Every payment
M-Pesa, cash and split payments in the same sale.
Pharmacy operations, built for Kenya
Your pharmacy shouldn’t stop
because the internet did.
Optima runs on your own pharmacy computers. Sales, stock, shifts, purchasing and reports keep working with no internet connection, with M-Pesa built in.
- Free for 7 days
- KES 25,000 once
- Lifetime updates
- No monthly subscription
One connected system
The work behind a good counter, finally in one place.
When sales, stock and staff work from the same record, the pharmacy moves with more certainty. Optima connects the small decisions that usually get scattered across books, spreadsheets and memory.
01 02 Every batch
Costs, suppliers and expiry dates stay attached to stock.
03 Every decision
First-expiry-first-out dispensing, without guesswork.
04 Every trading day
A counter that keeps selling when the internet does not.
05 Every action
Fast PIN sign-ins and a named record of who did what.
06 Every shilling
Shifts, cash-ups and variances that reconcile properly.
Built for a pharmacy with one counter today, and more when you are ready.
See the system in actionWhy we built Optima
A pharmacy is not a shop that happens to sell medicine.
The counter carries clinical, financial and accountability decisions all day. Generic retail tools leave those decisions to notebooks and memory. Optima was made to bring them into view.
- 01
Expiry losses found too late
A date is noticed when stock is already a write-off.
Batches surface early, with the quantity and date that need action.
- 02
A till that thinks medicine is groceries
The POS records a sale, but knows nothing about the batch behind it.
The sale picks the right batch first and leaves a traceable record.
- 03
Cash that never quite reconciles
No opening float, no handover, and no clear answer at close.
Each shift starts, closes and names the variance while it matters.
- 04
No answer to a simple question
Sales, buying and expenses live in separate places.
One record turns the day into reports an owner can act on.
The result is a calmer counter, fewer expensive surprises, and a clearer view of the pharmacy you are building.
See how it worksThe product journey
From opening the day to closing the sale.
These are real screens from Optima. Follow the owner, employee and cashier flow to see how the system works as one pharmacy operation.
Swipe to explore all five screens
Real product screen
Know what is happening before you ask
The owner dashboard brings sales, profit, stock pressure, shift position and recent activity into one operational view. It is the first screen for deciding what needs attention today.
- Sales, profit and transaction trends
- Low-stock and expiry signals with context
- Named shifts and recent transactions
- Quick access to the work behind each number
Inside the app
Stock that behaves like medicine, not merchandise.
Batch by batch
Every unit belongs to a batch with a cost, a supplier and an expiry date. Optima dispenses first expiry, first out, so the stock closest to expiring is the stock that sells.
- Tracked per batch
- Cost, expiry, supplier
- Dispensing order
- FEFO
- Watches for
- Low stock, expiry
Expiry is money
Stock written off at expiry was paid for at full cost. Optima watches the dates so the shelf does not have to be audited by memory.
Purchasing and suppliers
Raise an order, receive it with batch numbers and expiry dates, and watch it become stock you can trace back to the delivery.
Shifts and cash
Open with a float, close against what the drawer actually holds, and see the variance with a name attached to it.
Prescriptions
Capture prescriber, patient and directions where a prescription is involved, without forcing a record onto every walk-in.
Reports the owner can read on a Sunday
Everything the counter records during the week turns into plain answers about what sold, what it cost, what expired and where the money went.
- Sales and revenue
- Top selling products
- Low stock
- Expiring stock
- Purchases
- Expenses
- Cash variance
- Staff activity
A day at the counter
From opening float to closing cash-up.
The day is a connected sequence, not six separate jobs. Optima holds the thread from the first PIN to the final count, so the handovers make sense.
08:00
Open
PIN in. Float counted. Shift open.
10:15
Sell
Search, scan, split M-Pesa and cash.
12:40
Dispense
Prescription and directions stay together.
15:05
Receive
Deliveries become traceable stock.
16:30
Watch
Expiring batches surface early enough to act.
18:00
Close
Count cash. See the variance. Finish clean.
Local first
The internet can go down. Your counter cannot.
Optima is installed on a Windows computer in the pharmacy. It is not a browser tab asking a remote server for permission to serve the next customer.
- Your records stay in the pharmacy, not in a cloud account.
- A slow connection never pauses a sale or a cash-up.
- Add terminals over your own local network when you need them.
Your team uses a fast local PIN. Your customers' records do not leave the pharmacy.
Inside your pharmacy
One private operating network.
Add more tills through your local network. No cloud sync required.
A simple start
See it in your pharmacy before you pay for it.
No demo data. No sales call before you can see the app. Start with the work you already have in front of you.
01 Download the full app
Install Optima on the Windows computer at your counter. A free Optima account to download it; no card needed.
02 Run your pharmacy for 7 days
Use every feature with your own stock, staff and real daily work. Nothing is held back.
03 Keep it when it earns its place
Request your payment reference and verified M-Pesa details. After payment is confirmed, your Purchase key unlocks the same copy with no reinstall.
Want help importing stock or setting up the first till?
Talk to Optima SystemsPricing
Buy it once. It stays yours.
One Windows computer, one clear price in shillings, with VAT already included. No monthly subscription, and every future update included for as long as you use it.
One computer, one-time payment
KES25,000
One-time, per computer. VAT included, so the figure above is what you pay.
- The full app: POS, stock, purchasing, shifts, prescriptions, reports
- One computer, set up with a guided first-run wizard
- Lifetime updates: every fix and new feature we release
- Extra tills on your network: KES 5,000 per additional terminal until 31 December 2027, then KES 10,000
- Support over WhatsApp and email from the people who built it
Seven days. Every feature. No card required.
Want to try it before any of that? Download it for Windows and run the whole thing free for 7 days.
A monthly subscription
A recurring operating cost that continues for as long as you use the service. Its long-term cost depends on the provider and the number of computers covered.
Your Optima licence
KES 25,000 once for one computer. The licensed version and your data stay on your machine, with no monthly fee required to keep using it.
- Do updates cost extra later?
- No. Every update we release is included for the life of your licence. There is no renewal, and nothing about your copy depends on paying us again.
- More than one till?
- Extra tills that connect to your main computer over your own network are KES 5,000 per additional terminal until 31 December 2027, then KES 10,000, once each. A computer that is not connected to the main one needs its own KES 25,000 licence.
- Opening another branch?
- Each branch runs its own copy of Optima with its own licence, and a second branch is discounted. Ask us for branch pricing.
- How you will pay
- When you are ready, request a purchase reference in your account and contact us for the verified M-Pesa details. After we confirm the payment, your Purchase key appears in the account for desktop activation.
Questions
The things pharmacy owners ask us first.
Can I try it before I buy it?
Yes. Download the full Windows app and use every feature for seven days, with your own pharmacy data. You create a free Optima account to download it. No card and no payment are needed to begin.
Does it really work without internet?
Yes. Optima installs and runs on a Windows computer, and stores its records there. Selling, receiving stock, closing a shift and printing a report all work with the router unplugged.
Do I need special hardware?
No. A standard Windows computer is enough to start. A barcode scanner, receipt printer or cash drawer will all work if you have them, but none of them is required.
How does M-Pesa work in the app?
M-Pesa is a first-class payment method, alongside cash, and a single sale can be split between the two. Payments are recorded against the sale so a shift reconciles properly at closing.
What happens to my records if my computer fails?
Your data sits in a single database file on the machine, which you can back up. Backup and restore is part of the product, and we will walk you through setting it up when you install.
Is my pharmacy data uploaded anywhere?
No. There is no cloud account behind Optima. Data stays on your computer, and pharmacies running several terminals keep it on their own local network.
Can I use it on more than one computer?
Yes. The main computer is KES 25,000 once, VAT included. Extra tills that connect to it over your own local network are KES 5,000 per additional terminal until 31 December 2027, then KES 10,000, once each, with no internet needed for daily operation. A computer that is not connected to the main one needs its own KES 25,000 licence.
Will there be a monthly fee?
No. Optima is KES 25,000 once for one computer, VAT included, and every future update is included for the life of your licence. There is no renewal to remember.
I have more than one branch. How does that work?
Each branch runs its own copy of Optima on its own computers, with its own licence, and a second branch is discounted. Branches do not share one database or combined reports today.
Still deciding? Download it and try it for 7 days, or read the refund policy and the licence agreement first.
Ready when your counter is
Start your 7-day free trial.
Download the full Windows app. Put it to work with your own pharmacy. Buy only when it has proved itself.
- No card required
- Works offline
- KES 25,000 once