Electronic Document Management at the Heart of the ERP
Document management integrated with the ERP, with LGPD compliance
Odoo Documents is a native ERP document management system that organizes contracts, NF-e invoices, boletos, reports and HR documents in a centralized repository with access control, versioning and full traceability. LGPD compliance built in by design, with no external document management systems.
Finance Official Odoo module
Why Odoo Documents?
Real results our clients achieve.
Security and LGPD Compliance
Granular access control by user, group and tag. Complete audit of who accessed, downloaded or edited each document, essential for LGPD compliance and regulatory audits.
Documents Linked to the Process
Each document is automatically linked to the corresponding ERP record: the NF-e to the sales order, the contract to the customer, the report to the product. No loose documents or disorganized shared folders.
Integrated Electronic Signature
Send documents for signature directly from the repository with Odoo Sign built in. Signed contracts return automatically filed in the correct folder with status and signature date.
Document Flow Automation
Create rules to classify, move and notify owners automatically when new documents arrive, by email, upload or generation by the ERP. Eliminate manual document triage.
Features
What's included in this module.
Centralized Repository With Folders and Tags
Hierarchical folder structure with tags for multidimensional classification. Full text search on names and metadata, with filters by type, date, owner and status.
Document Versioning
Full version history with date, time, user and comment for each change. Restore earlier versions with one click, with no loss of the change history.
Granular Access Control
Set view, download, edit and delete permissions by folder, by tag or by individual document. Access groups aligned with the company's org chart.
Scanning and OCR
Batch upload of scanned documents with automatic OCR for searchable text extraction. Integration with network scanners and phone cameras for mobile capture.
Integration With NF-e and Fiscal Documents
NF-e, NFS-e and CT-e XML files are automatically filed in the repository and linked to the corresponding invoice in the ERP. Access the XML and the DANFE directly from the sales order or the invoice.
Contract Management With Expiration Tracking
Automatic alerts for the expiration of contracts, insurance policies, licenses and certifications. Dashboard of documents approaching expiration with a configurable renewal workflow.
Secure External Sharing
Generate temporary links to share documents with customers, vendors or external auditors, with no need for Odoo access. Links expire automatically on the configured date.
Integration With Electronic Signature
Send documents to Odoo Sign directly from the repository, with status tracking (pending, signed, declined) and automatic filing of the signed document.
Document Automation and Rules
Configure automatic actions: classify emails with attachments into specific folders, notify owners when receiving vendor documents, move approved documents to their final folder.
LGPD Compliance and Retention
Retention policies by document type, with automatic deletion after the legal deadline. A report of documents containing personal data to handle data subject requests (LGPD art. 18).
Native integrations
Odoo Documents connects natively with other Odoo modules, no external integration.
Why implement with KMEE
KMEE structures document management in Odoo Documents considering the Brazilian legal requirements for document retention: 5 years for tax and social security documents (CTN and Binding Precedent 8 of the STF), 5 years for labor and FGTS documents (Federal Constitution, art. 7, XXIX) and 20 years after termination for occupational health records (NR-7). We configure the retention policies, the folder structures by business process and the access rules according to the LGPD, including the mapping of personal data in documents to meet ANPD requirements.
About KMEEWho it's for
Scenarios where this module delivers the most value.
Fiscal and Tax Archive
Companies are required to keep NF-e invoices, tax ledgers and accounting documents for at least 5 years for the tax authority, and some labor records, such as occupational health records, for 20 years. Odoo Documents organizes this digital archive with immediate lookup by period, vendor tax ID or document number, eliminating physical files and manual searches in the event of an audit.
Commercial Contract Management
Companies with hundreds of customer and vendor contracts need to control expirations, amendments and renewals. Odoo Documents centralizes all contracts with automatic alerts 90, 60 and 30 days before expiration, an amendment approval workflow and a full history of negotiated versions.
Customer Onboarding and Due Diligence
KYC (Know Your Customer) and due diligence processes require collecting and organizing customer documents: articles of incorporation, financial statements, certificates and powers of attorney. Odoo automates the request by email, tracks receipt and checks completeness, alerting the account owner.
HR and Employee Documentation
HR departments keep employee files with contracts, medical exams, training records and hiring or termination documents. Odoo Documents organizes the files with access restricted to HR, alerts for expired exams and compliance with eSocial obligations.
Frequently Asked Questions
Does Odoo Documents meet the LGPD requirements for managing documents with personal data?
Yes. The module offers the features needed for LGPD compliance: granular access control, access auditing (a log of who accessed, downloaded or edited), a configurable retention policy and the ability to quickly locate every document containing a given data subject's data to handle article 18 requests. KMEE supports the mapping of personal data in documents and the configuration of retention and access policies.
For how long does Odoo Documents need to keep fiscal documents in Brazil?
Brazilian legislation sets different deadlines by document type: 5 years for fiscal documents such as NF-e invoices, tax ledgers and SPED filings (the CTN's statute of limitations); 5 years for social security documents (INSS contributions, Binding Precedent 8 of the STF); 20 years after termination for occupational health records (NR-7); 10 years for accounting documents such as balance sheets and trial balances. Odoo Documents lets you configure automatic retention policies by document type, ensuring compliance with no unnecessary data buildup.
Are NF-e XML files automatically stored in Odoo Documents?
Yes. When the NF-e is issued or received by Odoo, the signed XML and the DANFE PDF are automatically filed in Odoo Documents, linked to the invoice and to the corresponding sales or purchase order. You can access the XML and the DANFE directly from the invoice record, with no need to browse the repository manually. The same applies to NFS-e, CT-e, MDF-e and other electronic documents issued by Odoo.
Does Odoo Documents support integration with legally valid electronic signature?
Yes. Odoo Documents integrates natively with Odoo Sign to send documents for electronic signature. The process is fully traceable: the send date, the date the signer viewed it, the signature date and the originating IP are all recorded in the system. For documents that require stronger legal validity under ICP-Brasil (such as higher value contracts), KMEE can configure integration with platforms that offer qualified signatures with ICP-Brasil certificates, such as DocuSign, D4Sign or ClickSign.
Is it possible to automatically receive documents from vendors in the repository?
Yes. Odoo Documents can be configured with a dedicated email address to automatically receive documents from vendors. When an email arrives, the system extracts the attachments, classifies them into folders according to configured rules and notifies the person responsible for review. This automates the receipt of invoices, contracts and reports sent by vendors, eliminating manual email triage.
Industries that use it
Complete solutions for your industry.
- Retail POS, e-commerce, multichannel inventory management and integrated financial control.
- Services Project management, timesheets, recurring contracts and automated invoicing.
- Distribution WMS, route planning, fleet management and full fiscal integration.
- Manufacturing MRP, production planning, quality control and end-to-end traceability.
- Government Public sector compliance, procurement, transparency and contract management.
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