Notary Office Management - Dolibarr

Notary Office Management (technical name: notarymanagement) is a professional, commercial-grade Dolibarr module that transforms Dolibarr into a complete, specialized ERP solution for notary offices (cabinets de notaire). Developed entirely from scratch by DoliResources following the official Dolibarr development standards, it is modern, secure, responsive, scalable and fully object-oriented.

The module covers the entire legal, administrative, commercial, financial and documentary activity of a notary practice: notarial cases, clients and parties, deeds, real estate, estates, donations, companies, powers of attorney, mortgages, formalities, appointments, signatures, deadlines, fees, disbursements, electronic document management (EDM), archives and decision-making reporting — all while natively enriching Dolibarr (third parties, quotes, orders, invoices, EDM, agenda, accounting).

It is built around 21 fully integrated business objects, a redesigned decision dashboard, a drag-and-drop Kanban case pipeline, 19 exportable reports and a first-activation demonstration dataset. The module is ready to be distributed by DoliResources and installable directly from the Dolibarr module manager without any additional modification.

 

A completely redesigned dashboard provides a real-time cockpit of the office activity, organized into six thematic zones with a navy / anthracite / white / gold visual identity inspired by the legal world.

3.1 KPI Zones

·       Notarial activity — total cases, cases in progress, closed cases, new cases this month, urgent cases, active clients and average processing time.

·       Deeds & signatures — deeds drafted, deeds signed and deeds awaiting signature.

·       Real estate & companies — real-estate sales, open estates, company creations and powers of attorney.

·       Financial indicators — monthly revenue, fees collected, disbursements and pending payments.

·       Agenda & deadlines — appointments today, upcoming deadlines and formalities in progress.

·       Case pipeline — a compact preview of the case pipeline by lifecycle stage with per-stage totals.

3.2 Interactive Charts & Widgets

·       Fees evolution over the last 12 months (bar chart).

·       Distribution of cases by type (pie chart).

·       Modern KPI cards with color-coded left accents and iconography.

·       Dossier lifecycle preview and one-click access to the full Kanban board.

·       Fully responsive layout (desktop, tablet, mobile) with dark-mode compatibility.

The notarial case is the central hub object. Each case centralizes the entire life of a legal matter and links to every related object.

·       Reference and internal number, case type and descriptive label.

·       Main client (linked to a Dolibarr third party) and responsible collaborator.

·       Lifecycle stage, priority, opening / expected / closing dates and estimated value.

·       Complete history, internal notes and a journal of actions.

·       Automatic linked-records panel listing all attached parties, deeds, signatures, properties, transactions, mortgages, estates, donations, companies, powers of attorney, formalities, deadlines, appointments and documents — each with quick Add and See-all navigation.

4.1 Kanban Lifecycle Pipeline

A dedicated drag-and-drop Kanban board tracks every case through seven language-independent lifecycle stages. Moving a card instantly updates the case stage through an AJAX call, and each column displays the number of cases and the total estimated value.

 

Every case gathers its parties with a complete identity file, synchronized with native Dolibarr third parties.

·       Natural persons and legal entities (person type).

·       Role in the case (seller, buyer, donor, donee, heir, principal, manager, shareholder…).

·       National ID / passport, fiscal identifier, marital status.

·       Address, email, phone and link to the Dolibarr third party.

·       History of the parties across all cases.

A complete library of notarial deeds is available as a hub object, covering all common authentic and private deeds.

·       Deed types: sale, purchase, donation, estate, will, partition, company incorporation, statutory amendment, share transfer, power of attorney, mortgage release, mortgage, lease, marriage contract, convention and more.

·       Each deed carries a reference, type, nature (authentic / private), version, drafting date, signature date and amount, linked to its case and notary.

·       Versioning, validation, signature tracking and archiving.

6.1 Signatures

·       Physical and electronic signatures (architecture ready to integrate an external e-signature provider).

·       Signatory, signature type, signature date and signed status.

·       Signature history and journal linked to the deed and case.

The module manages all real-estate assets and transactions handled by the office.

·       Properties — land, apartments, villas, commercial premises and buildings, with land title, area, city, estimated value and owner.

·       Transactions — sales and acquisitions with seller, buyer, sale price, deposit, registration fees and transaction date, linked to the property and case.

·       Mortgages — creditor, debtor, secured amount, rank, registration and expiry dates, linked to the property.

·       Estates — hub object with deceased, death and declaration dates, estate value, tax amount and number of heirs.

·       Heirs — detailed heir records (name, relationship, share percentage and amount, ID) attached to each estate.

·       Donations — donor, donee, donation object, value, tax amount and date, linked to the case and notary.

·       Companies — hub object for incorporations, statutory amendments, share transfers and dissolutions, with legal form, share capital, trade-register number and operation date.

·       Shareholders — partners and managers with role, shares, share percentage and contribution.

·       Powers of attorney — principal, agent, scope, start / end dates and general-power flag.

·       Formalities — filings, registrations, land publication, trade register, land conservation and tax administration, with reference number, submission and completion dates and cost.

·       Deadlines — legal, administrative and signature deadlines with due date, assignee, done status and automatic alerts.

·       Appointments, signings, meetings and consultations with type, date, duration, location and linked case / client / collaborator.

·       A consolidated office agenda showing upcoming appointments, signatures and deadlines.

·       Synchronization-ready with the native Dolibarr agenda.

·       Fees — fee records with excl./incl.-tax amounts, VAT rate, date, client, case and paid status.

·       Disbursements — registration duties, taxes, administrative and land-conservation costs, with recovered status.

·       Monthly and annual revenue tracking, fees collected, pending payments and case profitability (fees minus disbursements).

·       Native invoicing: notarial services can automatically generate Dolibarr quotes, orders, invoices and payments using standard Dolibarr objects.

·       Documents — classify deeds, powers of attorney, contracts, ID documents, land titles, plans, certificates, correspondence and tax documents by case, with type, version, path, date and archived status.

·       Integration with the native Dolibarr EDM (ECM) for storage, versioning and advanced search.

·       Archives — electronic and physical archiving with location, index code, retention period and archive date.

A built-in workflow engine evaluates IF/THEN rules and applies safe built-in actions. It runs on demand from the console or automatically through a daily Dolibarr cron job.

·       Deadline alerts, formality follow-ups, fee-invoice generation and signature notifications.

·       Automatic case closing when all formalities are completed and post-closing archiving.

·       Rule definition with trigger event, condition, action type, parameters, delay, active flag and run counter.

A comprehensive reporting hub provides 19 detailed reports. Every report is exportable to PDF, Excel and CSV, and can be printed with a clean layout. Filters cover collaborator, case type, client, period and status.

 

The module natively enriches Dolibarr rather than replacing it. It integrates with:

·       Third parties and contacts

·       Agenda and projects

·       Products and services

·       Quotes, orders, invoices and payments

·       Bank and accounting

·       EDM (ECM) and emails

·       Interventions

Notarial services can automatically generate quotes, orders, invoices and payments using exclusively the standard Dolibarr objects.

·       CSRF protection and token renewal on every form.

·       XSS protection through systematic output escaping.

·       Prepared / escaped SQL queries throughout.

·       Fine-grained permissions (11 right groups, read / write / delete / admin).

·       Complete logging and change auditing via business triggers.

·       Multicompany compatibility and per-entity data isolation.

·       Architecture ready for encryption of sensitive documents when an encryption key is configured.

·       Full traceability of case access.

·       Modern, elegant and fully responsive design (PC, tablet, mobile).

·       Global and multi-criteria search.

·       Dynamic tables with show/hide column selector and grouped filter actions.

·       Kanban view for case tracking with drag-and-drop.

·       Timeline and history of case steps.

·       Status badges, professional icons and dark-mode compatibility.

·       Consistent navy / gold legal visual charter with a notarial-seal module icon.

A complete administration interface lets administrators configure general parameters (default currency, default VAT rate, deadline alert threshold), permissions and appearance.

·       Install demo data — one click generates a realistic dataset: 40 third parties, 60 cases, 150 parties, 50 deeds, 40 signatures, 35 properties, 30 transactions, 20 mortgages, 25 estates with 86 heirs, 20 donations, 25 companies with 74 shareholders, 25 powers of attorney, 40 formalities, 40 deadlines, 30 appointments, 60 fees, 40 disbursements, 50 documents, 30 archives, 8 automation rules, plus native quotes and fee invoices.

·       Remove demo data — removes only the demonstration data created by the module (secure, import-key tagged purge).

 

The module is fully translated into French, English, Italian, German and Spanish using the official Dolibarr language system (290 keys per language). It is designed to remain compatible with Dolibarr v16 through v23 and future versions, and supports multi-entity, multicompany and SaaS deployments.

Deliverable: module_notarymanagement-1.0.zip — immediately installable from the Dolibarr module manager, constituting a complete ERP solution for notary offices developed by DoliResources.