A billing demonstration can look convincing when it contains five products and one straightforward sale. The more useful test is whether the software handles the working day: a size exchange, an outlet transfer, a correction, an unavailable item and a closing mismatch.
This checklist is based on the workflow questions we use at iFactory India. Use it to assess an existing package or scope a custom build around your own requirements.
1. Product variants that match what you sell
Start with your real product list. If you sell apparel, ask how the system represents article, size, colour and season. If you distribute components, part numbers, pack sizes or units may be more important. Check that staff can select the correct variant and that reports preserve the distinction.
Bring several similar products to the demonstration. Ask the operator to find one quickly, correct a mistaken selection and explain how duplicate products are avoided.
2. Billing, discounts, returns and exchanges
Test a normal sale, an authorised discount and a returned item. Then test an exchange where the replacement costs more or less than the original. Ask what happens to the original transaction, payment difference, stock balance and receipt.
Tax settings and invoice requirements should be agreed with your accountant for your business. A feature labelled “GST-ready” is not a substitute for checking sample transactions and reports.
3. Stock movements with a history
Opening stock, purchases, supplier returns, transfers, sales and customer returns affect inventory differently. Each movement should have a clear type, date, quantity and responsible user.
For multiple outlets, define what happens between dispatch and receipt. Decide who confirms the transfer and how a shortage or damaged item is recorded. This matters more than a dashboard that merely displays a total.
4. Staff permissions and corrections
List the actions each role needs: billing, discounts, price changes, cancellation, stock adjustment and report access. Test a restricted action using the cashier role rather than the administrator account.
For a correction, ask what history remains: the user, time, original entry and reason. Agree how exceptional access will be handled.
5. Daily closing and reconciliation
Ask staff to close a sample day containing cash, digital payments, a refund and an exchange. Compare the expected totals with the actual amount entered, then inspect how a difference is recorded.
Agree whether payment labels represent money received or merely the payment mode selected by a cashier. Provider or bank reconciliation is a separate requirement if it is not part of the proposed integration.
6. Reports that support a decision
Choose the reports you will actually use: outlet sales, article and size movement, stock availability, returns and payment totals. Specify date filters, exports and who can access each report.
Test the accountant’s required export using realistic sample data. Ask whether exported figures can be traced back to the underlying entries.
A practical acceptance checklist
| Test | What to check |
|---|---|
| Sell one product variant | Correct item, price, receipt and stock movement. |
| Exchange it for a different size | Original record, returned stock and replacement stock remain understandable. |
| Transfer stock between outlets | Dispatch, receipt and exceptions have named owners. |
| Attempt a restricted change | The cashier’s permissions match the agreed role. |
| Close a day with a refund | Expected and actual payment totals reconcile or show an explained difference. |
| Export your records | The format and fields meet the agreed reporting and migration requirements. |
Before signing off the project
Agree the device and printer setup, internet requirements, offline behaviour if needed, existing-data import, backup responsibilities, restore process, staff training and support arrangements. Record what happens if an integration or device is unavailable.
Separate the build fee from hosting, subscriptions, maintenance, additional outlets and future changes. Ask how you will retrieve your business data if you move to another system.
Standard package or custom software?
If an established product handles the workflow reliably, it may be the appropriate choice. Custom development becomes worth discussing when essential rules, roles or handoffs remain unsupported after evaluating configuration and integration options.
Read our guide to choosing between spreadsheets, existing tools and custom software and our WOOL O WOOL family-business case study.
Discuss your billing and stock workflow
iFactory India is based in Chandigarh and works with businesses in India and abroad. Share your product list, outlets and the exceptions your team finds difficult.
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