Quotation Software: Printing and Backup Acceptance Checklist

A quotation that looks correct on screen can still print badly or be difficult to recover after a device failure. Include both document output and backup recovery in your quotation software acceptance test.

Prepare representative sample documents

Use fictional customer details and a small catalogue with short and long item names. Include different quantities, a lengthy address, delivery notes and enough lines to create a second page. Define which totals and terms should appear before testing.

If your business needs proforma invoices or invoices as well as quotations, specify each document type. Do not assume one template or software edition includes them all.

Check the actual printed page

1. Select the agreed paper size and orientation in both the application and printer settings.
2. Check logo clarity, margins, alignment and readable text size.
3. Print a short quotation and a multi-page example on the intended printer.
4. Verify that descriptions wrap without hiding prices or quantities.
5. Check page breaks, repeated headings and totals on the final page.
6. Confirm that notes appear once and remain inside the printable area.

Record the printer model, paper settings and observed result. A PDF preview and a physical print are separate checks. Avoid treating successful output from one printer as proof of compatibility with all printers.

Verify numbering and revisions

Create two test quotations, revise one and compare the resulting identifiers. Agree whether revisions retain a document number or receive a new one. Check that a failed save or cancelled print behaves as expected. Numbering rules should support your business process and be recorded in the handover notes.

Test backup recovery

First confirm where records are stored. For a local-device edition, a second copy on the same device may not protect against device loss. Agree the backup location, frequency and person responsible.

Make a backup using the supported procedure, create a new test record, then perform an agreed recovery test in a safe environment. Verify which records and settings are restored. Ask whether templates and catalogue data are included or require separate copies.

Confirm the edition before buying

Richcom’s published quotation software packages distinguish standard desktop and custom editions. The base local-device arrangement does not include a hosted shared database or central synchronisation. Any shared-team requirement needs a separate scope and compatibility review.

• Target device and installation method.
• Document types and branded templates included.
• Catalogue import or preparation work.
• Backup and restore instructions.
• Updates, support and separately priced custom work.

Use the quotation software buying guide to compare the wider workflow. To discuss a project, send your device details and a redacted example quotation.