Executive Summary

CnEL India developed a fully compliant Dolibarr ERP module that connects Dolibarr invoices directly with the Romanian ANAF e-Factura platform. The module automates XML generation, transmission, reception, and lifecycle management (Sent / Accepted / Rejected) while providing robust logging, secure API handling, and a user-friendly Dolibarr interface. Delivered with complete documentation, tests, and source code, the solution reduced manual work, improved compliance, and tightened invoice processing SLAs.

Challenges

• Generate fully compliant Romanian e-Factura XML from Dolibarr invoices and map all required data fields.
• Reliable two-way communication with the official e-Factura API (send & receive) while preserving transaction traceability inside Dolibarr.
• Secure storage and use of official API credentials with SSL/TLS, timeouts, and retry mechanisms.
• Provide a clear UI for finance teams to monitor statuses, handle errors and validate incoming invoices.
• Deliver thorough documentation and ensure module compatibility with Dolibarr v21.0.x and above on PHP 8.x.

Why CnEL India Was the Right Choice

• Dolibarr & PHP Expertise: Proven experience building Dolibarr modules using the platform’s standards and best practices — ensuring upgrade compatibility and maintainability.
• Compliance-First Approach: Deep focus on ANAF’s e-Factura schema and validation rules to guarantee legal and technical compliance for both outgoing and incoming invoices.
• Security & Reliability: Secure credential storage in Dolibarr configuration, SSL/TLS for API calls, and resilient communication with timeout and retry strategies.
• Clear UX for Finance Teams: Dedicated Dolibarr tab with intuitive screens to track sent/received invoices, statuses, and error details — minimizing user training time.
• Transparent Delivery & Communication: Weekly progress updates, milestone demos, and quick response to issues — aligning development with client expectations.
• End-to-end Deliverables: Fully tested module, commented source code, installation guide, user manual, and developer documentation for straightforward maintenance and customization.

Solution Overview

Core Capabilities Implemented

• Invoice Sending:
  • Automatic XML generation from Dolibarr invoice data to match Romanian e-Factura schema.
  • Secure API transmission with detailed transaction logging and status tracking (Sent / Accepted / Rejected).
  • Descriptive error messages and retry logic for transient failures.
• Invoice Reception:
  • Scheduled and on-demand retrieval of incoming invoices from the e-Factura API.
  • Parsed XML mapped to Dolibarr vendor invoices and created as draft vendor bills for validation.
  • User actions supported: Validate, Accept, or Reject (with reasons logged).
• API Integration & Security:
  • Secure credential storage in Dolibarr configuration pages with role-based access.
  • All API calls use SSL/TLS; configurable timeouts and exponential backoff retry mechanisms.
  • Comprehensive logging of requests/responses for audit and troubleshooting (masked sensitive data).
• User Interface:
  • Dedicated e-Factura management tab in Dolibarr.
  • Clear dashboard showing pending sends, incoming invoices, statuses, and recent errors.
  • CSV/PDF export for transaction history and compliance reporting.
• Reporting & Logs:
  • Downloadable CSV/PDF reports for all transmissions and receptions.
  • Filters for date, status, vendor/customer, and invoice number to accelerate searches.

Technical Highlights

• Dolibarr v21.0.x+ compatible module developed using Dolibarr module conventions.
• PHP 8.x compatibility and code following modern PHP practices (namespaces, type hints, exceptions handling).
• XML generation tools with schema validation against the official ANAF XSDs.
• Modular architecture to allow future extensions (e.g., additional validations, new ANAF rules).
• Automated unit and integration tests for core transformation and API flows.

Deliverables

• Packaged Dolibarr module (installable ZIP) with versioning.
• Complete, commented source code repository (delivered to client).
• Installation & configuration guide (step-by-step).
• User manual covering daily operations and troubleshooting.
• Developer documentation describing APIs, data mappings, and extension points.
• Test reports and sample test data used during QA.

Project Timeline & Communication

CnEL India followed an agile delivery model with weekly progress updates and milestone demos. Typical timeline estimate for a project of this scope (discovery → delivery → testing → handover) was organized into sprints:

1. Week 1–2: Discovery, mapping of Dolibarr fields to e-Factura schema, and initial architecture.
2. Week 3–6: Core development — XML generation, send/receive API flows, secure credential management.
3. Week 7–8: UI screens, logging, CSV/PDF reporting, and error handling workflows.
4. Week 9–10: Integration testing against ANAF sandbox, issue fixes, and performance tuning.
5. Week 11: Documentation, final acceptance testing, and handover.

Note: Actual schedule adjusted to client priorities and ANAF certification/testing windows. CnEL India committed to weekly status reports and fast response times for clarifications and issues.

Business Benefits

• Reduced manual entry and human error through automated XML generation and direct API submission.
• Faster invoice processing and clearer audit trails for compliance with ANAF requirements.
• Improved vendor invoice turnaround by automatically creating vendor bills for received invoices.
• Operational transparency with exportable reports and detailed logs for audits.
• Future-ready module design enabling easy adaptation to new ANAF rules or Dolibarr upgrades.

Client Testimonial

“CnEL India delivered a robust, compliant, and easy-to-use Dolibarr module that completely streamlined our e-Factura processes. Their team understood ANAF requirements, built reliable API integrations with excellent error handling, and provided clear documentation that made deployment painless. Weekly updates and prompt issue resolution made collaboration seamless — the result exceeded our expectations.”

Post-Delivery Support & Next Steps

CnEL India provided a post-delivery support window to address any production issues, assist with ANAF certification steps, and implement minor customizations. Recommended next steps included:

• ANAF sandbox to production cutover plan and checklist.
• Training session for finance users and system administrators.
• Optional SLA for ongoing support, monitoring, and updates to ANAF rule changes.