Aspheric AI software for opticians

Cyclos · Practice management software for opticians

Practice software that pulls its weight.

Cyclos is practice management software for opticians. It runs a whole dispense on a single sheet — prescription, jobs, measurements, money and NHS forms, without leaving the page. It shows patients the real thickness of their lenses before they choose. It reads supplier invoices straight into stock, counts your frame book with a tap, and finds “one like this” from a photo. And it runs on a machine in your practice, not in somebody’s cloud.

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Made in the UK by Aspheric Limited. Installed on your own hardware.

The main event

One patient, one sheet, no tab-hopping.

Everything a dispense needs is on a single screen: the patient headline, the prescription strip, the measurements, and one line for each job — glasses, contact lenses, hearing aids, fees. Open a job in place to pick the frame from stock, choose the lenses and add the extras, then close it again without losing your place.

Across the top, a journey ribbon shows where the work actually is — prescribed, built, ordered, ready, collected. Nobody sets it; Cyclos derives it from the jobs themselves, so it can’t be wrong. Money and NHS paperwork live in a drawer on the same sheet: payments, discounts, NHS vouchers, VAT invoices and GOS forms, side by side with the balance still owing.

Where it pays

A dispense stops being a trail of screens somebody has to remember to finish — and the balance nobody chased is visible from the moment it exists.

Frames and lenses are picked from real stock, never typed

Add-ons obey your practice's own compatibility rules

Double payments, double invoices and price drift are blocked, not tidied up later

The Cyclos dispense sheet: patient record, journey ribbon, prescription strip and one line per job, with the balance due alongside.
The Cyclos money and forms drawer open over a dispense, showing totals, a discount, recorded payments, the outstanding balance and the NHS GOS forms.

Only in Cyclos

Four things your current system can't do.

On the dispensing table

Patients choose thin lenses when they can see the difference.

Photograph any frame on the capture board we supply, and Cyclos traces its true lens shape to the millimetre. Pick a lens, and your patient sees the edge thickness of their own prescription in that exact frame — 1.5 against 1.67, side by side, as a clear diagram and a rotatable 3D lens. Cyclos can also rank your entire frame book by which frames give this prescription the thinnest, lightest result — every frame judged from its own traced shape, not a guess from its width.

Where it pays

High-index upgrades stop being a leap of faith. When patients can see the difference, they buy it — and that's where dispensing margin lives.

Cyclos lens visualisation showing both eyes' traced lens shapes with edge thickness in millimetres at each meridian, blank sizes and a lens tint picker.

At goods-in

Point a camera at the invoice. Stock books itself in.

Drop in a supplier invoice as a PDF — or just photograph the paper copy — and Cyclos reads every line: model, colour, sizes, quantity, cost. Review on screen, correct anything, commit: existing frames top up, new frames create themselves with measurements and cost price filled in. Contact-lens invoices go one better — each line is matched to the patient's outstanding order, marked ready, and the patient told their lenses are in. Line totals are cross-checked and duplicate invoices refused, for supported suppliers, with more formats added as practices need them.

Where it pays

Goods-in shrinks from an afternoon of re-keying to a couple of minutes — and with cost prices always current, your margins are real, not remembered.

In the stock room

A stock take is a lap of the practice, not a closed afternoon.

Tag your frames once, and counting becomes tap, tap, tap. Run a bulk cycle and Cyclos hands back three lists — present, missing, unexpected — the moment you finish. Or run a counted stock take, where every frame is a checklist line and nobody can sign off a shortfall without writing down why. Tags retire themselves when a frame sells, ready to use again.

Where it pays

Missing frames get noticed the week they go, not at year-end — and every one of them is three figures of stock walking out the door.

On the shop floor

“Can I get one like this?” — yes, from your own stock.

A patient loves the frame they walked in wearing. Photograph it, and Cyclos ranks your entire frame book by resemblance — by overall look or by lens shape — with names, sizes and prices, on a tablet you can turn to face them. Tap any match to preview it in 3D. The photo is used for the search and then discarded; nothing joins your records.

Where it pays

The hardest request in optics becomes a same-day sale from stock you already own — instead of “have a browse and see”.

Cyclos frame matching: 'Like your current frames?' with Looks like it and Same shape options, and ranked matching frames from stock with similarity bars.
The Cyclos lens advisor on a tablet, listing recommended lenses ranked with plain-English reasons and prices.

In the dispensing chair

Turn the tablet around and let the lenses explain themselves.

The Advisor is the patient’s screen, not the optician’s. Nothing is editable, nothing needs typing, and there is no clinical shorthand — just the lenses you actually sell, ranked for this prescription in this frame, with plain-English reasons and a price per pair.

It talks in outcomes a patient understands: how thick the edge will be in millimetres, how much the lenses will weigh, what the pair costs. A 3D preview shows the real lens, turned to face them. And the extras on offer are your practice’s own — with your compatibility rules already applied, so nothing is offered that can’t be made.

Where it pays

The upgrade conversation stops being a pitch and becomes an informed choice — which is exactly when patients say yes to it.

Local-first by design

Cyclos runs in your practice, not in somebody's cloud.

Cyclos installs on one Windows machine in the practice, with your database sitting beside it, and everyone works from a browser on your own network. No patient data leaves the building except the NHS claims you send — and, if you switch them on, patient texts and emails, which you can route through your own mail relay instead. The interface ships its own fonts, so it renders correctly on a practice PC with the internet unplugged.

The diary from home, without us in the middle

Staff can reach the appointment diary off-site over a private network your practice owns and controls, on a default-deny allowlist scoped to the diary alone. Aspheric operates no server anywhere in that path — and every remote session is named, attributed and logged.

Erasure that actually erases

A right-to-be-forgotten request removes the patient’s identifying data from the database itself, attachments included — not a flag on a row that keeps the data underneath.

An audit trail that answers the question

Who looked, who changed it, who signed it off, and when. It covers the administrative settings and the money as well as the records.

Backups you can actually restore

One command backs up the database and the files beside it, and restoring puts back both. Upgrades roll themselves back if they fail, rather than leaving you half-installed on a Monday morning.

And in the background

Cyclos chases things, so your team doesn't have to.

The nudge bell

Payments not yet taken, frames, lenses and contacts not yet ordered — counted on every screen, one click straight to the record. It disappears entirely when there's nothing to chase.

Contact-lens supply watchlist

Cyclos works out when each wearer's lenses run out from what they collected, and lists who's due soonest — with one-tap SMS or email before an internet retailer gets there first.

Reminders that run themselves

Appointment reminders and recalls send on schedule, with confirm and cancel links that update the diary on their own. Fewer no-shows, no front-desk chasing.

“Your lenses are in” — automatic

When a supplier delivery matches a patient's order, the job is marked ready and the patient is told — no phone-tag, no forgotten collections on the shelf.

Online booking, from your live diary

A public booking page driven by your real diary, rota and closures. Requests drop into the diary for confirmation — the practice stays in control.

Your website, stocked from your stock room

Your own site's frame catalogue can be driven by the frames actually on your shelves, published outbound from the practice. Retail prices go out; cost prices and stock counts never do.

GOS & NHS, right first time

Voucher bands worked out from the prescription against dated rate tables, and electronic claims validated against the official NHS schemas — with a duplicate-submission guard — before anything is sent.

Send this to the iPad

Hand a live session — the patient and the dispense in progress — from the desk to a tablet. The tablet accepts it and picks up exactly where you left off.

Announcements that do something

Post a notice that also changes what the software allows. A week-long supply problem on 1.74 lenses tells the whole team and quietly takes those lenses off the dispense until it clears.

Know what to buy next

Your frame book broken down by shape, eye size and price band, and what actually sells to which kind of patient. Aggregate only — no patient is identifiable in any of it.

Rota, timesheets and holiday

Shifts, change requests and holiday allowance live in the same system as the diary they affect, so cover and closures are never news to the booking page.

Smart dispense guidance

The right lens index recommended from the prescription and the frame, with plain-English reasons on cards built to face the patient — and ISO tolerances computed for every finished pair.

Every exam charged

Booking a sight test or contact-lens exam automatically creates the dispense and its priced fee — so a busy handover never turns into an uncharged exam.

Paper prescriptions, read in

Photograph an outside prescription and Cyclos reads it into the Rx fields for you to check before anything is saved.

Audiology, when you do it

Hearing tests, audiograms and hearing-aid jobs sit on the same dispense as the glasses, priced and collected the same way.

Product tour

See Cyclos in action.

Patient records, right where you need them

A structured record for every patient — personal, contact and NHS details, recall dates and a clinic-aware appointment diary, all on one calm screen.

Cyclos patient page showing the patient record panel beside the appointment diary.

The diary, the way the day actually runs

Appointments by clinician and clinic type, with the rota, closures and online booking requests all landing in the same place — and the patient record open beside it.

Cyclos diary day view: appointments by clinician and type down the timeline, with a patient record open in the left-hand panel.

Every frame and lens, accounted for

Live stock across frames, lenses and contact lenses, with fast search and at-a-glance in-stock, low and re-order flags on each line.

Cyclos stock screen listing frames with brand, colour, size and stock levels.

Your practice, by the numbers

Revenue, sight-test conversion and cash-up at a glance — daily or monthly, and broken down by optometrist, so you always know where the practice stands.

Cyclos sales overview with a revenue chart, conversion analytics and cash-up.

NHS GOS forms, built in

Generate, validate and print GOS forms straight from the dispense — patient details carried across and eligibility captured the right way.

Cyclos GOS 1 NHS-funded sight test form with patient details and eligibility sections.

About

Modern technology, built for how opticians actually work.

Aspheric Limited is a UK software company bringing modern AI to independent optics. Our flagship product, Cyclos, is practice-management software shaped by how opticians actually work — AI where it genuinely makes or saves you money, local-first everywhere it touches patient data, and calm, reliable design in between. If you run an independent practice and want your systems working as hard as you do, let's talk.

Cyclos is developed and supported by Aspheric Limited.

Contact

Let's talk about your practice.

Get in touch for a demo, a question, or a chat about whether Cyclos is right for you.

Email tim@aspheric.co.uk Phone 07838 222930