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Documents

Part of Quotation and estimating software

Testing revision handling after a price change

Test sent-quote versions, old acceptance links, reapproval and downstream records when a quoted price changes.

Desk Operations · · 2 min read

A price change after sending a quote needs a new customer-visible offer and a clear record of what happened to the old one. Test how the system handles a revised offer after sending. An editor's ability to overwrite a number does not answer those questions.

Set up a controlled scenario

Create a fictional quote with two priced items, a scope note and an expiry date. Save it as sent, then increase one item price and leave the other unchanged. Record the original quote number, total and sent copy before making the edit.

  1. Does the system preserve the original sent version or a retrievable copy?
  2. Does the revised offer show a distinct version or date?
  3. Can the customer still accept the earlier price through the original email or link?
  4. Does the revision need a fresh internal approval?
  5. Which version is used for an order, work order or invoice?

If the software lacks a dependable sent snapshot, define a controlled export and naming process before using it for consequential price changes.

Two documented revision behaviours

Zoho FSM's estimate guidance describes an expiry date and says an estimate can be accepted or rejected. Test the old link directly, and ask the vendor to demonstrate how a superseded estimate is handled.

A new email still needs to make the changed price clear to the customer. Check whether the record, PDF and operational handoff all show the same selection.

PandaDoc documents version history for Business and Enterprise plans. It records a version when a document is sent and allows previous versions to be viewed.

Its guidance also says that editing a sent document moves it back to Draft and clears completed signature and initial fields before it is resent. Test that consequence with a safe sample before deciding how your team handles post-send changes.

In the test account, check how long versions are retained, who can access them and whether they can be exported.

Revision Behaviour: Zoho FSM vs PandaDoc

  • Zoho FSM - Estimate HandlingEstimate expires; acceptance/rejection possible. No explicit version history documented.
  • PandaDoc - Version HistoryRecords version upon send; previous versions viewable. Editing resets to Draft, clears signatures.

Finish with the recipient's view

Send the revised sample to a test recipient. Ask them to identify the current price, changed scope and next action without an explanation from the salesperson. Try the earlier link and note what it displays. Then accept the current offer and check the downstream record against that exact version.

Keep a short revision note: who requested the change, what changed, when the new offer was sent and whether the old offer was withdrawn. This is especially helpful if a customer replies to an earlier email after the revised quote has gone out.

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