Odoo Documents
Odoo Documents — configured by Captivea
Odoo Documents centralises the way your teams store, organise, and process files in Odoo, replacing scattered drives and email threads with a single, structured workspace tied to your business records. Typical use cases include managing vendor bills, HR documents, contracts, quality procedures, and project files with automated routing, approvals, and secure sharing inside and outside your company.
The app
Odoo Documents
Odoo Documents is the Odoo app dedicated to document management across your organisation, turning files into live objects linked to your sales, accounting, HR, manufacturing, and project data. It is used to store, tag, route, approve, and archive documents in a central space so users always know where to find the latest version and what action to take next.
Key features
Concrete building blocks
Centralised document workspace
Provide every team with a single, structured space where invoices, contracts, HR files, procedures, and project documents are stored in Odoo, organised by folders and tags instead of scattered across drives and mailboxes.
Smart capture and automated routing
Capture documents by upload, email, or scanner and let automation rules tag them, move them to the right workspace, request approvals, or create related records like vendor bills or tasks with minimal manual input.
Integrated viewer and collaboration
Open PDFs, images, and spreadsheets directly in Odoo to comment, mention colleagues, assign actions, and track versions, so discussions and decisions stay attached to the document itself.
Fine-grained access control and audit trail
Define who can view, edit, download, or lock each workspace, folder, or file, and rely on a complete history of changes and actions to support compliance, audits, and internal controls.
Use cases
Concrete uses
Invoice and finance document processing
Use Odoo Documents to receive vendor bills by email, extract key information, create draft accounting entries, route invoices for approval, and archive them automatically next to the related transactions.
Contract lifecycle management
Store draft, in-review, and signed contracts in structured folders, trigger approval workflows and reminders, send documents for e-signature with Odoo Sign, and keep the final version accessible from the customer or supplier record.
HR and employee file management
Centralise employment contracts, certifications, evaluations, and policy acknowledgements per employee, with role-based access, validity dates, and alerts to keep sensitive information secure and up to date.
By business function
Solutions for every team
Explore how Captivea concretely improves your teams' day-to-day work, department by department.
Sales & CRM
Documents attached to every step of your sales and project processes, from proposals to signed contracts and reports.
Purchasing
Purchases, supplier contracts, and supporting files stored and approved within Odoo for full traceability.
Operations & Manufacturing
Production documents, work instructions, and quality records linked to manufacturing orders and products.
Supply Chain
Inventory documents, certificates, and logistics files organised by product, lot, or shipment for fast retrieval.
Finance & Accounting
Financial documents captured, approved, and archived in a way that simplifies audits and period close.
Human Resources
Employee records, policies, and HR processes documented and controlled in a secure, structured workspace.
Marketing
Marketing assets, templates, and campaign materials stored with clear versions and access rules for every team.
Helpdesk & After-Sales
Customer communications, tickets, and support procedures documented and linked to each case for better service.
Start your transformation
Ready to transform the way you manage documents?
From the first workshop to day-to-day support, Captivea helps you turn Odoo Documents into a secure, structured workspace that fits your actual processes and grows with your teams.
By sector
Organized around your industry
Teams organized by client industry. Each sector covers ERP, Web, AI and BI.
Services & Tertiary
Service and consulting organisations rely on Odoo Documents to centralise project files, contracts, and deliverables around each client engagement.
Industry / Manufacturing
Industrial and manufacturing businesses use Odoo Documents to manage technical files, work instructions, and quality records alongside production data.
Distribution & Logistics
Wholesale and distribution companies organise supplier contracts, product assets, and logistics documents in one place, linked to inventory and orders.
Retail & Point of Sale
Retail and eCommerce players keep product content, compliance files, and transactional documents aligned across online and in-store operations.
The Odoo apps relevant to you
The complete Odoo suite
All Odoo applications, activated at your own pace.
Sales & CRM
Inventory & Manufacturing
Finance
Human Resources
Technical & Data
References
Companies that trust Captivea
FAQ
Frequently asked questions
Odoo Documents is used to store, organise, and process digital files across your company in a single workspace, connecting invoices, contracts, HR records, procedures, and project documents directly to the Odoo business records and workflows they belong to.
Yes, Odoo Documents is one of the standard apps in the Odoo suite, available depending on the edition and licensing model you choose; Captivea helps you understand what is included in your plan and how to activate the features you need.
Odoo Documents manages security through workspaces, folders, user groups, and document-level permissions, letting you decide who can read, edit, download, or lock each file, while a complete history of changes supports audits and compliance requirements.
Working with a Gold Partner like Captivea means your Odoo Documents setup is designed around your actual processes, with expert guidance on structure, automation, permissions, and integrations so the system stays simple to use, scalable, and easy to maintain.
Let's talk
Ready to transform your document management operations?
Tell us about your current document challenges and we will show you how Odoo Documents, configured by Captivea, can simplify daily work for every team.