Loading...
Loading...
Documents & signing
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.
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.
Every document stays tied to its process.
Files enter organised workspaces, with tags and search; no scattered folders.
Define who can view and edit each folder, with access control.
Documents follow a validation path with automatic actions where needed.
Send the document for signing with prepared fields and signing order; status is tracked.
Contracts, quotes and invoices stay linked to customer, order and accounting.
The features we most often configure for SMEs.
Files organised by workspace, folders and tags, with fast search.
Per-folder and per-role permissions, to share without losing control.
Approval paths with automatic actions (e.g. sending, filing).
Capture paper documents or PDFs (e.g. supplier invoices) and extract their data.
Signing templates, multi-signer and audit trail (timestamp, identity) for validity.
Documents stay attached to sales, purchasing, accounting and projects.
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 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.
Those managing contracts, files and attachments who want orderly repository, permissions and search.
Businesses that want to cut printing and scanning with tracked electronic signing.
Companies that want to capture incoming documents and extract their data into accounting.
Frequently asked questions
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.
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.
Yes. Odoo captures PDFs and paper documents and extracts the data (OCR) to prepare the accounting entry, reducing manual input.
Yes. Documents stay attached to sales, purchasing, accounting and projects, on the same database.
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.
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
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.