Visilion User Documentation

1.0 Introduction

Visilion is a premium all-in-one optical shop management suite designed for opticians and optical shop owners. Built with Electron, React, and SQLite, it streamlines daily operations from AI-powered prescription scanning to financial reporting, inventory tracking, and appointment scheduling.

1.1 Target Audience

  • Independent Opticians: Managing a single practice with modern digital tools.
  • Optical Shop Chains: Requiring consistent branding and multi-location data management.
  • Eye Care Professionals: Who need detailed patient prescription histories and exam records.

1.2 Value Proposition

  • Premium Experience: Stunning Glassmorphism UI with 10+ accent themes, dark/light modes, and animated backgrounds.
  • AI Efficiency: Google Gemini AI automatically extracts prescription data from photos, saving time and eliminating manual entry errors.
  • Data Sovereignty: All data stored locally in SQLite -- no cloud, no tracking, no internet required.
  • Global Reach: Full English, Arabic (RTL), and French support with auto-configured currencies and tax rules for 12+ countries.
  • 5 PDF Templates: Minimal, Elegant, Modern, Classic, Professional -- all customizable with logos, watermarks, and colors.

2.0 Getting Started

2.1 Installation

Download the installer for your platform from visilion.com/download. Visilion is available for Windows 10/11 (exe), macOS 11+ (dmg), and Linux (AppImage).

2.2 Initial Setup Wizard

On first launch, the 9-step Onboarding Wizard guides you through:

  1. Welcome -- Introduction to Visilion
  2. Name -- Your business name
  3. Choice -- New setup or import existing backup
  4. Language -- English, French, or Arabic
  5. Country -- Auto-configures currency and tax defaults
  6. Currency -- Review or customize currency symbol
  7. Tax -- Set VAT/Tax percentage and HT/TTC mode
  8. License -- Enter Pro/Ultra key or continue Free
  9. Done -- Ready to use

2.3 Plans & Licensing

FeatureBasic (Free)Pro ($4.99/mo)Ultra ($299)
Invoices30/monthUnlimitedUnlimited
AI Prescription Scanner20/monthUnlimitedUnlimited
Suggested Prices20/monthUnlimitedUnlimited
Lenses & Lentilles Inventory--YesYes
Custom Logo & Watermark--YesYes
Premium PDF Templates--YesYes
Database Backup/Restore--YesYes
Batch Export (PDF/DOCX)--YesYes
Dashboard & Analytics (real-time chart)Demo dataYesYes
Extended Themes (Accent Colors, Gradients, Effects)--YesYes
Priority Support--YesYes

3.0 Features Catalog

3.1 Dashboard & Analytics

The Dashboard provides a real-time 360-degree view of your business performance with interactive charts and summary cards.

  • Stats Cards: Total Revenue, Invoice Count, Products Sold, Average Sale -- with animated count-up effects.
  • Sales Chart: Interactive bar/line chart with period selection (1M/3M/6M/1Y/All) and mode toggle (Invoices/Revenue). View as column chart or flow line chart with previous-period comparison.
  • Cashflow Card: Circular donut chart showing Paid, Tax, and Total breakdown with time filters (1M/3M/1Y).
  • Recent Invoices: Quick list of latest invoices with pending/all filter and payment status badges.
  • Upcoming Appointments: Next 5 appointments with upcoming/done filter.
  • Search: Global search bar in the header for patients, invoices, and inventory items.

3.2 Invoice & Receipt Management

Comprehensive billing system tailored for optical prescriptions with auto-numbering, inventory integration, and multi-template PDF/DOCX export.

  • Prescription Entry: Full OD/OS fields for SPH, CYL, AXIS, ADD for both Distance (Long Vision / VL) and Near Vision (VP), plus treatment, index, lens type, brand, and diameter selectors.
  • Auto Invoice Numbering: Sequential format YY-XXXX (e.g., 26-0001).
  • Inventory-Based Frame Selection: Search, sort, and select frames from your inventory. Adjust prices with discounting.
  • Price Mirroring: One-click toggles to mirror ADD (distance), SPH (near), and price values between eyes.
  • Suggested Prices: Quick-select price grid based on your configured markup (configurable in Settings).
  • Pretty Numbers: Auto-rounds distributed totals for a cleaner look.
  • Advance Payment: Enter partial payments with automatic remaining balance calculation.
  • 5 PDF Templates: Minimal, Elegant, Modern, Classic, Professional -- all customizable with logo, watermark, header/footer text, and colors.
  • DOCX Export: Generate Word documents for individual or merged invoices.
  • Sharing: One-click share via WhatsApp, Email, or save PDF with custom print settings (paper size, DPI).
  • Print: Silent background printing with configurable paper size (A4/Letter) and quality (draft/normal/high/dpi).
  • Multi-Page Support: Auto page-breaks for long prescriptions and overflow content.

3.3 AI Prescription Scanner

Two scanning modes are available in the Invoice Form to automatically extract prescription data from photos.

  • Gemini AI Scanner (Online): Uses Google Gemini 1.5 Flash API to extract Patient Name, OD/OS values (SPH, CYL, AXIS, ADD) from photos. Requires internet. Premium feature (20 free uses/month on Basic, unlimited on Pro/Ultra).
  • Offline OCR Scanner: Uses Tesseract.js to extract text from prescription images without internet. Works entirely offline.
  • Camera Integration: Capture prescription photos directly using your laptop camera.

3.4 Patient Records

Maintain a searchable database of all patients with full prescription history.

  • Search: Find patients by name, phone number, or invoice ID with instant results.
  • Grid/List View: Toggle between card grid and detailed list display modes.
  • Filters: Filter by date range, eye condition (VL/VP), and order status (paid/pending).
  • History: View all past invoices and prescriptions for a specific patient with inline PDF preview.
  • Delete: Remove patient records with confirmation dialog.
  • Batch Export: Select multiple patients and export their invoices as PDFs or DOCX.

3.5 Inventory Tracking

Comprehensive stock management for all optical product types with advanced filtering, inline editing, and movement tracking.

Product Categories (3 tabs):

  • Frames: Eyeglass frames and sunglasses with brand, model, color, price, supplier tracking.
  • Lenses: Ophthalmic lenses with prescription-specific fields: SPH, CYL, AXIS, ADD, type, index, treatment, diameter. Auto-naming from {lens_type} {index} {treatment}.
  • Lentilles: Contact lenses with SPH, BC (Base Curve), DIA (Diameter) fields.

Capabilities per tab:

  • CRUD Operations: Add, edit (inline or via form), and delete items with confirmation.
  • Advanced Filtering: Filter by Brand, Category, Supplier, and Stock Status (In Stock, Low Stock, Out of Stock).
  • Search: Search by model, brand, color, lens type, SKU, or supplier.
  • Sorting: Sort by any column ascending or descending.
  • Stock Alerts: Color-coded indicators (orange for low stock, red for out of stock).
  • Inline Editing: Click any field to edit prices, quantities, and details directly in the table.
  • Movement History: Sidebar panel tracking every add, sell, edit, and delete with timestamps.
  • Investment Analytics: Real-time total selling value and purchase value (investment) for each category.
  • Purchase Price Tracking: Track cost price for margin and profit calculations.
  • Card/Grid View: Toggle between table and card display modes.

3.6 Appointment Scheduling

A full-featured calendar system for managing patient visits with multiple view modes.

  • Calendar Views: Month, Week, and Day views using react-big-calendar.
  • List View: Upcoming and past appointment tabs.
  • Service Types: Prescription Eyewear, Contact Lenses, Comprehensive Eye Exam, Dispensing, Follow-up/Examination.
  • CRUD: Add, edit, delete appointments with patient name, phone, date/time, service type, and notes.
  • Dashboard Integration: Upcoming appointments displayed on the main Dashboard.

3.7 Settings & Customization

Visilion offers extensive customization options across 12 settings sections.

  • Appearance: Dark/Light mode, 9 gradient themes + animated "live-colors" theme + solid mode. Glassmorphism effects.
  • Language: English, French, Arabic (full RTL support).
  • Country & Currency: Select from 12+ countries with auto-configured currency code, symbol, and tax defaults.
  • Tax / VAT: Configurable tax rate with HT (excl. tax) / TTC (incl. tax) mode toggle.
  • Profile: Business name, email, phone, address. License key entry with real-time activation status (Free/Pro/Ultra).
  • Printer: Default printer selection, paper size (A4/Letter), print quality (draft/normal/high/dpi).
  • Price Suggestions: Configure frame and lens markup percentages. Manage custom suggested price list.
  • Lens Options: Editor for treatments (14 options), index values (8 options), lens types (6 options), diameters (6 options).
  • Lens Brands: Add/remove brands, set default brand with star system.
  • Invoice Settings: Logo upload (13 default + custom), position (left/center/right), size (small/medium/large). Header/footer text. Background watermark with opacity, rotation, and size sliders. Live PDF preview of changes.
  • Automation: Toggle mirror ADD distance, mirror SPH near, mirror price. Clear cache and reset database options.
  • Updates: Current version display, check for updates, download progress bar, one-click install.

3.8 Backup & Restore

Your data is stored locally in a secure SQLite database. Visilion provides three backup methods.

  • Manual Export (.sqlite): Save a complete database snapshot to any location.
  • Auto-Backup: Schedule automatic backups to a folder (Daily/Weekly/Monthly).
  • Import: Restore from any previous .sqlite or .db backup file with format validation.
  • Data Location: All data stored in the data/ folder within the application directory.

4.0 Step-by-Step Usage Instructions

4.1 Creating Your First Invoice

  1. Navigate to the Create Invoice tab in the sidebar.
  2. Enter the Patient Name and contact details. The invoice number auto-generates.
  3. Fill in the Prescription values for OD (right) and OS (left) eye -- SPH, CYL, AXIS, ADD for Distance Vision. Use mirror toggles to copy values.
  4. Complete the Near Vision section if applicable.
  5. Select a Frame from your inventory or use the Quick Add option. Adjust price/discount as needed.
  6. Choose lens options: treatment, index, type, brand, diameter.
  7. Use Suggested Prices for quick price selection or enter custom amounts.
  8. Review the Total and enter advance payment if applicable.
  9. Click Save to record, Print for physical copy, or Share via WhatsApp/Email.

4.2 Using the AI Prescription Scanner

  1. In the Create Invoice tab, click the AI Scanner button (camera + sparkle icon).
  2. Upload a photo of a prescription or use your camera to capture one.
  3. Click Scan -- the AI extracts Patient Name, SPH, CYL, AXIS, ADD values for both eyes.
  4. Review the extracted data and make any manual corrections.
  5. Alternatively, use the Offline OCR option if you have no internet connection.

4.3 Managing Inventory

  1. Open the Inventory tab from the sidebar.
  2. Select the product category: Frames, Lenses, or Lentilles.
  3. Use Add New Item to enter product details, prices, and stock quantities. Lenses auto-name based on their specifications.
  4. Edit Items: Click the Edit icon on any row or click directly on a field for inline editing.
  5. Filter & Search: Use the filter panel to narrow by brand, supplier, or stock status. Use the search bar for quick lookup.
  6. Stock Alerts: Watch for orange (low stock) or red (out of stock) indicators. Define minimum stock levels per item.
  7. View Movement History: Click on any item to see its complete movement timeline (additions, sales, edits, deletions).

4.4 Managing Appointments

  1. Go to the Appointments tab from the sidebar.
  2. Switch between Calendar (Month/Week/Day) or List views.
  3. Click on a date or the Add button to create a new appointment.
  4. Enter patient name, phone, select service type (Prescription Eyewear, Contact Lenses, Eye Exam, Dispensing, Follow-up), set date/time, and add notes.
  5. Save to see it reflected in the calendar and the Dashboard's Upcoming Appointments list.
  6. Click existing appointments to edit or delete them.

4.5 Exporting & Sharing

  • Single Invoice: From the Invoice Preview, use Save PDF, Print, WhatsApp, or Email buttons.
  • Batch Export: In the Dashboard or Customer Search, select multiple invoices and use "Batch Export" to save as individual PDFs, a single merged PDF, or DOCX files.
  • Invoice Templates: Choose from 5 templates (Minimal, Elegant, Modern, Classic, Professional) in Invoice Settings.
  • Backup: Export your entire database as a .sqlite file from Settings > Backup & Restore.

4.6 Customizing Invoice Templates

  1. Go to Settings > Invoice Settings.
  2. Upload your Logo (SVG/PNG recommended) or choose from 13 built-in defaults. Set position (left/center/right) and size (small/medium/large).
  3. Add a Background Watermark with adjustable opacity, rotation, and size for brand presence.
  4. Customize Header and Footer text that appears on every invoice.
  5. Choose from 5 PDF templates and see live preview of changes.
  6. Configure Print Settings: default printer, paper size (A4/Letter), quality (draft/normal/high/dpi).

5.0 Technical Requirements

  • OS: Windows 10/11, macOS 11+, Linux (AppImage).
  • Storage: Minimum 500MB available space.
  • Memory: 4GB RAM recommended.
  • Database: Local SQLite -- all data stays on your machine.
  • Internet: Optional -- only needed for updates, AI scanner (Gemini), and email/WhatsApp sharing.
  • Printer: Standard A4 or Thermal Receipt printer for physical copies.
  • Camera: Required for AI Prescription Scanner photo capture (optional, file upload also supported).

6.0 Appendix

6.1 Troubleshooting

  • Invoices Not Saving: Ensure you have write permissions for the application folder. Check disk space.
  • Logo Not Appearing: Verify the image format (SVG/PNG recommended) and check opacity settings in Invoice Settings.
  • Slow Performance: Clear the cache in Settings > Automation > Clear Cache. Close unused tabs.
  • AI Scanner Not Working: Check internet connection for Gemini scanner. Try the Offline OCR scanner as fallback.
  • Print Issues: Check default printer settings in Settings > Printer. Try changing paper size or quality.
  • License Activation: Ensure you have internet for first activation. Offline grace period is 20 days.

6.2 Frequently Asked Questions (FAQ)

  • Q: Can I use Visilion offline?
    A: Yes, Visilion works entirely offline. Internet is only required for updates, the Gemini AI scanner, and sharing via Email/WhatsApp.
  • Q: Where is my data stored?
    A: Your data is stored locally in the data/ folder as a secure SQLite database. We do not collect, transmit, or store your data on any servers.
  • Q: Can I upgrade from Free to Pro/Ultra later?
    A: Yes. Purchase a license and enter it in Settings > Profile. All your data is preserved.
  • Q: How do I back up my data?
    A: Go to Settings > Backup & Restore. You can export a .sqlite file manually or set up automatic daily/weekly/monthly backups.
  • Q: Does Visilion support Arabic?
    A: Yes, Visilion fully supports Arabic with RTL (right-to-left) layout across the entire interface, including PDF generation with Arabic fonts.
  • Q: What are the different PDF templates?
    A: Visilion includes 5 templates: Minimal (clean), Elegant (centered logo + gold accent), Modern (accent color bar), Classic (double border), and Professional (dark header bar).
  • Q: How do I reset the app?
    A: Go to Settings > Automation and use "Clear Cache" or "Reset Database". You can also delete the data/ folder manually.