1. Overview

Optical Store Management transforms Dolibarr into a genuine, specialized ERP solution for optical stores and opticians — covering 100% of the store’s activity without requiring any external software. It manages the complete customer journey, from the eye examination and the ophthalmic prescription, through the selection of frames and lenses, the mounting workshop and quality control, up to invoicing, delivery, after-sales service and warranty follow-up.

The module is built natively on top of Dolibarr: it reuses the platform’s standard objects (third parties, products, warehouses, lots/serials, proposals, orders, invoices, payments, accounting, agenda, ECM/documents, users and multi-company) and never duplicates native data. It is designed to be professional, ergonomic, modern, scalable and high-performance, and is ready for commercial distribution on Dolistore.

Key Benefits

·       All-in-one: patient/customer records, clinical data, retail catalogue, workshop, after-sales, purchasing and finance in a single tool.

·       Premium interface: a modern dashboard with a turquoise / emerald / night-blue visual identity evoking visual health, precision and technology.

·       Native integration: full bidirectional links with Dolibarr modules — no data duplication, no vendor lock-in.

·       Ready to sell: one-click demonstration dataset, five languages, fine-grained permissions, multi-company and PHP 8 compatibility.

2. Technical Architecture & Native Integration

The module follows Dolibarr development standards: object-oriented PHP built on the CommonObject class, CSRF tokens, input validation via GETPOST, fine-grained permissions, multi-entity support and a self-healing database schema. It ships clean install, upgrade and uninstall routines.

Business Objects

Sixteen dedicated business objects structure the optical activity. Each carries the standard Dolibarr technical columns (entity, status, creation/modification dates, author, import key) for traceability and multi-company isolation.

 

Bidirectional Native Dolibarr Links

The module connects to the native platform so that optical operations feed and reuse standard Dolibarr flows:

·       Third parties, contacts and CRM — customers, suppliers and insurers.

·       Products & services, stocks, warehouses, barcodes, lots and serial numbers.

·       Proposals (quotes), customer & supplier orders, receptions and shipments.

·       Invoices, payments, bank and accounting (standard & advanced), margins.

·       Agenda, projects, interventions, tickets, contracts and resources.

·       Users & permissions, ECM/documents, e-mails, notifications and workflows.

·       Multi-company, multi-currency, the REST API and Dolibarr web services.

3. Premium Dashboard

A completely redesigned, premium dashboard summarizes the whole store at a glance in six themed zones, each with modern rounded KPI cards and two DolGraph charts. The colour charter (turquoise, white, light grey, emerald green, night blue) evokes visual health, precision, technology and comfort.

 

Charts & Analytics

·       Revenue evolution over the last months.

·       Sales by category and by brand.

·       Prescriptions by ophthalmologist.

·       Distribution of lens types and workshop throughput by stage.

·       Stock evolution, profitability and margins.

4. Patients & Clients

A true patient/customer record centralizes every piece of information and history. Individuals, companies and associations are all supported, with full contact details, documents and photos.

·       Identity: file number, photo, gender, date of birth, profession, full contact details.

·       Health-visual data: referring ophthalmologist, visual history, allergies, observations.

·       Cover: mutual health fund / insurer and membership number, third-party payment.

·       History: appointments, exams, prescriptions, orders, repairs, warranties, payments and documents.

·       One-click linked actions: from the record, create the related appointment, exam, prescription, work order, repair, warranty or document with the patient already linked.

5. Appointments & Agenda / Planning

Appointments are scheduled per optician with a type (eye test, delivery, advice, after-sales, adjustment, follow-up), duration, room and confirmation status. A weekly planning board displays the schedule day by day.

·       Weekly agenda with previous / today / next navigation.

·       Colour-coded events by status (planned, confirmed, completed, cancelled).

·       One-click creation of a new appointment from the agenda.

·       Reminder tracking, ready for SMS / e-mail / WhatsApp notification workflows.

6. Eye Examinations & Prescriptions

Eye Examinations

·       Distance and near visual acuity (OD / OG).

·       Refraction OD / OG, pupillary distance, dominant eye.

·       Binocular vision, colour vision, ocular tension, complementary tests.

·       Results, recommendations and full history per patient.

Ophthalmic Prescriptions

·       Right eye (OD) and left eye (OG): sphere, cylinder, axis, addition and prism.

·       Prescription date, validity date and renewal flag.

·       Prescribing ophthalmologist and link to the originating exam.

·       Automatic alert when a prescription approaches or passes its expiry.

7. Product Catalogue

The optical catalogue is split into four families, each linked to a native Dolibarr product for stock, pricing and accounting continuity.

Frames

·       Brand, collection, reference, gender (men, women, children, unisex).

·       Colour, material, shape and dimensions (lens width, bridge, temple).

·       Purchase & sale prices, barcode, warranty duration and stock.

Corrective Lenses

·       Types: single-vision, progressive, bifocal, degressive, occupational.

·       Index (1.50 to 1.74), material (organic, mineral, polycarbonate, Trivex).

·       Treatments: anti-reflective, Blue Cut, photochromic, polarized, hardened.

·       Manufacturer, correction ranges, prices and stock.

Contact Lenses

·       Types: daily, bi-monthly, monthly, quarterly, yearly.

·       Geometry (spherical, toric, multifocal), material, base curve, diameter, power.

·       Lot numbers, expiry dates and stock.

Accessories

·       Cases, cleaning solutions, cords & chains, microfibre cloths, sprays, magnifiers, sunglasses.

·       Barcode, purchase & sale prices, supplier and stock.

8. Mounting Workshop

The workshop module drives the fabrication of each pair of glasses through a controlled workflow, linking the patient, prescription, chosen frame and lenses to a technician.

·       Stages: waiting, cutting, mounting, adjustment, quality control, cleaning, ready, delivered.

·       Tracking: start date, ready date, time spent, mounting cost and quality-control validation.

·       Links: optional links to the related quote and invoice.

9. After-Sales Service, Warranties & Insurance

Repairs (After-Sales)

·       Repair types: temples, nose pads, screws, soldering, frame, lens, adjustment, cleaning, polishing, hinges.

·       In / out dates, technician, cost and warranty coverage.

·       Full repair history per patient and per frame.

Warranties

·       Manufacturer, supplier, store, extension, lens-breakage and adaptation warranties.

·       Start / end dates, duration, coverage description, renewable flag.

·       Automatic alert for warranties approaching expiry.

Insurance & Mutual Health Funds

·       Organisations, reimbursement rate, ceilings per frame / lens / contact lens.

·       Third-party payment (tiers payant), contract reference and documents.

·       Patients linked to their fund; integration with Dolibarr invoicing.

10. Suppliers, Purchasing & Stock

·       Suppliers: optical suppliers by product family (frames, lenses, contact lenses, accessories, workshop material), linked to native third parties with delivery lead time and payment terms.

·       Purchasing: managed through native Dolibarr supplier orders and receptions.

·       Stock: frames, lenses, contact lenses and accessories with lots, serial numbers, expiry, warehouse valuation, movements and barcodes / QR codes.

11. Quotes, Orders, Invoicing & Payments

The complete sales cycle relies on native Dolibarr modules for full accounting and financial consistency. Dedicated pages surface recent quotes and invoices and link directly to the native cards.

·       Quotes (proposals) for a complete optical equipment (frame + lenses).

·       Customer orders, deliveries and warranties.

·       Invoicing including the patient share and the mutual-fund / third-party-payment share.

·       Payments, bank reconciliation and margin tracking.

12. Guided Optical Workflow

A visual, twelve-step pipeline standardizes the store process from prescription to warranty, with one-click access to the relevant screen at each step:

Prescription  →  Frame selection  →  Lens selection  →  Validation  →  Supplier order  →  Reception  →  Workshop mounting  →  Quality control  →  Invoicing  →  Payment  →  Delivery  →  Warranty.

13. Smart Alerts & Notifications

A dedicated alert engine — also runnable as a daily scheduled job (cron) — scans the whole database and raises prioritized, de-duplicated alerts. A live alerts board summarizes them by bucket and a rescan can be triggered on demand.

·       Expired prescriptions and prescriptions nearing expiry.

·       Contact-lens renewal reminders and recommended annual controls.

·       Low stock and out-of-stock products.

·       Warranties approaching their end date.

·       Glasses ready for delivery.

·       Ready for SMS, e-mail and WhatsApp channels and client-birthday reminders.

14. Reporting

An extensive reporting centre offers nineteen ready-made reports. Each report can be exported to CSV, Excel and PDF, and printed directly.

·       Revenue, sales, margins and profit.

·       Purchases and suppliers.

·       Patients, prescriptions and eye exams.

·       Workshop, warranties and after-sales.

·       Stock, insurance / funds and payments.

·       Products, frames, lenses and contact lenses.

15. Configuration & Administration

General Settings

·       Default stock alert threshold.

·       Prescription validity duration (months).

·       Contact-lens renewal reminder lead time (days).

·       Default optician.

Demonstration Data

·       One-click “Install demo data” generates a coherent French dataset: patients, clients, suppliers, frames, lenses, contact lenses, exams, prescriptions, quotes, orders, invoices, stock, repairs, warranties, payments and appointments.

·       One-click “Remove demo data” safely deletes only the demonstration records.

Permissions & Security

·       Fine-grained rights per functional area (read / create / delete) plus a module administration right.

·       Read and write granted by default so the module is usable immediately after activation.

·       CSRF tokens, input validation and multi-company isolation throughout.

Internationalization

Every string uses Dolibarr’s native translation system, with a separate language file per language. The module ships fully translated in English, French, Spanish, Italian and German.

16. Packaging & Deliverables

·       Complete module source code following Dolibarr standards.

·       All resources: icons, five translations, SQL schema, demonstration dataset.

·       Technical and user documentation, plus a training manual (PDF).

·       Clean install, upgrade and uninstall scripts with database self-healing.

·       Installable ZIP package, ready to deploy in Dolibarr.

17. Roadmap

·       Mobile optician application and secure patient portal.

·       E-prescription and mutual-fund tele-transmission (third-party payment, NOEMIE).

·       SMS / WhatsApp reminders.

·       AI-assisted lens recommendation.

·       3D frame / face try-on.

·       Barcode / QR stock scanning.

·       Extended REST API and e-commerce synchronization.

 

© 2026 DoliResources — https://www.doliresources.com — Optical Store Management v1.0