Table of Contents

  1. Introduction

  2. Why Custom Reports Matter in Dolibarr

  3. Built-in Reporting Capabilities in Dolibarr

  4. Understanding Dolibarr Data Structure

  5. User Roles and Access Permissions for Reports

  6. Types of Custom Reports You Can Create

  7. Using Built-in Export Functions (CSV, XLS)

  8. Creating Reports with Dolibarr's Custom Reports Module

  9. Building Reports Using SQL Builder (No Coding Needed)

  10. Using External Tools: LibreOffice, Excel, Google Sheets

  11. Automating Report Generation with Scheduled Tasks

  12. Combining Multiple Modules in One Report

  13. Handling Filters and Parameters for Dynamic Reports

  14. Visualizing Data with Charts and Graphs

  15. Managing and Sharing Custom Reports

  16. Exporting Custom Reports for Accounting or Compliance

  17. Common Use Cases: Sales, Inventory, Projects, HR

  18. Advanced Options with PHP and Custom Modules (Optional)

  19. Best Practices for Custom Report Design

  20. Conclusion: Take Control of Your Business Intelligence

1. Introduction

Dolibarr ERP/CRM is a powerful open-source platform that helps small and medium-sized businesses manage everything from sales and invoicing to inventory and HR. While the default interface offers plenty of built-in reports, many users reach a point where they need more tailored insights. Whether it's a sales performance dashboard, an inventory movement log, or a client activity report, custom reports are the answer.

This article walks you through all the tools and techniques you can use to build custom reports in Dolibarr—without necessarily writing code. By the end, you'll have a practical, strategic understanding of how to turn Dolibarr into your business intelligence hub.

2. Why Custom Reports Matter in Dolibarr

Every business is different. The metrics and KPIs that matter to you may not be included in the default Dolibarr reports. Custom reports allow you to:

  • Focus on the data that matters

  • Combine information from multiple modules

  • Export data in formats your accountant or management needs

  • Automate recurring reports for teams

  • Make data-driven decisions faster

Custom reporting transforms Dolibarr from a record-keeping tool into a strategic decision-making system.

3. Built-in Reporting Capabilities in Dolibarr

Dolibarr comes with several standard reports:

  • Sales turnover and invoices

  • Unpaid customer balances

  • Stock levels and movements

  • Employee attendance and salary logs

  • Project task tracking

These reports are accessible through their respective modules and often include filters and sorting options. While they are useful, they might not answer more specific or complex business questions.

4. Understanding Dolibarr Data Structure

Before building any report, it’s essential to understand how Dolibarr stores data:

  • Each module corresponds to one or more tables in the database.

  • Tables have foreign keys that connect clients, invoices, products, etc.

  • Dolibarr uses a prefix system (e.g., llx_product, llx_societe, llx_facture)

Knowing the relationships between modules helps in building accurate reports—especially when using SQL-based tools.

5. User Roles and Access Permissions for Reports

Only users with sufficient permissions can view or create custom reports. Admins can grant report-specific rights by going to: Setup > Users & Groups > Permissions

Make sure:

  • Sensitive data is only accessible to authorized users

  • Export rights are limited based on role

  • Reports don't expose confidential info unintentionally

6. Types of Custom Reports You Can Create

Custom reports can cover a wide variety of use cases:

  • Sales reports: by product, by region, by salesperson

  • Customer reports: active vs. dormant clients, average invoice size

  • Inventory: stock rotation, low-stock alerts, warehouse tracking

  • Finance: monthly cash flow, aged receivables, payment forecasts

  • HR: payroll analysis, leave balances, contract durations

  • Projects: hours logged, budget vs. actual

7. Using Built-in Export Functions (CSV, XLS)

Most Dolibarr lists (invoices, products, customers) include an Export button. This allows you to:

  • Choose fields to include

  • Set filters before export

  • Download CSV or Excel format

Once exported, you can build reports in Excel, LibreOffice Calc, or Google Sheets using pivot tables or formulas.

8. Creating Reports with Dolibarr's Custom Reports Module

Dolibarr includes a Reports module that lets you define and save your own custom queries. To use it:

  1. Go to Home > Reports

  2. Choose a category (sales, products, etc.)

  3. Use filters and criteria to generate results

  4. Save the report with a name and access rights

While this doesn’t offer advanced visualizations, it provides solid table-based summaries for internal use.

9. Building Reports Using SQL Builder (No Coding Needed)

For users comfortable with database structures but not PHP, Dolibarr supports SQL reports directly:

  • Navigate to Home > Tools > SQL Reports

  • Write your SQL query

  • Test and preview results

  • Save and share with other users

This is perfect for generating complex, multi-table reports like "Top 10 clients with unpaid invoices over 90 days."

10. Using External Tools: LibreOffice, Excel, Google Sheets

For flexible reporting and visualizations, export your Dolibarr data and work externally. Example workflows:

  • Connect to Dolibarr's database using ODBC/JDBC (for advanced users)

  • Use scripts or cron jobs to export data daily

  • Load into Google Sheets with plugins for live dashboards

This hybrid approach allows great customization without modifying Dolibarr directly.

11. Automating Report Generation with Scheduled Tasks

Dolibarr supports cron jobs for routine tasks. You can:

  • Schedule daily exports of report data

  • Email reports to selected users

  • Run SQL queries and push output to files

Use Setup > Tools > Scheduled Tasks to define automation. Combine with shell scripts for full report pipelines.

12. Combining Multiple Modules in One Report

Need to know how sales link to stock or clients to payments? Use SQL joins or export data from:

  • llx_facture for invoices

  • llx_commande for orders

  • llx_stock_mouvement for stock changes

  • llx_societe for clients

Combining these lets you produce comprehensive views like "Client profitability per product category."

13. Handling Filters and Parameters for Dynamic Reports

When building custom queries, consider adding parameters:

  • Date ranges (WHERE date >= 'YYYY-MM-DD')

  • Product categories or client types

  • Regional or salesperson filters

Dynamic filtering improves report reusability across different contexts or periods.

14. Visualizing Data with Charts and Graphs

Dolibarr itself offers limited charting features. For better visuals:

  • Export to Excel or Google Sheets

  • Use pivot tables + graphs

  • Import CSV into tools like Tableau or Power BI

For developers, integrating with libraries like Chart.js inside custom Dolibarr modules is also possible.

15. Managing and Sharing Custom Reports

Keep reports organized:

  • Use clear, descriptive names

  • Document filters and logic in comments or notes

  • Store shared reports in a common directory or dashboard module

You can assign visibility rights to user groups to restrict sensitive data.

16. Exporting Custom Reports for Accounting or Compliance

French companies may need reports formatted for:

  • FEC files (Fichier des Écritures Comptables)

  • Year-end closing reports

  • Tax audits

Dolibarr’s accounting module supports some exports, but custom SQL reports can supplement specific needs like segment-level analysis.

17. Common Use Cases: Sales, Inventory, Projects, HR

Sales:

  • Monthly revenue by customer

  • Win/loss ratio by salesperson

Inventory:

  • Daily stock variation

  • Product margin by warehouse

Projects:

  • Logged hours per consultant

  • Budget vs. actual time spent

HR:

  • Absence by department

  • Salary evolution by contract type

18. Advanced Options with PHP and Custom Modules (Optional)

If you're tech-savvy or have developer support, Dolibarr can be extended with custom modules:

  • Use PHP to generate dashboards

  • Build exportable Excel files with TCPDF or PhpSpreadsheet

  • Create real-time graphs with embedded JavaScript

This is not required for most users but offers endless flexibility for custom KPIs.

19. Best Practices for Custom Report Design

  • Validate your data sources before building

  • Keep reports focused and actionable

  • Use consistent field names and labels

  • Document assumptions and logic used

  • Test reports with edge cases (e.g., zero sales, new clients)

20. Conclusion: Take Control of Your Business Intelligence

Dolibarr is more than an ERP—it’s a foundation for informed decision-making. With the built-in tools, SQL reports, external integrations, and automation features, anyone can build powerful, custom reports without needing to code. With clear goals, a bit of structure, and the right use of its features, Dolibarr becomes a strategic asset, helping you turn raw data into smart business moves.