Visilion
Documentation

Download the installer for your system from the Download page and run it. Launch Visilion from your desktop or start menu — your data always stays on this machine.

On first run the Setup Wizard appears. Choose your preferred language from 33 supported languages — every screen is fully translated, not just the menus.

Select your country and Visilion auto-configures the currency for you. Set your local VAT / Tax percentage and the decimal separator used on prices.

The wizard asks "Who do you work with?" — tick the lens brands you sell from 17 shipped starter brands (Essilor, Zeiss, Hoya, Rodenstock, Nikon, Shamir and more). Each brand you pick is created with its product catalog loaded, so it appears on the invoice right away. Re-running the wizard pre-selects your currently-active brands, and unchecking one deactivates it — the step turns brands both on and off. You can Skip and add brands later from Settings → Lens Options.

Activate a Pro or Ultra license key to unlock unlimited usage, or continue on the Free plan. Free includes 100 invoices/month, 20 AI prescription scans/month and 50 suggested-price opens/month — limits reset automatically at the start of each month, and you can upgrade any time from inside the app.

The wizard finishes and drops you on the Dashboard. Add your first stock items in Inventory, then create an invoice — everything is now in sync.

The top cards show monthly revenue, prescription count, top seller and open tasks — with animated counters. Numbers tick up live as you save invoices and work through the day.

Sales charts, revenue growth indicators and cashflow cards plot daily, weekly and seasonal trends so you can spot busy periods and quiet gaps at a glance.

Today's and upcoming patient visits appear right on the Dashboard — no need to open the calendar to know who is coming in next.

The latest sales are listed with totals and status. Batch Export lets you select several invoices and save them as individual PDFs or one combined file right from here. Exported PDFs use the exact template selected in Settings → Invoice (Minimal, Elegant, Modern, Classic or Professional) — the same look as printing and previews, with your logo, watermark, footer and accent color applied.

Click a stat card or alert and Visilion opens the matching tab — so a low-stock notice lands you straight in Inventory, and a revenue card opens your invoices.

Click Create Invoice in the sidebar. Everything you need — patient, prescription, products and payment — lives on this one screen, so you never juggle tabs mid-sale.

Type the patient name and contact details. Visilion searches your records as you type so returning customers are one click away.

Enter OD (right) and OS (left) values: Sphere, Cylinder, Axis and ADD — separately for long distance (DV) and near vision (NV). Tip: use the AI camera button (next to Save) to fill this from a prescription photo automatically.

Select a frame from inventory or enter the details manually, then choose the lenses. Stock items are filtered by long/near vision so you never pair the wrong part.

Visilion suggests a smart retail price based on your markup. "Pretty Numbers" rounds distributed totals for a cleaner, customer-friendly figure. Free plan: 50 suggested-price opens/month.

Add a discount if agreed, and confirm the tax amount (set in Settings). The total recalculates instantly as you type.

Save deducts stock automatically and records the sale in the patient's history. Print produces the receipt/PDF, and the WhatsApp / Email icons send the document straight to the patient in one tap — no lag, thanks to the background printing pipeline.

When a saved invoice contains lens work, Visilion asks "Send this order to a lab?" — one click builds a draft Lab Job Card from the order so nothing is re-keyed. See the Lab Orders section.

Go to the Create Invoice tab. In the icon row at the top of the form, click the camera button with a small sparkle (lives right before the Save group). The "Scan Prescription" window opens.

Pro and Ultra plans scan unlimited times. On the Free plan you get 20 AI scans per month — the monthly counter resets and you can upgrade from the app if you hit the limit.

For the smartest reading, click the key/settings icon in the scanner window (top-right), paste a free Google Gemini API key from aistudio.google.com and click Save. Without a key, Visilion still works using offline OCR.

Click Start Camera and allow camera permission if prompted. Lay the prescription flat and hold it inside the corner-bracket frame — keep it still in good light.

Status moves through Positioning → detecting fields → N fields detected → Processing / AI Analysis. Boxes snap around each value. Prefer auto-capture, or press Capture Now / the upload icon to use a photo from your gallery.

Visilion fills the Right Eye (OD) and Left Eye (OS) prescription for long and near vision, including ADD. Tap any field to correct a misread value.

A confirmation toast appears and every value is copied into the invoice form. Pick a frame, review the total, then Save or Print — done.

Click Patients in the sidebar to open the patient database. Every record appears in a tidy list with name, phone and recent activity.

Type in the search box and results filter as you type. You can look up patients by name, phone number, or invoice ID — perfect for when a patient can only remember their receipt number.

Click any patient to open their file: contact details, visit history, every past invoice, and the full prescription record (including scanned prescriptions).

Click Add Patient to create a new record — name, phone, notes. Edit any field later. New records are available across the whole app instantly (search, invoice, appointments).

From any invoice or appointment you can open the patient's full history in one click — no need to go back to the Patients tab.

Click Inventory in the sidebar and pick a category — Frames, Lenses or Lentilles. Each tab lists every item with category, brand, price and remaining stock.

Click Add New Item and fill in name, category, cost, both retail prices (normal + second tier) and starting stock. On save, a Code128 barcode is generated automatically (prefix + counter, e.g. VS000043) unless you type your own.

Use the filters for Brand, Supplier and Stock Status (In Stock / Low Stock / Out of Stock) to narrow a large catalogue to exactly what you need.

Click the Edit icon on any row to change prices or quantities directly in the table — no separate form to navigate.

Items near the restock threshold show orange (low) or red (out) badges in the quantity column, and stock movements are tracked in the item's history with sell and refill entries.

The Investment Analytics panel calculates the total selling value and purchase value (investment) for each category, so you always know how much capital is sitting on the shelves.

When you select a stock item on an invoice and save it for the first time, the quantity drops automatically and a sell movement is logged — your stock stays honest with zero extra steps.

Lens stock items carry a Tint (Gray, Brown, Green, Blue, Purple, Rose, Yellow, Transparent, or None) — pick it in the add-lens form, change it from the item's detail panel, see it on the stock table (index · tint), and use the Tint filter to match physical stock to a catalog variant.

Every new stock item receives a Code128 barcode (prefix + counter, e.g. VS000043). You can also type a custom barcode you scanned from a supplier box when adding the item.

Open the item and choose Barcode. A printable label is generated with the product name and price — send it to your label printer and stick it on the display.

In the invoice screen, use any USB barcode scanner or type the code — Visilion recognises it and adds the matching stock item to the sale instantly.

If you sell a product that already carries a manufacturer barcode, set that as its custom barcode and the scanner will match it during invoicing — no relabeling needed.

Click Appointments in the sidebar. A weekly calendar shows every day with its scheduled slots; today is highlighted.

Click Add Appointment and choose the date, time, patient and purpose (e.g. Frame fitting, Vision test, Follow-up). The new slot appears on the calendar instantly.

Move each appointment through Scheduled → Confirmed → Completed, or mark it Cancelled — status shows as a coloured badge on the appointment.

Click a patient name on any appointment to open their file and see their full history before they arrive.

While invoicing a prescription, choose Send Lenses to Lab — a new card appears in the Pending column automatically. For most sold lenses, the card is generated automatically from the invoice.

Open the Lab Orders tab and drag each card through the four steps — or use the action buttons — as the lab treats, completes and returns each order. Every card shows the patient's prescription (OD / OS with sphere, cylinder, axis, the near values and the PD) just like the patient cards, so you can verify the Rx at a glance before dispatching.

When the glasses are ready and handed over, mark the card Delivered. The order is done and out of the board.

Set your shop name and address in Settings — they're printed on every invoice and document automatically, so your receipts look professional without any manual editing.

Choose from 33 interface languages (Arabic, French, English, Spanish, and more) and set your currency and default tax rate. The whole interface switches instantly.

Pick an accent color for your invoice template so printed and PDF receipts match your brand identity.

In Settings → Lens Options, a launcher card with live stats opens a full-screen popup with three tabs — Brands, Products and Values. On Brands you manage the lens brands: activate only the brands you buy from (only those appear when invoicing), star a default, add WhatsApp/email contacts, clone a catalog into another brand, and delete with confirmation. On Products you edit each brand's variants (coating × type × index × tint × optional fixed price) — grouped by product line and by the four category tabs (Stocks, Progressive, Solar, Fabrication), with bulk edit/delete/move, duplicate, conflict detection, and an add stock action per line. On Values you grow the shared treatment/index/type/tint/diameter lists and link a treatment to one or more brands. Starter templates load without prices; a set fixed price auto-fills the invoice lens price (with a "From catalog" badge). On the invoice, picking a brand narrows Treatment → Lens Type → Index → Tint to what that brand actually sells, saved picks are never wiped on load, and a brand without a catalog shows a hint while using generic options. The inventory lens form and detail editor apply the same brand cascade and flag price mismatches against the catalog.

Go to Settings → Users (admin-only). You'll see the list of staff accounts and their roles.

Click Add User, enter the name and role, and save. The new account is active immediately with the permissions of its role.

Admin has full access to everything. Sales can invoice and manage stock but cannot touch settings or users. Read-only can view reports and the dashboard only.

Change a staff member's role in one click — permissions apply from the next action.

Inside Settings, open the Backup tab. You'll see the database vault with every saved backup and its timestamp.

Click Create Backup — a .sqlite copy of your database is saved to your chosen folder, stamped with the date.

Toggle auto-backup ON and Visilion creates a fresh database copy after every completed sale — no more worrying about losing the day's work.

Pick any .sqlite / .db backup and restore it. Files are applied safely with integrity checks, so a bad file can never corrupt your live data.