Documents & signing
Document management & e-signature software
- Repository & workspaces
- Approval flows
- Electronic signature
Document management software stores files in organised workspaces, with permissions and approval flows, and lets you sign them electronically. In Odoo, documents are linked to processes: a contract is created from a sale, a supplier invoice is digitised and goes to accounting, with no scattered folders.
What document management software is
It's the system that organises business documents: central repository, permissioned folders, search, validation flows and signing. When integrated with the suite, documents don't live in disconnected folders: they're tied to customers, orders, invoices and projects, and every step (approval, signing) stays tracked.
From repository to signature
Every document stays tied to its process.
- 01
Storage
Files enter organised workspaces, with tags and search; no scattered folders.
- 02
Permissions & access
Define who can view and edit each folder, with access control.
- 03
Approval flows
Documents follow a validation path with automatic actions where needed.
- 04
Electronic signature
Send the document for signing with prepared fields and signing order; status is tracked.
- 05
Integration
Contracts, quotes and invoices stay linked to customer, order and accounting.
What Odoo's documents handle
The features we most often configure for SMEs.
Repository & workspaces
Files organised by workspace, folders and tags, with fast search.
Access control
Per-folder and per-role permissions, to share without losing control.
Validation flows
Approval paths with automatic actions (e.g. sending, filing).
Digitisation & OCR
Capture paper documents or PDFs (e.g. supplier invoices) and extract their data.
Electronic signature
Signing templates, multi-signer and audit trail (timestamp, identity) for validity.
Linked to modules
Documents stay attached to sales, purchasing, accounting and projects.
Shared folders vs document management
What changes between disk/cloud folders and an integrated document system.
| Shared folders | Document management (Odoo) | |
|---|---|---|
| Search | Slow, across scattered folders | By tag and workspace |
| Approvals | By email, untracked | Flows with status and history |
| Signing | Print, sign, scan | Electronic signature with audit trail |
| Link to processes | Documents disconnected from data | Attached to customers and orders |
| Access | Hard to govern | Per-role and per-folder permissions |
Documents tied to processes, not isolated
Documents don't live in separate folders: a quote or contract is created from sales, a digitised supplier invoice goes to accounting, attachments stay on the project or the customer. It's the same shared data, so you always find the right document in the right context and every signature or approval is tracked.
Who it's for
Firms and document-heavy businesses
Those managing contracts, files and attachments who want orderly repository, permissions and search.
Those signing contracts remotely
Businesses that want to cut printing and scanning with tracked electronic signing.
Those digitising supplier invoices
Companies that want to capture incoming documents and extract their data into accounting.
Frequently asked questions
Frequently asked questions about document management software
What's good document management software for an SME?
For SMEs an integrated document system with the suite is best, so documents stay tied to customers, orders and invoices. Odoo covers repository, permissions, approval flows and electronic signature; Gitogi configures it around your processes.
Is Odoo's electronic signature legally valid?
Odoo offers electronic signature with an audit trail (timestamp, identity, IP), valid under the eIDAS regulation for many uses. For qualified electronic signature (QES) or specific cases a dedicated integration is assessed: we verify it during analysis with your advisor.
Can I digitise supplier invoices?
Yes. Odoo captures PDFs and paper documents and extracts the data (OCR) to prepare the accounting entry, reducing manual input.
Does it connect to accounting and sales?
Yes. Documents stay attached to sales, purchasing, accounting and projects, on the same database.
How much does Odoo's document management cost?
Prices and editions are on odoo.com. Gitogi does not resell licences: we handle workspace, permission, flow and signing configuration, migration and training. For an estimate, get in touch.
Does it handle compliant archiving?
Compliant archiving is a requirement to assess with your accountant: during analysis we verify the right solution and integrate it with Odoo. Official references on terms are on odoo.com.
Related processes
The same software also runs these processes
From the field
Orders, delivery notes and invoices: from data entry to review
A representative distribution and manufacturing scenario: AI prepares drafts from orders, delivery notes and invoices, with ERP checks and human review before entry.
Read the caseFind answers in company documents without chasing colleagues
Representative scenario: an assistant for company documents, with sources you can check, access controls and answers that still need scrutiny. Data processed in the European Union.
Read the caseDocuments in order, signatures tracked
Tell us how you handle documents and signatures today: together we'll see how to configure Odoo's document management linked to your processes.
Updated June 2026
Odoo is a registered trademark of Odoo S.A. Gitogi is an Official Odoo Partner and handles analysis, configuration, data migration and training.