Document management inside the ERP, not in another tool
Odoo Documents organizes your company's files into folders with tags and permissions, and links them to Odoo records: a contract to its customer, a delivery note to its order, a vendor bill to its journal entry.
Beyond storage, it automates: from a document you can create an invoice, a task or a signature request.
Key features of Odoo Documents
Documents where they are used, with access control and traceability.
Folders and subfolders
Structure by department or process, with tags to classify and filter.
Folder permissions
Who can view, edit or share each space, with internal users, contacts or via a link.
Linking to records
Each document is associated with a customer, order, product or employee and appears on its record.
Automated actions
Turn a PDF into a vendor bill, create a task or send it for signature.
Versions and activities
Version history, comments and scheduled activities on every file.
Capture by email and scanner
Each folder has an email address: whatever arrives is filed automatically.
From the vendor's email to the posted bill
A common case: vendor bills arrive by email in the accounting folder, OCR extracts the data and the accountant turns them into Odoo bills from the same screen. The PDF stays linked to the journal entry for good.
The same applies to contracts, quality certificates, drawings or machinery documentation.
Odoo Documents implementation with Anubía
We design folders and permissions to match your org chart, migrate your existing documentation and set up the automated actions most useful to your team. In manufacturing companies it is especially useful for drawings and certificates linked to Manufacturing e Inventory.
If you need specific workflows, our development team adds them.
Document management in Odoo: what problem it solves
In many companies, documents live in the inbox of whoever received them, in a shared folder and, with luck, attached in the ERP. When someone looks for a customer's contract or a batch certificate, the search begins. Odoo document management gives business files a single place, linked to the records they belong to.
The difference from a cloud drive is that Odoo Documents knows what each file is and what to do with it: a vendor bill ends up in accounting, an HR document on the employee's record and a drawing in the project that needs it.
How documents are organized in Odoo
Folders and tags
In Odoo 18 everything is arranged in folders (earlier versions called them workspaces), with a company area and a personal drive for each user. Tags let you classify by type, status or customer without multiplying folders.
Actions and automations
Each folder can have its own actions: create a vendor bill from a PDF, add tags, schedule an activity or send the file to another folder.
Permissions and sharing
Each folder or file is shared with read or edit permission, with internal users or via a link. External contacts, such as customers or your advisory firm, can only view what you share with them.
Invoice digitization and document signing
The most used feature of Documents is in the finance folder. Vendor bills arrive by email at the folder's address, and from there the bill is created and sent to be digitized: Odoo's AI-based digitization service reads the vendor, dates, amounts and taxes, and the accountant only reviews and validates. It is paid separately with Odoo credits, so it is worth estimating the volume.
For employee receipts and expenses, digitization is done from Odoo Expenses, usually from a mobile phone. And when a document needs a signature, such as a contract, a quotation or an authorization, it is sent to Odoo's Sign app, which is also Enterprise; the signed document returns to its folder.
Integration with Accounting, HR and Project
In the Documents settings you enable centralization by app, and new files from each area go to their folder automatically:
Accounting: finance folder, with subfolders per journal if you need them, and each PDF linked to its invoice.
Human resources and payroll: contracts, employee documentation and payslips, with permissions restricted to the HR team.
Project: one folder per project, which can be shared with the customer.
Manufacturing and inventory: drawings, technical data sheets and certificates linked to products, orders or lots.
Note: it only affects new files; anything already attached to older records is not moved.
Odoo Documents is Enterprise: alternatives in Community
Documents is exclusive to Odoo Enterprise; it does not exist in Community. Without it, you have these options:
Standard attachments. In Community any record (order, invoice, product, employee) accepts attachments in its chatter, and Odoo indexes PDF content so you can search by text.
OCA document management modules. The OCA community maintains its own document system (dms) for version 18, with directories, permissions and fields to display documents inside a record. It does not include digitization or integration with Sign.
Odoo Enterprise. If you want to digitize invoices, automate folders and sign without leaving the ERP, Documents pays off. License prices are on the official Odoo page.
We implement Odoo Community and Enterprise, and help you decide with your real volumes during the Odoo consulting phase.
How we approach document management with Odoo
Document inventory. What types of files you handle, who generates them, who consults them and how long they must be kept.
Structure and permissions. Few, well-thought-out folders, and tags for the rest. Permissions are defined by team, not person by person.
Automations with a return. We start with incoming vendor bills and HR documents.
Common mistakes
Copying the old server's folder structure into Odoo, with all its levels.
Giving everyone edit permissions and later discovering that files get deleted or moved.
Enabling digitization without checking credit consumption or who validates the bills.
All of this is part of our Odoo implementation, and afterwards we stay by your side with support.
Frequently asked questions about Odoo Documents
Can I share documents with external customers or vendors?
Yes, by sharing a folder or a file with read-only permission, with a specific contact or via a link, or through the Odoo portal.
Does it replace Google Drive or a file server?
For business documentation, yes, with the advantage of being linked to ERP records.
Is there a storage limit?
It depends on the hosting; on your own servers or on Odoo.sh it is sized according to volume.
Is Odoo Documents available in the Community edition?
No, it is an Odoo Enterprise app. In Community you can use each record's standard attachments or the OCA document management modules.
Does Odoo Documents have OCR?
Odoo offers AI-powered invoice digitization: it extracts the data from the PDF and creates a draft invoice. It is a pay-per-use service purchased with Odoo credits.
Can I move my Google Drive or server folders to Odoo?
Yes. They are uploaded in batches to the folders you define; we recommend using the migration to tidy up rather than copying the old structure as is.
Can I sign documents from Odoo Documents?
Yes, by sending them to the Odoo Enterprise Sign app. Once all parties have signed, the signed document is stored in Odoo.
Are your documents scattered across emails and folders?
We'll show you how to centralize them in Odoo Documents.