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Case Study – Optical Retail Industry

Why Optical Operations Need a Specialized ERP System &

How CloudFrames Solves Them


Managing an optical business is far more complex than standard retail. Every order depends on precise lens specifications, accurate prescriptions, stock availability, and timely workshop coordination. Even a small mistake in lens power, thickness, or color can lead to customer dissatisfaction and costly rework.

Most optical stores - single-outlet or multi-branch - still operate with manual tools, disconnected billing software, or outdated legacy systems. This leads to confusion, stock mismatches, delivery delays, and financial errors.

CloudFrames, developed by Zesty Labs, is designed specifically to eliminate these problems using automation, categorization, and intelligent ERP workflows built on Odoo.

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View Detailed Product Features

Industry Overview

Industry: Optical Retail & Eye Care

Business Types:

• Single-store optical shops

• Medium & large optical outlets

• Multi-branch retail chains

• Eye clinics & optometrists

Solution Used:

CloudFrames – Optical ERP by Zesty Labs


odoo - based - cloudframes - zesty - labs

Traditional optical operations rely heavily on manual records, paper prescriptions, and disconnected systems. This causes issues in:

  • Stock tracking
  • Purchase & vendor management
  • Power mismatch errors
  • Workshop delays
  • Delivery commitments
  • Financial accuracy

CloudFrames provides a full digital transformation with automation, categorization, multi-branch control, and integrated inventory–sales–workshop workflows.

Optical Business Client Implementations

Jacky Opticals (Multi-Store Retail Chain)


Jacky Opticals is a well-established optical retail brand with two fully operational outlets, serving a wide customer base with prescription eyewear, frames, lenses, and accessories. As their business expanded, managing stock, prescriptions, and customer data across multiple locations became increasingly complex.

By implementing CloudFrames – Zesty Labs cloud-based Optical ERP, Jacky Opticals successfully centralized inventory management, enabling real-time stock visibility across both outlets. The system streamlined inter-branch stock transfers, eliminated manual stock errors, and automated billing workflows, resulting in faster checkout times and improved billing accuracy.

CloudFrames also enhanced their customer experience by enabling quick access to prescription history and repeat order data, helping staff offer more personalized service. Today, Jacky Opticals operates with smoother coordination between branches, improved operational control, and higher overall efficiency powered by Zesty Labs Odoo-based Optical ERP solution.

View More About Jacky Opticals

Lux Vision (Eye Clinic)

Lux Vision is a modern eye care clinic dedicated to providing comprehensive vision care services, including eye examinations, diagnostic testing, and specialized treatments. As patient volume increased, managing appointments, medical records, and billing through manual systems started affecting operational efficiency and patient experience.

By implementing CloudFrames – Zesty Labs cloud-based Optical ERP, Lux Vision successfully digitized its clinic operations, enabling centralized management of patient records, prescriptions, and appointment scheduling. The system streamlined patient check-ins, reduced paperwork, and improved coordination between front-desk staff and optometrists.

CloudFrames also enhanced patient care by allowing quick access to medical history, test results, and prescription updates, helping doctors deliver faster and more accurate diagnoses. Today, Lux Vision operates with smoother clinical workflows, reduced administrative workload, and improved patient satisfaction, powered by Zesty Labs Odoo-based Optical ERP solution.

View More About Lux Vision Clinic

Opium Eyewear (Optical Franchise)

Opium Eyewear is a well-known optical brand operating through a franchise model. As with most franchise-based optical businesses, individual franchise outlets face challenges in maintaining consistency across inventory management, lens data, prescriptions, billing workflows, and daily operations when systems are manual or disconnected.

To address these operational challenges, Few Opium Eyewear franchise outlets implemented CloudFrames – Zesty Labs cloud-based Optical ERP to digitize and standardize their store operations. CloudFrames enabled centralized inventory control, structured lens and product master data, and uniform prescription and billing workflows aligned with brand-level expectations.

By using CloudFrames, the franchise outlets achieved improved stock accuracy, reduced manual errors, and better operational visibility. The system also provided a scalable foundation that supports franchise growth while ensuring consistent customer experience across locations -all managed through a single, cloud-based Optical ERP platform powered by Zesty Labs.

View More About Opuim Eyewear Franchise

Core Industry Challenges (Real Problems Optical Stores Face)

Below is the complete, extended and industry-accurate list — including the points you provided, plus additional challenges that optical stores commonly face.

1️⃣ Lens Variations & Complex Product Combinations2️⃣ Vendor Diversity & Inconsistent Coding Systems3️⃣ Prescription Lifecycle & Customer History Problems4️⃣ Stock & Workshop Coordination Issues5️⃣ Inventory Management Difficulties6️⃣ Customer Relationship & Follow-up Gaps7️⃣ Financial Reporting Delays

1️⃣ Lens Variations & Complex Product Combinations

The Challenge:

Optical stores handle hundreds of lens variations, such as:

  • Different powers (SPH, CYL, AXIS)
  • Multiple thickness levels
  • Different index categories (1.50, 1.56, 1.60, 1.67, 1.74…)
  • Lens materials (CR, Polycarbonate, Glass)
  • Color/tint variations
  • Special coatings (blue-cut, anti-reflective, photochromatic)
  • Different vendor naming formats

This leads to:

  • Wrong lens booking
  • Wrong items going to workshop
  • Delivery delays
  • Confusion between vendors
  • Incorrect stock tracking

CloudFrames Solution:

✔ Categorizes lenses by Power → Index → Thickness → Material → Color → Coating

✔ Standardized naming across all vendors

✔ Vendor mapping ensures same lens = one master entry

✔ Eliminates lens mismatch at workshop

✔ Quick & accurate booking using structured classification

✔ Auto-suggestions when selecting lens combinations

2️⃣ Vendor Diversity & Inconsistent Coding Systems

The Challenge:

Vendors use entirely different:

  • Lens codes
  • Product names
  • Diameter specifications
  • Coating terms

Staff cannot recognize whether two vendor codes represent the same lens.

CloudFrames Solution:

✔ Vendor-product mapping

✔ Supplier tagging within product master

✔ Compatibility matching (alternative vendor options)

✔ Unified purchase & pricing structure

3️⃣ Prescription Lifecycle & Customer History Problems

The Challenge:

  • Difficulty identifying last prescription date
  • No reminders for re-test
  • No change-history of SPH/CYL/AXIS
  • No systematic tracking of child vs adult prescriptions

CloudFrames Solution:

✔ Complete digital prescription history

✔ Auto re-test reminders (WhatsApp/SMS/Email)

✔ Change tracking for each eye

✔ Prescription attachment storage

✔ Doctor/optometrist linking

4️⃣ Stock & Workshop Coordination Issues

The Challenge:

  • Manual job cards
  • Wrong power sent to workshop
  • Orders getting mixed
  • No tracking of job status

CloudFrames Solution:

✔ End-to-end workshop tracking

✔ Job card creation + power details auto-filled

✔ Status updates (Booked → In Workshop → Fitting → Ready → Delivered)

✔ Prevents power mismatch & delivery delays

5️⃣ Inventory Management Difficulties

The Challenge:

  • No real-time branch stock
  • Duplicate purchases
  • Inter-branch stock confusion
  • Wrong transfers

CloudFrames Solution:

✔ HO → Branch stock distribution

✔ Real-time stock visibility for all stores

✔ Branch-wise price lists & permissions

✔ Inter-branch stock transfer workflow

6️⃣ Customer Relationship & Follow-up Gaps

The Challenge:

  • No re-test reminders
  • No follow-up
  • No automated notifications
  • No record of old purchases

CloudFrames Solution:

✔ Auto WhatsApp/Email/SMS for invoices

✔ Order-ready alerts

✔ Offer/seasonal campaign messages

✔ Re-test reminders

✔ Customer lifetime history

7️⃣ Financial Reporting Delays

The Challenge

Manual systems cause:

  • Slow daily closing
  • No real-time sales insights
  • Delayed profitability reports

CloudFrames Solution

✔ Real-time financial dashboards

✔ GST-ready accounting

✔ Profit/loss, daybook, ledger, ageing, and more

CloudFrames: Complete Optical ERP Solution Overview

Product & Inventory Management


 

CloudFrames solves the biggest inventory problems optical stores face:

Advanced Lens Categorization

CloudFrames eliminates lens confusion by categorizing everything systematically:

  • Lens Power (SPH, CYL, AXIS)
  • Lens Index Levels (1.49, 1.56, 1.59, 1.67, 1.74 etc.)
  • Lens Thickness Categories
  • Material Types (CR, Polycarbonate, Glass, Trivex)
  • Lens Colors / Tints (Blue-cut, UV, Photochromic, Gradient, Sun tint)
  • Coating Types (AR, Blue Filter, UV, Scratch-resistant)
  • Vendor-wise product mapping (same lens → multi vendor code normalization)

Inventory Control

  • Real-time stock visibility across lenses, frames, accessories
  • Batch & serial tracking
  • Warehouse + stock location management
  • Automated stock transfers (HO ⇄ Branch)
  • Low-stock alerts & reorder recommendations
  • Dead stock / slow-moving product analysis

Result

➡ Zero mismatch

➡ Zero wrong bookings

➡ Zero workshop confusion

➡ Smooth vendor ordering

Customer & Eye Power Management


 

A complete eyecare record system:

  • Digital prescription lifecycle (new → delivered → repeat)
  • Power history tracking across years
  • Side-wise details saved (OD / OS)
  • Auto re-test reminders (WhatsApp/SMS/Email)
  • Multi-prescription management
  • Auto visibility of power changes to workshop staff

Result

➡ Accurate lens order

➡ Customer trust

➡ Repeat sales increase

Purchase & Supplier Management


 
  • Vendor-specific price lists
  • Vendor SKU mapping to CloudFrames SKU
  • Automated RFQs
  • Purchase order approval workflow
  • Expected delivery & vendor performance tracking
  • Over/under supply alerts
  • Multi-vendor substitution for same lens type

Result

➡ Faster vendor ordering

➡ Correct lens ordering every time

➡ Reduced purchase mistakes

Sales & POS Management


 
  • Fast POS billing
  • Frame + lens combination checks
  • Auto validation based on eye power
  • Order card generation
  • Discount rules & promotions
  • Customer category pricing

Result

➡ Faster billing

➡ Error-free order card creation

➡ Better customer experience

Workshop / Lens Fitting Management


 
  • Job card creation
  • Power instruction auto-fill from prescription
  • Fabrication & edging stage tracking
  • Delayed job alerts
  • Partial / full completion updates
  • Integration with lens lab
  • Delivery status notifications

Result

➡ On-time delivery

➡ No wrong edges

➡ No missing job cards

Multi-Branch / Franchise Management


 
  • Centralized HO control
  • Branch-wise stock, sales & customer data
  • Inter-branch transfers
  • Centralized purchase for all branches
  • Unified customer profile across branches
  • Branch performance comparison dashboard

Result

➡ Full chain control from one dashboard

➡ No branch confusion

➡ Less leakage / fraud

Accounting & GST Module (Integrated)


 
  • Automated invoice posting
  • GST-ready invoices
  • Tax computation (CGST/SGST/IGST)
  • Chart of accounts
  • Payables & receivables
  • Bank reconciliation
  • MIS financial reporting

Result

➡ Complete accuracy

➡ End-to-end financial visibility

Reporting & Business Intelligence


 

CloudFrames includes over 40+ optical-focused reports:

  • Lens Movement Report
  • Power Change Report
  • Workshop Status Report
  • Branch-wise Sales Performance
  • Frame Category Sales
  • Value/Volume Sales
  • Re-test Due Report
  • Contact Lens Expiry Report
  • Customer Age-wise Sales
  • Dead Stock Report
  • GST Reports
  • Profit & Loss / Balance Sheet

Result

➡ Better decisions

➡ Better stock planning

➡ Better profitability

Security & User Access Control


 

Role-based permissions

Department-level access

Branch-level data restriction

Activity logs

Secure cloud access

Barcode & Thermal Printing Integration


 

CloudFrames supports seamless hardware connectivity for both barcode scanning and thermal printing, ensuring faster billing, accurate stock handling, and efficient workshop operations.

Supported Barcode Brands

CloudFrames works smoothly with major industry-standard devices, including:

  • TVS Barcode Scanners & Printers
  • Honeywell Scanners
  • TSC Barcode Printers
  • Zebra Barcode Scanners & Printers
  • Rugtek Barcode Printers
  • Epson Barcode & Thermal Printers

These integrations ensure precise product identification, quick scanning, and error-free stock updates across single and multi-branch stores.

Cloud-Based & Mobile Ready


 

24/7 online access

Mobile/tablet friendly view

Remote business monitoring

Automated Communication System


 

WhatsApp / Email / SMS reminders

Re-test reminders

Order ready notifications

Invoice sharing

Offer campaigns

Our Solution – CloudFrames Optical ERP

Zesty Labs implemented CloudFrames, a cloud-based Optical ERP solution built on Odoo, to completely digitize and automate optical business operations.

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Our Approach to Implementing CloudFrames

Discovery & Requirement Mapping Implementation & System Configuration Training & Change Management Post Go-Live Support & Continuous Assistance

Discovery & Requirement Mapping

Our intuitive system ensures effortless navigation for users of all skill levels. Its clean interface and logical organization make t

We begin every Optical ERP implementation with a structured discovery phase:

  • Conducted detailed discussions with store owners, optometrists, and front-desk teams
  • Identified operational gaps such as lens handling issues, workshop delays, and stock inconsistencies
  • Mapped business workflows for sales, inventory, prescriptions, and branch coordination
  • Created a tailored implementation blueprint suited for optical retail operations

This ensures CloudFrames fits the business exactly, not approximately.

Implementation & System Configuration

After the discovery phase, CloudFrames is configured to match the optical business model.

Modules Implemented

  • Inventory Management – Real-time tracking of frames, lenses, and accessories
  • Sales & POS – Faster billing, order processing, and item validation
  • Optical Module – Eye-power management, prescription lifecycle tracking, workshop workflow
  • CRM & Customer History – Centralized customer data for all outlets
  • Accounting – GST-compliant invoicing, receipts, and financial reporting

Industry-Specific Customization

  • Lens master structured by power, index, thickness, material, color, and vendor
  • Product mapping for multi-vendor equivalence
  • Workshop job card flow configured from booking → fitting → delivery
  • HO–Branch workflow setup for multi-outlet businesses

This ensures a complete match to the unique complexities of optical retail.

Training & Change Management

Smooth adoption is a priority. We provide:

  • Role-based training for sales staff, optometrists, workshop teams, and managers
  • Hands-on practice sessions with real store data
  • Training videos & reference documentation
  • Support during the transition from manual/excel systems to CloudFrames

Teams become confident and independent in using the system within days.

Post Go-Live Support & Continuous Assistance

Zesty Labs provides reliable and responsive support to ensure uninterrupted operations.

  • Assistance with day-to-day usage
  • Troubleshooting & functional guidance
  • Lens master adjustments, workflow updates, and configurations
  • Regular improvements & enhancements as per business growth
  • Availability of priority support and AMC options

CloudFrames evolves with the business, providing long-term reliability and continuous improvement.

​Want to understand how CloudFrames can solve your optical business challenges?

➡️ Visit the Full CloudFrames Main Page

➡️Explore our Product Feature Page

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ABOUT 

ZESTY LABS

Zesty Labs a part of Alrais Labs is a leading global Odoo partner with offices in Germany, India, Oman and the UAE. Established in 2009, we specialize in delivering customized ERP solutions. 

Contact Us Today

📞 +91 8547341801

📧 contact@alraislabs.com