Using KPIs to Track Performance with Dolibarr: A Complete Guide
   04/09/2025 00:00:00     Dolibarr , Wiki Dolibarr    0 Comments
Using KPIs to Track Performance with Dolibarr: A Complete Guide

Key Performance Indicators (KPIs) are crucial metrics that measure how well your business, department, or project is achieving specific goals. With an ERP/CRM like Dolibarr, tracking KPIs becomes a powerful way to maintain operational control, optimize processes, and ensure sustained growth.

In this comprehensive guide, we will explore how to define, implement, and monitor KPIs within Dolibarr. We'll also cover best practices, practical examples, and advanced techniques for building a data-driven culture around performance management.

What Are KPIs and Why They Matter

KPIs are measurable values that indicate how effectively objectives are being met. They can track:

  • Financial performance (e.g., revenue growth)

  • Operational efficiency (e.g., order fulfillment time)

  • Customer satisfaction (e.g., Net Promoter Score)

  • Employee productivity (e.g., projects completed per month)

Benefits of tracking KPIs with Dolibarr:

  • Real-time visibility into business health

  • Data-driven decision making

  • Early detection of issues

  • Alignment of teams toward common goals

Types of KPIs You Can Track in Dolibarr

Dolibarr's modular structure allows you to track KPIs across different business areas:

  • Sales: Number of new customers, conversion rates, average deal size

  • Finance: Revenue growth, profitability margins, accounts receivable aging

  • Inventory: Stock turnover ratio, days of inventory on hand

  • Projects: Project completion rates, average project duration

  • Customer Service: Ticket resolution time, customer satisfaction score

  • HR: Employee retention rate, training completion rates

Setting Up KPIs in Dolibarr

1. Define Your Business Objectives

Before diving into Dolibarr, clearly outline:

  • What you want to measure

  • Why it matters

  • How you will measure it

Examples:

  • Objective: Improve cash flow

  • KPI: Days Sales Outstanding (DSO)

  • Measurement: Average number of days to collect receivables

2. Map KPIs to Dolibarr Modules

Identify which modules will provide the data:

  • Sales KPIs: "Commercial" and "Invoices" modules

  • Finance KPIs: "Accounting", "Bank", "Invoices"

  • Project KPIs: "Projects" and "Tasks"

  • HR KPIs: "Users" and "Leave Management"

3. Configure Dolibarr to Collect Data

  • Ensure relevant modules are enabled.

  • Customize fields if necessary (e.g., tags, categories).

  • Enforce data entry standards (mandatory fields, dropdown lists).

4. Create Basic KPI Dashboards

Dolibarr offers built-in dashboards on the Home page that can be customized by role.

Examples:

  • Total Sales this Month

  • Open Tickets by Status

  • Outstanding Invoices

To customize dashboards:

  • Navigate to "Home > Setup > Dashboard Settings"

  • Choose widgets (boxes) relevant to your KPIs

5. Use Reports and Exports

For advanced KPI tracking:

  • Export list views (e.g., invoices, proposals)

  • Create SQL Reports ("Tools > SQL Reports")

  • Analyze the exported data in Excel or BI tools

6. Automate Monitoring

Set up scheduled exports, email alerts, or use external tools like:

  • Zapier or Make.com for automated workflows

  • BI tools like Metabase or Google Data Studio

Practical KPI Examples in Dolibarr

Sales KPIs

  • New Clients per Month

    • Source: "Third Parties" module filtered by creation date.

  • Sales Growth Rate

    • Source: "Invoices" module, comparing revenue month over month.

  • Quote-to-Close Ratio

    • Source: "Proposals" and "Orders" modules.

Financial KPIs

  • Gross Profit Margin

    • Source: "Accounting" or "Invoices".

  • Overdue Invoices

    • Filter "Invoices" list by status and due date.

  • Cash Conversion Cycle

    • Combination of "Suppliers", "Invoices", and "Bank" data.

Inventory KPIs

  • Inventory Turnover

    • Calculate by dividing Cost of Goods Sold by Average Inventory.

  • Stockout Rate

    • Track number of stockout events via "Products" module.

Project Management KPIs

  • Project Delivery On Time (%)

    • Compare planned vs actual end dates.

  • Task Completion Rate

    • Tasks completed divided by tasks assigned.

Customer Support KPIs

  • Average Resolution Time

    • Source: "Ticket Management" modules (plugin may be required).

  • Customer Satisfaction Rating

    • Surveys linked to "Support" cases.

HR KPIs

  • Employee Turnover Rate

    • Source: "Users" and "Leave Management".

  • Average Training Hours per Employee

    • Custom fields or external LMS integrations.

Advanced KPI Tracking Techniques

1. Use SQL Reports for Precision

Create custom reports with complex metrics:

SELECT COUNT(f.rowid) as TotalInvoices, SUM(f.total_ht) as Revenue
FROM llx_facture f
WHERE YEAR(f.datef) = YEAR(CURRENT_DATE)
AND MONTH(f.datef) = MONTH(CURRENT_DATE);

This gives monthly sales numbers.

2. Create Custom Modules

If you need KPIs not covered by default modules:

  • Develop a lightweight custom module

  • Include forms for data capture and visualizations

3. Integrate BI Tools

For powerful dashboards:

  • Connect Dolibarr DB to Metabase, Google Data Studio, or Tableau.

  • Build real-time KPI dashboards.

4. Scheduled KPI Emails

Use scheduled tasks (cronjobs) to:

  • Send weekly or monthly KPI summaries

  • Alert if a KPI threshold is breached

Example: Notify management when overdue invoices exceed $50,000.

Best Practices for KPI Management in Dolibarr

  • Start Simple: Track a few essential KPIs before expanding.

  • Define Clear Owners: Assign responsibility for each KPI.

  • Automate Data Collection: Reduce manual errors.

  • Set Targets: Benchmarks give KPIs context.

  • Review Regularly: KPIs should evolve with business needs.

  • Train Teams: Ensure users understand data entry impacts.

Common Mistakes to Avoid

  • Too Many KPIs: Focus on quality, not quantity.

  • Lagging Indicators Only: Include leading indicators for proactive management.

  • Unclear Definitions: Ensure everyone understands KPI calculations.

  • Neglecting Visualization: Raw numbers without context lose impact.

  • Ignoring Trends: Track KPIs over time, not in isolation.

Real-World Example: Dolibarr KPI Implementation

Case Study: Mid-Size Manufacturing Firm

Problem: Lack of visibility into production delays and cash flow.

Solution with Dolibarr:

  • Created KPIs for project milestones using the "Projects" module.

  • Built SQL reports to track invoice aging.

  • Integrated Metabase for real-time dashboards.

  • Set monthly email summaries for management.

Results:

  • 20% improvement in project delivery times.

  • 15% decrease in overdue receivables.

Future of KPI Tracking in Dolibarr

Dolibarr is evolving, and so is KPI tracking:

  • Improved native dashboard customization.

  • Native KPI widgets under development.

  • Stronger integration with external analytics tools.

  • AI-based prediction modules for forecasting KPIs.

Staying updated with the latest Dolibarr releases ensures you benefit from ongoing improvements in performance management.

Conclusion

Tracking KPIs with Dolibarr turns your ERP/CRM into a strategic command center. By carefully selecting, configuring, and monitoring KPIs, you align teams, drive operational excellence, and empower smarter decision-making.

Start with clear objectives, leverage Dolibarr's modular power, automate wherever possible, and constantly refine your approach. By doing so, you will not only measure success but actively build it.

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