Review and optimize processes quarterly

• Document internal procedures for your team

These habits will ensure that Dolibarr evolves with your business and remains an asset instead of a burden.

Final Thoughts

Managing a TPE in 2025 comes with its share of challenges—but also great opportunities. Dolibarr gives you the tools to professionalize your operations, reduce administrative overhead, and maintain control of your finances, customers, and products—all in one place.

Whether you're just starting or looking to replace outdated systems, Dolibarr offers the perfect balance between functionality, simplicity, and affordability. With thoughtful implementation and regular use, it can help you transform your small business into a well-organized and agile operation ready for long-term success.