The verdict in three sentences
For a Manchester optician chain with 6 branches and 22 users, shared software covering patient records and prescriptions, NHS voucher handling, frame stock across branches and lens lab ordering costs 30,000 to 95,000 GBP as a 2026 market estimate. The sample quote below, at about 57,000 GBP, shows where the money goes: NHS claims and lab integrations weigh more than the sales screens. Add 500 to 1,800 GBP a month in support, and insist that every line is expressed in days, or quotes cannot be compared.
The scope in numbers
The managing director runs branches in the city centre, Didsbury, Chorlton, Stockport, Altrincham and Salford Quays. Each branch records sight tests, issues prescriptions, processes NHS optical vouchers and claims alongside private sales, sells frames and lenses, then orders lenses from several labs. Frames move between branches.
| Parameter | Value for the chain |
|---|---|
| Branches | 6 |
| Users | 22 (optometrists, dispensing opticians, retail, admin) |
| NHS claims per year | 3,000 to 6,000 |
| Frames in stock | 3,000 to 7,000 |
| Lens labs connected | 2 to 4 |
| Market budget | 30,000 to 95,000 GBP, 2026 estimate |
| Market support | 500 to 1,800 GBP a month |
Before going custom, check that no specialist practice management system already covers your needs for less: custom work pays off mainly for fine grained multi branch stock, a unified customer journey or proprietary dashboards.
The itemised quote
Average day rate used for the example: 470 GBP, a 2026 estimate for a UK team. Days vary by provider; the structure of the quote should stay the same.
| Line | Days | Amount | Comment |
|---|---|---|---|
| Discovery, branch workshops, wireframes | 10 | 4,700 GBP | Visit 2 branches, dispenser journey |
| Patient records and prescriptions | 12 | 5,640 GBP | History, recalls, contact lens records |
| NHS vouchers and claims | 20 | 9,400 GBP | Eligibility, voucher values, claim status tracking |
| Multi branch frame stock | 16 | 7,520 GBP | Transfers, stock counts, reorder alerts |
| Lens lab ordering integration | 18 | 8,460 GBP | Catalogues, electronic orders, job tracking |
| Till and invoicing | 10 | 4,700 GBP | Or integration with the existing EPOS |
| Chain dashboards | 6 | 2,820 GBP | Sales, margin, average order per branch |
| Data migration for 6 branches | 10 | 4,700 GBP | Patients, prescriptions, stock |
| Testing, training, rollout | 12 | 5,640 GBP | Pilot branch then the other 5 |
| Project management | 6 | 2,820 GBP | Weekly progress review |
| Total | 120 | 56,400 GBP | Middle of the market range |
Recurring costs to add
| Recurring item | 2026 market ballpark | Note |
|---|---|---|
| Support and maintenance | 500 to 1,800 GBP a month | Fixes, updates, branch support |
| Secure UK hosting | 120 to 500 GBP a month | Health data: UK GDPR special category rules apply |
| NHS claim submission services | Per your contracting arrangements | Include in total cost |
| Lens lab catalogue access | Often free or included | Confirm with each lab |
| Yearly enhancements | 10 to 15% of the initial build | New branches, new rules |
Kolonell is one nearshore option alongside specialist software vendors, Manchester agencies, IT services firms and freelancers. Kolonell's prices are 6,100 to 10,670 EUR for a medium application and 10,670 to 22,870 EUR and up for a complex one, with Premium maintenance at 183 EUR a month and a customer portal option at 230 EUR. Always compare against the same quote structure.
Mini case study
Illustrative example: James, managing director of a 6 branch optician chain in Manchester, finds his teams spend 20 minutes per NHS claim on paperwork and status chasing, across 4,500 claims a year, and lose about 3% of claims to rejections.
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With integrated voucher handling and claim tracking he targets 6 minutes per claim: 14 minutes saved x 4,500 = 1,050 hours a year, about 24,000 GBP of loaded staff cost. Cutting dormant frame stock by 15% on 90,000 GBP releases 13,500 GBP of cash. For a 56,400 GBP project and 600 GBP monthly support, the net saving is about 16,800 GBP a year: deducting the released stock, payback comes in about two and a half years, before counting fewer rejected claims.
FAQ
Why do quotes range from 30,000 to 95,000 GBP?
Mainly because of NHS claim depth, multi branch stock complexity and data migration. Ask for days per line to compare like for like.
What data protection rules apply?
Prescriptions and clinical records are special category data under UK GDPR. Expect UK hosting, access logs and a processing agreement, at roughly 120 to 500 GBP a month in hosting.
How long to equip 6 branches?
Plan 4 to 6 months: 2 to 3 months of build, a 3 week pilot branch, then two branches a week.
Can we keep our current EPOS?
Yes, if it offers an API. The till line then becomes a connector, often 4 to 6 days instead of 10.
What should 500 to 1,800 GBP of monthly support cover?
Fixes, updates to claim formats, branch support with a guaranteed response time and backups. New features are usually quoted separately.
Let's scope your project. Send us your branch count, users, claim volumes and labs, and we will return a line by line quote in days with a rollout plan. Detailed quote within 48 h. WhatsApp +221 77 596 93 33.
Mohamed Bah
Fondateur, Kolonell
Passionate about digital and entrepreneurship in Africa, Mohamed has been helping Sénégalese businesses with their digital transformation since 2020. Founder of Kolonell, he believes every SME deserves a professional and accessible online présence.
