For an independent optical store

One system that runs the whole store

Customers, appointments, exams and prescriptions, work orders, payments and documents in one place — instead of a notebook at the counter, a spreadsheet in the back office and a WhatsApp group on someone’s phone.

The friction today

A customer comes back after two years and nobody can find what their prescription was last time.
The job is at the lab, and on the phone nobody can tell the customer where it stands.
The appointment was taken by phone onto a sticky note, and the customer never showed because nobody reminded them.
The sale closed at the till, but the customer’s file has no record of what was actually handed over.
The one employee who knows where everything is goes on holiday, and the store feels it that morning.
Answering "how did last month go" means an hour with a calculator and three files.

How the day runs

01The appointment is booked — by phone, at the counter or through a self-booking link — and lands in the store calendar.
02Before the visit the customer gets a reminder, on whichever channels you have connected.
03The exam opens from the customer’s file, with their previous prescriptions already in front of you.
04The work order is created straight from the prescription — no retyping the values, no copying from paper.
05The order moves through its stages, and whoever is at the counter can see exactly where it is.
06The payment is recorded against the order, and the financial document is produced according to your settings and connections.
07After collection a follow-up task remains, and the history is ready for the next visit — even two years later.

OptiFlow supports documenting and managing exam and prescription workflows. Professional and clinical judgement remains the optometrist’s responsibility.

OptiFlow can connect to supported devices and services depending on the model, the provider and your configuration. Some connections depend on your plan, your equipment and a compatibility check.

Questions this audience asks

I don’t track stock. Can I still work this way?

Yes. Stock tracking is a choice, not a prerequisite: customers, appointments, exams, orders and payments all work with it switched off, and it can be switched on later if the way you work changes.

What happens to the customer list and files I have today?

The customer list is usually the first thing brought in, and we do it with you during setup. What comes across depends on how your file is built and which fields exist in it, so we go through the file before committing to what can be moved.

Does it produce customer documents?

The system manages payments and financial documents according to the configuration set up for your business, and it can connect to point-of-sale and invoicing systems depending on the provider. Which document you are actually required to issue, and how it is reported, is settled with your accountant — not by us.

How long before we are actually working in it?

It depends on how many branches and users you have, whether stock tracking is on, and how much existing data comes across. We don’t quote a number before seeing the store — the demo is where we walk the scope and set a timeline we can actually hold.

Capabilities

Everything the business needs, connected

Customers & CRM

Everything about a customer sits on one card — details, exams and prescriptions, orders, payments and follow-ups — so anyone on the team answers from the same picture, even if they never served that customer before.

One customer card holding details, exams, prescriptions, orders and payments
Fast lookup by name, phone or ID, so the same customer is not opened twice
Customer groups and a loyalty club for benefits and repeat-customer follow-up
Calls, notes and follow-up tasks recorded on the customer, not on a sticky note
History that survives even after years or a visit to a different branch

Available on every plan

Appointments & calendar

One calendar for the whole team, with availability that follows real working hours, plus a link customers can book from on their phone — so the diary keeps filling while the store is busy.

A shared team calendar, by day and by staff member
Online booking on your own store link, usable from a customer’s phone
Availability driven by staff working hours and the live calendar
Customer reminders on the channels the business has set up
The appointment stays linked to the customer and to the exam that followed it

Available on every plan

Eye exams & prescriptions

The exam, the prescription and the history stay on the customer, the previous prescription is shown next to the new one, and the order continues from the same values — with no re-typing.

Documented eye exams, including contact-lens exams
Prescription history, with the previous prescription shown beside the current one
Continue from the prescription straight into an order, carrying the exam values
Files and images attached to the exam and kept with the customer
A printable exam or prescription document to hand to the customer

Available on every plan

Orders & sales

Every order is tracked from the moment it opens until it is handed over, carrying the prescription values, and the state of open orders is visible to anyone permitted to see it — no hunting for the one person who remembers.

Open an order from the prescription instead of re-entering the values
Track open orders by stage, through to hand-over
Spectacle and contact-lens orders drawn from your product catalogue and pricing
The customer’s order history available on their own card
A lens-thickness estimate to show the customer while they choose

Available on every plan

Payments & documents

The payment is recorded on the order itself — split across methods or spread over several instalments — and the financial documents are issued from the same place, according to your settings.

Payments recorded on the order, including partial payments and split methods
Open balances tracked per customer and per order
Financial documents issued by document type and your business settings
Gift cards and coupons accepted as payment or as a discount
Optional connection to a point-of-sale system, depending on provider and setup

Available on every plan

Reports & the management view

The data recorded during the working day becomes reports and a status view — no manual collection, no extra spreadsheet on the side.

A daily status view: appointments, orders and branch activity
Sales, order and payment reports by period
Breakdowns by branch, by staff member and by activity type
Open orders and unfinished follow-ups tracked in one place
Data exposed according to the viewer’s permissions

Available on every plan

Automation & integrations

Tasks and reminders come out of the work itself, messages go out on the channels you have set up, and measurement data from supported devices arrives in the system instead of being typed in again.

Tasks and follow-ups created out of the daily work
Customer reminders and messages by SMS or WhatsApp, on the channel you configured
Online booking through the store’s public link
Measurement data imported from supported devices, objective refraction included
Connection to a point-of-sale system, subject to provider and a compatibility check

Subject to equipment, provider and a compatibility check

See all capabilities

Want to see how OptiFlow could fit your business?

We’ll set up a personal demo, learn how you work today, and show the capabilities that matter for your store or clinic.

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