Features of an optical store: when every detail matters
Accounting software for optical stores is a Torgsoft solution for salons, workshops, and optical store chains that need to keep records of frames, lenses, accessories, customers, eyeglass orders, reservations, and service requests.
An optical store is not an ordinary shop for frames and lenses. A customer comes not just to buy a product, but to receive ready-made glasses that must precisely match the prescription and daily needs: reading, working at a computer, driving, or constant wear. In this business, it is important to control everything: from goods receipt to handing the order over to the customer.
Accounting software for the Torgsoft optical store automates sales of frames, lenses, accessories, orders for manufacturing glasses; keeps records of customers, payments, stock balances, warranty service, and repairs. The owner receives a ready-made tool for product, warehouse, and service accounting, sees the full order history, responsible employees, and the final result for the customer.
How does order accounting work in an optical store?
Software for optical stores should not only keep records of goods and orders, but also be a single information center for salespeople and the owner, where every action and every consequence is visible.
An employee must record prescription data in the accounting system, select frames and lenses, and take the relevant measurements. Then this data is passed to the technician, who processes the lenses, edges them for the frame, and assembles the finished glasses.
Customer intake
Process: the customer comes to the salon, calls, or leaves a request through the website. The administrator or consultant clarifies what the customer needs: new glasses, lens replacement, repair, checking old glasses, sunglasses, contact lenses, or accessories.
What is recorded in accounting: full name, phone number, reason for request, previous purchases, order history, responsible employee.
Working with the prescription
Process: the customer brings a prescription, old glasses, or has an eye test, if such a service is available. The optician or consultant checks whether the prescription data is clear, who issued it and when, and records this in the customer card.
What is recorded in accounting: current prescription version, issue date, responsible employee, etc.
Selecting frames and lenses
Process: the consultant or optician helps the customer choose frames and lenses according to the prescription, budget, and usage scenario, as well as by shape, size, material, and fit.
What is recorded in accounting: SKU and serial number, if available, of the frame or contact lenses; brand, color, price; reservation for the order; type of lenses according to the prescription, coating, tinting, photochromic properties, etc.
Measurements for manufacturing
Process: the consultant or optician takes the customer’s individual measurements: pupillary distance, lens fitting height, vertex distance, tilt, and frame wrap.
What is recorded in accounting: all parameters needed by the technician or laboratory to manufacture the glasses.
Creating and transferring the order to manufacturing
Process: the administrator or consultant adds all collected data to the order. In addition to product data, the order records the technician’s work and sales of related goods: case, accessories, delivery cost, or urgent manufacturing. The technician receives a complete task: which lenses to use, which frame to fit them into, and which parameters to consider.
What is recorded in accounting: order number and contents, customer, responsible employee; prepayment, if any, applied discount, balance due; date transferred to work and completion deadline; comments and order status.
Checking the finished glasses
Process: the optician or consultant checks whether the glasses or lenses match the prescription, whether they are correctly fitted into the frame, whether there are defects, and whether the glasses are ready for pickup.
What is recorded in accounting: who checked it, date, check result: issue to the customer or return for rework.
Issuing the order to the customer
Process: the consultant hands over the glasses, checks the fit, adjusts the frame if necessary, and explains care and adaptation rules.
What is recorded in accounting: issue date, responsible person, receipt, comments.
After-sales service, if needed
Process: the customer contacts the store after receiving the glasses. The employee accepts the request and records the reasons for the repeat visit: an error in the prescription or measurements; the frame fits uncomfortably, it is hard to get used to the lenses, there is a scratch, repair is needed, or a warranty solution is required.
What is recorded in accounting: order number, reason for request, responsible person, result: adjustment, warranty repair, paid service, or on-site glasses correction.
Prescription and eyesight data belong to sensitive information and are protected by the Law of Ukraine on Personal Data Protection on the same level as other medical information. For these reasons, optical stores need to think through access to customers’ confidential data, restrict employee permissions, and use messengers carefully.
What problems do optical store owners face most often?
In an optical store, the main risk is not only selling frames or lenses. Most problems arise where it is necessary to correctly accept the prescription, take accurate customer measurements, and pass the order to the technician without mistakes.
Automation of an optical salon: Torgsoft capabilities
Customer accounting in an optical store
In an optical store, it is important to maintain customer cards with the ability to track their purchase history and interactions with the store, record phone calls, and remind customers about payment, order status, and so on.
How Torgsoft helps: in the software, you can maintain a customer card, store purchase history and orders, and leave notes needed for customer work. It is possible to keep Binotel call records if the appropriate connection is available. Arrangements from messengers should be transferred into orders or notes so they do not remain outside accounting.
Accounting for lenses, frames, and related goods
In an optical store, a product has many characteristics. For lenses, diopters, cylinder, axis, index, diameter, coating, tinting, brand, and lens type are important. For frames, SKU, color, size, shape, material, brand, fit, and compatibility with lenses matter.
How Torgsoft helps: the software can keep product records of frames, lenses, sunglasses, contact lenses, solutions, cases, wipes, and other accessories. Dynamic characteristics, in particular, allow each product group to have additional parameters and be filtered by them.
Orders for manufacturing glasses
Manufacturing prescription glasses includes many details: entering the prescription, repair, delivery, or urgent manufacturing. If this is handled as a regular sale, the owner does not see the full picture of the order: which parameters the glasses were made by, who accepted the prescription, and what stage the order is at.
How Torgsoft helps: in the Document → Customer order for a product form, you can keep records of eyeglass orders and services, linking prescription data to a specific customer, payment, and responsible employee.
Product reservation for a customer order
If the product is not reserved, another salesperson may sell it from the display. As a result, the order fails, the customer is dissatisfied, and employees look for a replacement or explain the mistake.
How Torgsoft helps: the software allows you to control stock balances and separate the goods needed for a specific order. This reduces the risk of double-selling goods and negative customer feedback.
You can reserve a product through Warehouse → Warehouse status; product storage locations / temporary product storage location when placing a customer order.
Accounting for eyeglass prepayments, discounts, and receipt
The customer makes a prepayment, and pays the rest when receiving the glasses. If payments are kept separately from the order, the salesperson may forget the balance or apply the discount incorrectly.
How Torgsoft helps: the order records the amount, prepayment, discount, and balance. The owner sees how much money has already been received and what the customer must pay when receiving the glasses.
Through Torgsoft’s marketing mode, an optical salon can separately configure promotions for glasses, discount cards, cumulative discounts, and bonuses. Payment is recorded separately: cash, cashless, or through a connected bank terminal.
Manufacturing deadline control
The customer was promised a pickup date, but the order is still in the laboratory or the technician did not manage to finish it. If the deadline is not recorded in the system, the owner learns about the problem only when the customer calls with a complaint.
How Torgsoft helps: the software organizes orders by statuses («Active», «Edit», «Completed», «Canceled»), responsible employees («Accepted by employee» field), and deadlines. This makes it possible to see which orders are still in progress, which are ready, and which need attention.
Accounting for warranties, serial numbers, and service requests
For sales of expensive frames, contact lenses, medical devices, warranty cases, and supplier claims, it is important to know the SKU, batch, serial number, supplier, receipt date, and warranty period of the product.
How Torgsoft helps: the additional option «Accounting for warranty goods by serial numbers» links the product, customer, sale, warranty, and service request. In the software, you can quickly find the needed item, check warranty terms, process a return, warranty repair, or paid service.
Eyeglass repair accounting
Repair is a separate process in an optical store. After receiving the glasses, the customer may return with a problem: the frame presses, a screw fell out, the lenses are scratched, or repair is needed. If such requests are not recorded, the owner does not see where losses occur: in sales, measurements, manufacturing, quality control, or service.
How Torgsoft helps: the software’s additional option «Repairs and warranty service» records repair as a separate request with a customer, problem description, material costs, responsible person, deadline, cost, and rework result. The option reduces dependence on employees’ memory and helps control execution.
Delivery and transfers
In an optical store, delivery concerns not only online orders. Goods may move between salons, the technician, warehouse, and customer. If customer delivery, delivery from the laboratory, transfers between locations, and returns to suppliers are not separated, goods can easily be lost.
How Torgsoft helps: in Torgsoft, thanks to Internal transfer / List of internal invoices modes, the owner can control movement of goods and orders: what is at the sales point, what was transferred to work, what is awaiting shipment, what needs to be delivered to the customer or moved between warehouses. Integration options with Nova Poshta/Ukrposhta allow creating an waybill for an order, specifying delivery types (to the door, to the warehouse), and tracking waybill statuses.
Reports for the owner
Without analytics, the owner sees only the cash register for the day, but does not understand which goods generate profit, where orders are stuck, who gives unnecessary discounts, how much product is reserved, which orders are overdue, and why customers return after pickup.
How Torgsoft helps: the owner can track sales, minimum and maximum product balances, prices, movement of goods and money; which items should be reordered from the supplier; staff efficiency and problem areas of the business. This gives more control over the optical store without daily manual data consolidation.
Useful reports may include: daily cash report; sold goods report; customer prepayment report by orders; gross income for a period; warehouse status analysis; sales analysis by product types; revenue analysis by suppliers; purchase invoice profitability analysis; customer purchase analysis, etc.
Who Torgsoft is suitable for
Retail optical store
A salon that sells frames, sunglasses, ready-made glasses, contact lenses, solutions, cases, wipes, and accessories.
Optical store + eyeglass manufacturing
Torgsoft is suitable for optical stores where glasses are made by prescription: in an in-house workshop or through an external laboratory. It is important to record the prescription and measurements, contents, deadlines, and order pickup in the customer card.
Optical store chain
A business with several sales points where the owner needs to see not only sales, but also balances, orders, product transfers, staff work, and cash by each location.
Optical store + online store
An optical store that sells goods not only in the salon, but also online, accepts orders for regular customers, and ships through delivery services.
Why this matters for the owner
When accounting in an optical store is done manually, the owner depends every day on the salesperson’s memory, a notebook, a spreadsheet, or message threads. This works while there are few orders. But as the flow grows, typical problems begin: the wrong status, wrong frame, date, discount, or responsible person.
Torgsoft helps bring order to optical store processes: from customer intake to issuing finished glasses. The owner sees sales, reservations, order statuses, and those responsible for the result.
What is needed to automate an optical store?
Accounting software for optical stores Torgsoft Online, Start, Ultra, or Terminal.
Cash register equipment: barcode scanner, receipt printer, label printer for product labeling.
Additional option «Accounting for warranty goods by serial numbers» for expensive frames and lenses.
Additional option «Repairs and warranty service» for accounting for warranty and non-warranty eyeglass repairs.
Important before implementing software for optical stores
Torgsoft helps automate key processes of an optical store: accounting for customers, eyeglass orders, sales of frames, lenses and related goods, control of stock balances, reservations, service requests, and repairs. At the same time, every optical store works in its own way: the order structure, employee roles, and procedure for working with prescriptions, measurements, workshop, and issuing finished glasses differ.
Before purchasing the software, it is worth using 30-day trial access to Torgsoft to check the system on real scenarios of your optical store. This will help assess whether the functionality meets your tasks and determine in advance which settings or changes in process organization will be needed.
For correct implementation, it is important not only to test the software, but also to use Torgsoft technical support while adapting the system to your work model. Automation does not simply transfer existing actions into software; it organizes them, making processes more transparent and disciplined. Therefore, in some cases, an optical store will have to partially adapt work habits to the logic of the system if the goal is not to preserve chaos digitally, but to obtain manageable and accurate accounting.
Order a consultation with Torgsoft — we will select a solution for your optical store format: retail salon, workshop, chain, or optical store with an online store.
Frequently asked questions
? Is Torgsoft suitable for an optical store that manufactures prescription glasses?
Yes, Torgsoft can be used for accounting in an optical store that sells frames, lenses, contact lenses, accessories, and accepts orders for manufacturing glasses. The software helps manage customers, goods, orders, prepayments, stock balances, reservations, sales, returns, repairs, and service requests.
? How should an eyeglass prescription be recorded?
The prescription can be recorded as part of working with the customer and order (Marketing - Customers, Document - Customer order for a product): add the needed prescription parameters, notes, and information for the technician. It is important that the prescription does not remain only in a notebook, messenger photo, or the salesperson’s memory.
? Can Torgsoft keep orders for manufacturing glasses?
Yes, orders for manufacturing glasses can be processed as a separate process and data can be recorded: eyeglass prescription, frame type, coating, technician’s work, prepayment, completion deadline, responsible employee, and execution status. This gives the owner an understanding of exactly what the customer ordered and what stage the work is at.
? How can eyeglass repairs be recorded?
Repairs can be processed as a separate request or order by connecting the additional option «Repairs and warranty service»: customer, problem description, deadline, responsible person, cost, used materials, and result. This helps avoid losing the customer’s glasses, forgetting arrangements, and losing control over the work.
? Can employee access to customer data be restricted?
Yes, Torgsoft allows roles and access rights to be configured for employees. For an optical store, this is important because work may involve customers’ personal data and vision-related data.
? Is Torgsoft suitable for an optical store chain?
Yes, Torgsoft can be used for a chain of optical stores where it is necessary to control sales, balances, product transfers, orders, cash, employees, and reports for each sales point.
? Where should automation of an optical store begin?
It is worth starting with the basic processes: product accounting, customer card, orders for manufacturing glasses, product reservation, prepayments, execution statuses, repairs, and reports for the owner. After that, additional features can be connected: fiscalization, delivery, bonuses, mailings, call accounting, and integrations. You can test the Torgsoft software for free for 30 days by downloading the demo version.
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