Optical & Eye Care

Optical Clinic Accounting & ERP Software (Malaysia)

Rx to receivable. Frames, lenses, insurance panels, and lab orders — without the spreadsheet sprawl.

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Optical retail blends clinical records with high-value stock and insurance billing. IntBooks has an optical module for patient records, prescriptions, eye exams and appointments, frame and lens catalogues (with optional frame serial numbers), insurance panel claims, and lab orders — on the same MyInvois-ready accounting core.

Why generic accounting software fails optical businesses

The optical accounting problems we hear every week

  • Rx, billing, and inventory live in three systems

    Patient Rx in one notebook. Frame sales in a POS. Insurance claims in a spreadsheet. None of it ties to your GL.

  • Insurance panel claims slip through the cracks

    Each insurer panel has its own coverage and payment cycle. Matching claims to payouts by hand loses revenue silently.

  • Frame serial numbers don't tie to sales

    Designer frames are high-value stock. If you can't trace a specific frame from receipt to sale, shrinkage hides in plain sight.

  • Package pricing hides your margins

    Frame-plus-lens packages, discounts, and insurance co-payments make it hard to see what you actually earn on frames versus lenses.

Built for optical

Purpose-built modules — not generic accounting

  • Rx capture & patient records

    Capture sphere, cylinder, axis, ADD, prism, and PD for both eyes. Store prescriptions against each patient, with eye exams and appointments alongside.

  • Frame & lens catalogues

    Keep frame, lens, and contact lens catalogues, record frame serial numbers where you use them, and track consignment frames separately from stock you own.

  • Insurance panel claims

    Set up each insurer panel with its default coverage. Create claims, follow them through submitted, approved, rejected, and paid, and see what is still outstanding.

  • Package revenue split

    Define frame-plus-lens packages with the revenue split between frame and lens, so gross margin by category stays accurate.

  • Lab orders & recall reminders

    Send lens orders to your lab and track their status, and schedule recall reminders for patients due for their next eye exam.

  • MyInvois for optical retail

    Issue e-invoices to insurance panels and corporate accounts, and group walk-in POS sales into a monthly consolidated e-invoice.

How it works

From setup to month-end close

  1. 1

    Set up your catalogues & panels

    Add your frame, lens, and contact lens catalogues and your insurance panels. Import products from a spreadsheet if you have many.

  2. 2

    Record the exam and Rx

    Record the eye exam and prescription against the patient, then create the sales order for frames and lenses.

  3. 3

    Track insurance claims

    Create a claim for the insured portion of the sale and follow it from submission to payment.

  4. 4

    Close the month

    Review your P&L, outstanding panel claims, and open lab orders, and submit your monthly consolidated e-invoice if you use one.

Real-world examples

What optical businesses use IntBooks for

  • Independent optical shop keeping patient records, prescriptions, and sales in one system
  • Optical shop tracking claims with several insurance panels from submission to payment
  • Optical store sending lens orders to an external lab and tracking their status
  • Optometrist issuing e-invoices to corporate eye-care accounts
  • Boutique recording serial numbers for high-value designer frames
  • Optical retailer splitting package revenue between frames and lenses on the P&L

Core modules used by optical businesses

Optical FAQ

Can IntBooks track individual frame serial numbers from supplier to customer?
Yes, where you use serial numbers. Each frame in the catalogue can carry its own serial number and be looked up by it, and the POS serial-tracking and serial audit report show which serialised item was sold.
How does the insurance panel reconciliation work?
Each insurer panel has a default coverage percentage, which fills in the insured amount at the optical register. You then create the claim, move it through submitted, approved or rejected, and paid, and see which claims are still outstanding.
Can IntBooks handle eye-exam fees separately from frame and lens sales?
Yes. Eye exams have their own appointments and exam records in the optical module. To keep exam fees separate on your P&L, bill them as a service item mapped to its own revenue account. Packages split revenue between frames and lenses based on the amounts you set.
Are optical Rx records protected under PDPA?
Yes — prescriptions and patient records are personal data under the PDPA, and your practice is responsible for protecting them. In IntBooks, creating, editing, and deleting prescriptions requires specific role permissions. See our privacy policy for how we handle personal data.

Related reading & services

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Outsourced services

Ready to try IntBooks for your optical business?

IntBooks is in closed beta. Join the free waitlist and we'll invite you in and help you set up, including MyInvois e-invoicing.

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