Expert knowledge for digital decisions

How does software acceptance work?

Short answer

Based on previously agreed criteria, not on feelings. A testing phase with real data and real users is common, along with a list of identified deviations classified by severity, and an acceptance that does not block minor defects. Discussing criteria only at the time of acceptance is negotiating at the worst possible moment.

What needs to be established beforehand

Criteria. Which processes must function for acceptance?
Test data. Test with real data, not with "Max Mustermann".
Who tests. The people who will work with it later.
Timeframe. Two weeks is common; less rarely suffices.

Classification of defects

Level	Meaning	Blocks acceptance?
A	Process not executable	Yes
B	Process possible with detour	No, with deadline for correction
C	Cosmetic defect	No

Without this classification, every small issue becomes a point of contention. A misaligned text should not prevent acceptance; a process that does not work must.

Common mistake

Acceptance by people who will never use the system. They click through, find nothing, accept it – and three weeks later, real feedback comes from everyday use.

After acceptance

Acceptance usually starts warranty periods. Any changes made afterward are further development and will be agreed upon separately. This should also be clarified beforehand.

Key facts

Before acceptance: Agree on criteria and defect classification
Test data: Real data, no sample data
Testers: The later users, not management