Defect Tracking: Best Practices and Essential Tools

In 2022, poor software quality cost the U.S. economy at least $2.41 trillion—a staggering number that highlights the impact of defects slipping through the cracks. Many of these issues stem from poor decisions, inadequate management, and overlooked risks that only surface during the testing phase. Some defects—especially those tied to security vulnerabilities or undiscovered functional issues—can escalate into major financial disasters.

Take, for example, the Facebook outage of 2021 or the Twitter outages in 2023—both of which led to millions of dollars in losses. When software defects disrupt critical systems, the consequences can range from temporary frustration to significant financial and reputational damage.

That’s why bug and defect tracking is a non-negotiable part of any software development process. By systematically identifying and managing defects, teams can catch issues early—before they reach end users and impact the bottom line.

In this guide, we’ll cover everything you need to know about defect tracking, including:

• Its role in the software development lifecycle (SDLC)
• Common defects to watch out for
• Steps to establish a clear and efficient tracking process
• Essential tools to help streamline defect management

Note: In this article, we use the terms defect, bug, and error interchangeably.

Common software defects

Despite advancements in development techniques, software defects still make their way into production—impacting user experience, functionality, and security. While exact numbers vary, past research has attempted to quantify how frequently bugs occur in software development.

For example, a study found that:

• Developers create an average of 70 bugs per 1,000 lines of code.
• Around 15 of those bugs make it to customers. 

While these figures may not be the latest, they reinforce a critical truth: defects in software are inevitable, and they carry significant financial consequences, as seen in the outages referenced in the introduction. To minimize these risks, teams must address defects as early as possible in the software development lifecycle (SDLC).

This is where Quality Assurance (QA) professionals play a key role. QA engineers should be involved from the planning stage to anticipate potential defects. By designing structured test cases and reviewing requirements early, they help catch issues before they escalate.

• Unit testing and integration testing are particularly effective at identifying defects early, reducing the cost and complexity of fixes later in development.
• Before the software is released, QA engineers can work closely with developers to identify recurring issues and implement proactive measures, such as automated checks and code reviews, to prevent common defects from making it into production.

By integrating defect tracking into every stage of development, teams can enhance software quality, reduce costs, and ultimately protect the user experience.

UI defects

User Interface (UI) defects refer to bugs and errors that disrupt the intended functionality and appearance of a software’s user interface. These issues can prevent users from smoothly interacting with an application or website, leading to frustration, confusion, and a poor overall experience. Some common UI defects include:

Misaligned elements

UI components that are not properly aligned with the overall design can create a disjointed appearance. This could be a button that’s slightly off-center or a text link that appears in an unexpected position. These issues may seem minor but can negatively impact usability and aesthetics.

Overlapping elements

When multiple UI elements overlap, users may struggle to interact with the software correctly. For instance, buttons stacked on top of each other can make it difficult to click the intended option, or text spilling outside its container can make information unreadable. These defects can disrupt user flows and prevent users from reaching their intended outcomes.

Broken links, icons, and buttons

Unresponsive or broken UI elements can lead users to incorrect pages, fail to trigger expected actions, or render key features useless. For example, a “Submit” button that doesn’t work or an icon that doesn’t respond to clicks can significantly hinder user productivity.

Non-responsive design

Software should adapt seamlessly across different screen sizes and resolutions. A mobile app that appears zoomed in on a tablet or a website layout that breaks on smaller screens is an example of a non-responsive design. These issues degrade the user experience and can drive users away.

Inconsistent styling

Variations in font sizes, colors, button designs, and themes can create a jarring user experience, making the software feel unpolished or unreliable. This also includes erratic animations (e.g., hover effects that behave differently across pages) and poor contrast between text and background colors, which can make content difficult to read, especially for users with visual impairments.

Missing alt text

Without descriptive alt text for images and UI components, visually impaired users who rely on screen readers may struggle to navigate the application, reducing its accessibility value.

Popup malfunctions

Popups that fail to trigger at the right moment or don’t display correctly can cause users to miss important information. In some cases, popups may appear but cannot be closed easily, leading to frustration.

Scrolling issues

If scrolling behavior doesn’t align with user expectations, such as inconsistent scrolling direction, jerky movements, or failure to scroll horizontally when needed, it can give a poor impression of the site’s usability and accessibility.

Form validation defects

When forms fail to properly process user input, such as allowing incorrect formats without warning or displaying unclear error messages, users may struggle to complete essential actions like sign-ups or transactions.

Lost states

Some UI elements should retain their state after user interaction, ensuring a smooth experience. A checkbox that resets after navigating to another section or a dropdown menu that collapses unexpectedly can confuse users and disrupt workflows. Persistent states are especially important in multi-step processes, where user selections need to be carried over.

UX defects

User Experience (UX) defects are errors, inconsistencies, and design shortcomings that negatively impact how users perceive the quality of an application or website. Poor UX can lead to frustration, decreased user satisfaction, and ultimately, higher abandonment rates.

When testing for UX defects, consider the following common issues:

Confusing navigation

A non-intuitive or overcomplicated navigation system makes it difficult for users to find the information, functions, or actions they need. This can include vague labels, unclear icons, or a lack of logical structure, all of which force users to spend extra time figuring out how to move through the system.

Unclear feedback

If the software fails to provide immediate and clear feedback after user actions (e.g., missing confirmation messages or loading indicators), users may feel uncertain about whether their input was processed. For example, if a user submits a form but doesn’t see a success message, they might assume it didn’t go through and try again—leading to duplicate submissions.

Findability issues

When users struggle to locate essential information or discover new features, frustration quickly follows. Poor search functionality, missing breadcrumbs, or disorganized content structures can prevent users from efficiently navigating an application.

Excessive interaction

If users must complete too many steps to reach their goal, they may lose interest or seek an alternative (such as a competitor’s product). 

Examples include:

• Dropdown menus overloaded with options
• Pages with too much white space, forcing users to scroll unnecessarily
• Multi-step forms requiring excessive input for a simple task

Jarring visual elements

Poorly chosen colors, fonts, and imagery—or excessive visual effects like flashing text or inconsistent animations—can create a distracting and unpleasant experience. UX design should align with established design principles and brand guidelines to ensure a cohesive, aesthetically pleasing interface.

Inconsistency between pages

When menus, fonts, colors, or layout structures change from page to page, users may feel disoriented. For example, a navigation bar that switches positions or a button that looks different on various screens can make interactions feel unpredictable and frustrating.

Dead ends in the user journey

Certain workflows may leave users without a clear next step, causing confusion and abandonment. 

This can happen due to:

• Unclickable or missing call-to-action (CTA) buttons
• Error messages with no recovery options
• Navigation loops that trap users in a cycle without an exit

Security defects

Gaps in a software system’s security mechanisms can expose sensitive user data, weaken encryption, and make applications vulnerable to cyberattacks. Security defects not only undermine user trust but can also damage an organization’s reputation and lead to costly breaches.

Obsolete code

Outdated code often contains known security vulnerabilities that cybercriminals can exploit. This happens when third-party libraries, dependencies, or frameworks become deprecated and no longer receive security updates. If developers don’t regularly update or replace these components, the application remains exposed to potential attacks.

Suspicious open-source integrations

Many open-source libraries include known vulnerabilities, some of which may already be in the process of being patched. However, until these patches are applied, any software using the outdated version remains at risk. Organizations must carefully vet and monitor open-source integrations to ensure they don’t introduce security gaps.

SQL injection attacks

Hackers exploit weaknesses in database queries by injecting malicious SQL commands into input fields (e.g., login forms, search bars). This can allow unauthorized access to sensitive data, modification of records, or even full control over a database. Proper input validation and prepared statements can help mitigate this risk.

Setup misconfigurations

Misconfigurations occur when software is deployed with incomplete security settings, mismanaged HTTP headers, or default credentials left unchanged. If operating systems (OS) and applications are not updated with proper security patches, they may also introduce vulnerabilities. These issues often go unnoticed until an exploit occurs, making configuration reviews an essential security practice.

Cross-site scripting (XSS) attacks

XSS occurs when hackers inject malicious scripts into a web application, allowing them to steal session data, impersonate users, or execute phishing attacks. These attacks are particularly dangerous for APIs that rely on HTML, JSON, and XML data exchanges, as improperly sanitized inputs can be used to introduce harmful scripts.

Buffer overflow

If an application processes more data than its allocated memory space can handle, it can overwrite adjacent memory locations, leading to system crashes, corrupted data, or exploitable security gaps. Attackers can use buffer overflow vulnerabilities to execute arbitrary code or gain unauthorized access.

Server-side request forgery (SSRF)

In an SSRF attack, a hacker tricks a vulnerable server into making unauthorized requests on their behalf. This can allow attackers to access internal systems, retrieve sensitive data, or even interact with private APIs that were never meant to be exposed externally.

Weak access control

Proper user access management is crucial for protecting sensitive data. Without strict role-based permissions and access logs, unauthorized users may gain access to restricted information or modify critical settings. Organizations should track and audit access changes regularly to prevent privilege escalation attacks.

Feeble encryption

Poor encryption practices—such as using outdated cryptographic algorithms (e.g., MD5, SHA-1), improper key management, or storing data in plaintext—leave sensitive information vulnerable to breaches. Strong encryption standards like AES-256 and proper key rotation policies should be enforced to protect user data.

Unrestricted URLs

URLs that lack proper access controls can expose hidden or restricted sections of a website. For example, if an admin panel or sensitive database endpoint is accessible without authentication, an attacker can manipulate the URL to gain unauthorized access. These vulnerabilities often stem from improper input validation, missing authentication layers, or weak session handling.

Performance defects

Performance defects directly impact an application’s speed, stability, and responsiveness. A slow or unstable application frustrates users, increases bounce rates, and can even result in financial losses. Poorly optimized code, inefficient resource management, or inadequate infrastructure can lead to bottlenecks that degrade the overall user experience. Below are some of the most common performance issues to watch for:

High memory usage

Excessive memory consumption slows down application performance. Common causes include overuse of cache storage and incorrect use of HTTP sessions as data caches, which lead to bloated memory use and inefficient resource allocation.

Slow loading

If an app or website takes too long to load, users are likely to abandon it. According to Google, the probability of bounce increases by 32% when page load time goes from 1 second to 3 seconds. Large images, videos and excessive animations are common culprits behind slow performance.

System crashes under heavy load

When an application cannot handle sudden spikes in user activity, system requests, or data processing, performance will degrade. If the system is not properly designed to scale under these conditions, it may struggle to allocate resources efficiently. In extreme cases, an overloaded system can crash completely, leading to downtime, failed transactions, and lost revenue.

Ineffective algorithms

Poorly optimized algorithms can result in longer processing times and excessive resource consumption, particularly during peak usage when systems are under stress. If the system is not designed to handle high loads efficiently, performance may drop significantly, leading to slow response times and potential failures in time-sensitive operations.

Network latency

Slow data transmission across a network can degrade the performance of online applications. However, latency is affected by various factors, including Wi-Fi signal strength, physical distance from the router, geographic location, reliance on satellite internet, and network congestion. Understanding how the system behaves under different network conditions is crucial for ensuring a reliable user experience, particularly for global applications or services that depend on real-time data exchanges.

Database performance issues

There are several factors that can impact database performance, leading to slow data retrieval and reduced system responsiveness. These include slow queries, poor indexing of saved data, outdated database structures that are not optimized for modern infrastructure, and network-related issues affecting connectivity. If databases are not maintained or optimized, queries will take longer to process, making the system feel sluggish and unresponsive to users.

Who’s involved in defect tracking?

Defect tracking is an ongoing process throughout software development, ensuring issues are identified, documented, and resolved before release. While QA professionals lead defect tracking, multiple teams contribute to maintaining software quality.

Developers

Developers implement unit tests as part of defect tracking, helping assess code quality throughout development. Identifying defects early allows them to refine their code before integration.

Testers & QA professionals

QA professionals log, categorize, and manage defects, ensuring bugs are addressed before deployment. Defect tracking also provides insights into:

• Severity and priority of defects
• Problematic areas in the application
• Gaps in test coverage
• Readiness for release

Product Managers (PMs)

PMs use defect tracking data to assess usability and market readiness, ensuring the application meets user expectations before launch.

Business Analysts

Business analysts analyze defect trends to anticipate future issues, refine requirements, and guide post-release improvements.

How defect tracking works

Defect tracking follows a structured process to verify each component, feature, and module in the software under test. A key part of this process is the defect report, which documents findings in a way that helps developers quickly understand, reproduce, and resolve issues.

A well-structured defect report should include the following details:

• Title: A concise, descriptive phrase summarizing the bug.
• ID: A unique identifier for tracking the defect.
• Environment: The conditions under which the defect was found, including browser, device, OS, and software version.
• Severity: The impact of the bug and its priority for resolution.
• Description: A clear explanation of the defect, how it behaves, and how it differs from expected results.
• Steps to reproduce: Precise instructions for developers to replicate the issue.
• Actual result: What happens when the bug occurs, preventing expected functionality.
• Logs & Evidence: Screenshots, video recordings, error messages, and network logs that provide further context.

Here is an example of a bug report:

Source: https://ghost.f22labs.cloud/content/images/size/w1600/2024/10/image–5-.png

While these elements are commonly included, each team may tailor their defect reports based on their workflow and priorities. The key is to ensure that reports remain concise, readable, and actionable, providing the necessary details for efficient debugging.

With a clear defect reporting system in place, teams can efficiently track, analyze, and resolve issues, improving overall software quality.

 1. Describe the bug

Developers need a clear and detailed understanding of the issue to fix a defect. This means accurately identifying and describing the bug, whether it involves unexpected behavior, compliance gaps, crashes, or UI errors. The more precise the description, the easier it is to reproduce and resolve the defect.

Testers should document exactly what happened when the bug occurred, including steps taken, expected vs. actual results, and any error messages displayed.

Example: “When a user fills out the registration form and clicks the ‘Submit’ button, the button does not respond, and the form is not submitted. This issue occurs on both the desktop and mobile versions of the application.”

Providing a clear, actionable defect description ensures that developers can quickly diagnose and implement a fix.

2. Create a unique ID and title

Each defect should have a clear, concise title that accurately describes the issue. A well-structured title makes it easier for teams to identify and track defects throughout the resolution process.

Example: “Submit Button Unresponsive on Registration Form”

Most defect tracking tools automatically generate a unique ID for each reported issue, ensuring proper traceability. While IDs are often alphanumeric (e.g., DEF-2025-001), the format may vary depending on the tool in use.

By maintaining consistent naming conventions and leveraging tracking tools, teams can efficiently log, prioritize, and manage defects throughout development.

3. Note the reporting source and date

When manually reporting defects, it’s important to record who discovered the issue and when it was found. This provides valuable context for developers who may need to follow up for further clarification.

However, if the defect is logged directly into a defect management tool, this information is typically automatically recorded, reducing the need for manual entry. Regardless of the method used, ensuring that defect reports contain traceable information helps streamline communication and resolution. 

4. Specify the test environment

When possible, include details about the test environment where the defect was discovered. This helps developers replicate the issue under the same conditions. 

Key details to capture include:

• Platform (Operating System)
• Browser and version
• Device model
• Software version being tested (when possible)

Example:

• OS: Windows 10
• Browser: Google Chrome Version 95.0.4638.69
• Application Version: v1.3.0
• Device Model: Samsung Galaxy A16 5G

While testers may not always have access to all this information, capturing as much as possible improves defect reproducibility and resolution.

5. Specify steps to reproduce

Clearly document the steps needed to reproduce the defect so developers can replicate the issue under the same conditions. This helps accelerate troubleshooting and resolution.

At a high level, include the following details:

• Test user credentials and roles (if applicable)
• Documentation or guidelines followed during the test
• Relevant logs, screenshots, error messages, and videos to provide context
• All error messages associated with the defect

Example:

• Error Message: 404 page does not exist
• Screenshot: evidence_ACBD_12032004.jpeg
• System Log: log_ACBD_12032004.txt

Providing structured, detailed evidence ensures that defects can be understood and resolved more efficiently.

6. Define severity and priority

Severity measures the impact of a defect on the application’s functionality, while priority determines how urgently it needs to be addressed. While severity often influences priority, other factors—such as business goals, project timelines, data loss, system unavailability, reproducibility, and frequency of occurrence—also play a role in ranking defects.

Defects are typically categorized into the following levels:

Critical

These defects require immediate attention as they severely impact core functionalities. A full system crash, data corruption, or a security vulnerability that exposes sensitive information would fall into this category.

Major

These bugs disrupt critical functionality but do not cause a complete system failure. They should be addressed as soon as critical issues are resolved.

• Example: A visual defect that affects the user experience but does not cause a crash.
• Example: A user flow that is not working as expected, but there is a workaround that allows users to access the needed page or data.

Moderate

These defects noticeably affect the system or user experience but do not require immediate fixes.

• Example: A misplaced button in the second or third fold of a webpage that is not the homepage.
• Example: A problem affecting only one user/customer, who has an alternative way to access the same data or functionality. While the issue does not block usage, it negatively impacts the perception of the software’s quality.

Minor

These defects have minimal impact on system functionality and can be resolved as developer availability allows. They often include cosmetic UI issues, small text inconsistencies, or minor alignment problems.

By categorizing defects based on severity and priority, teams can ensure that the most critical issues are resolved first while maintaining an efficient development workflow.

7. Assign a status

Each defect should have a status that reflects its current stage in the defect tracking and resolution process. Using consistent status markers helps teams organize workloads, track progress, and ensure efficient defect resolution. Common defect status stages include:

By maintaining clear defect status tracking, teams can ensure transparency, prioritize fixes efficiently, and improve collaboration between developers and testers.

8. Attach contextual information

To provide complete context for the defect, include all relevant supporting materials that help developers understand, reproduce, and resolve the issue. This may include:

• Text logs
• Videos and screenshots
• Error messages
• System configurations and dependencies
• Test execution guidelines

Whenever possible, attach at least one form of evidence, whether it’s a screenshot for UI-related defects or logs for backend issues. The availability of visual information or logs may vary, but any supporting material improves defect reproducibility and speeds up resolution.

9. Assign a developer task

The defect should be assigned to the appropriate developer for resolution. In most cases, this is done by the Development Team Lead or the developer themselves, rather than the QA team. Once a developer proposes a fix, the issue is then reassigned to a tester for verification to ensure that the defect has been properly resolved.

10. Assign testing

Once the developer has implemented a fix, the defect is reassigned to the tester who originally reported it, unless they are unavailable. The tester then reviews the resolution (if provided) and re-executes the same steps that initially revealed the bug.

• If the issue is no longer present, the fix is considered successful, and the defect can be marked as closed.
• If the defect persists, the tester reassigns it to the same developer for further investigation and resolution.
• If any new defects arise during validation, they should be logged as separate defects and follow the standard defect tracking process.

By following this structured workflow, teams ensure that fixes are thoroughly validated and that any additional issues are properly documented.

Top defect tracking tools

Software development teams deal with numerous bugs throughout the software development lifecycle (SDLC), and keeping track of these issues manually—such as in spreadsheets—can quickly become inefficient and error-prone. This is where defect tracking tools come in.

What is a defect tracking tool?

A defect tracking tool is a software solution designed to help teams log, manage, and monitor defects throughout the development process. These tools provide centralized tracking, prioritization, and collaboration features, making it easier for developers and testers to resolve issues efficiently.

Bugzilla

Bugzilla is a web-based defect tracking system widely used for reporting, managing, and resolving software issues. It provides robust tracking capabilities that help teams log, categorize, and monitor defects throughout the SDLC.

Key features:

• Issue Tracking: Allows users to report, track, and manage defects efficiently.
• Custom Fields: Supports customizable fields for adding specific, contextual data to bug reports.
• Search and Filter: Enables users to search and filter defects based on criteria such as status, priority, and assigned developer.
• Access Control: Provides role-based permissions to restrict data visibility based on user roles and security levels.
• Integrations: Seamlessly integrates with various tools to extend its functionality within development and testing workflows.

Bugzilla and TestRail integration

Bugzilla can be integrated with TestRail to simplify test management and defect tracking. This integration allows teams to:

• Link Bugzilla issues to TestRail test cases and artifacts.
• Customize which issue fields are displayed in TestRail for better visibility.
• Hover over linked issue IDs within TestRail to preview Bugzilla defects without switching tools.

By leveraging Bugzilla with TestRail, QA teams can enhance traceability, streamline workflows, and improve defect resolution efficiency.

Jira

Jira is a versatile project management tool widely adopted by teams practicing Agile methodologies, including Scrum and Kanban. While not exclusively a defect tracking tool, its robust features and extensive integrations make it a preferred choice for managing defects within development projects. Key features include:

• Issue Tracking: Enables users to track, categorize, and prioritize various issues, including defects, using precise labels and status indicators.
• Custom Workflows: Allows teams to design workflows that align with their specific processes, providing flexibility in how defects are managed and resolved.
• Search and Filter: Offers advanced search capabilities, including the Jira Query Language (JQL), to efficiently locate and organize recorded defects.
• Integration: Seamlessly integrates with numerous project management tools, such as Confluence and Bitbucket, enhancing its capabilities and fostering a comprehensive development and testing environment.
• Custom Dashboards and Reports: Provides customizable dashboards and reports, enabling teams to monitor progress on defect resolution and assess overall performance effectively.
• Automation: Facilitates the automation of repetitive tasks, such as transitioning tickets between statuses based on specific conditions, and streamlining the defect management process.

Integrating Jira with TestRail enhances defect tracking by allowing users to link test results directly to Jira issues or create new bug reports within Jira from TestRail. This integration ensures that all relevant details and comments from TestRail are automatically included in the Jira issue, promoting seamless collaboration between testing and development teams.

To learn more about how to build an efficient testing process, track coverage, and build comprehensive traceability between development and QA using Jira and TestRail, check out this course on TestRail and Jira at TestRail Academy.

GitHub

While GitHub is primarily a version control platform, its built-in issue tracking features make it a viable option for defect management, especially for teams already using it for development. Though not as feature-rich as Jira or Bugzilla, GitHub allows teams to track, discuss, and resolve defects within their workflow.

Key features:

• Issue Tracking: Report, label, prioritize, and manage defects.
• Milestones: Group issues to track progress toward goals.
• Pull Requests: Identify and resolve defects before merging code.
• Collaboration: Discuss issues, leave comments, and track updates.
• Project Boards: Organize workflows with Kanban-style boards.

GitHub and TestRail integration

TestRail integrates with GitHub to enhance test management and defect tracking by:

• Submitting test automation results from GitHub Actions.
• Linking test cases and defects to GitHub Issues.
• Providing end-to-end traceability across manual and automated tests.

Azure DevOps

Azure DevOps provides defect management as part of its development tool suite, integrating seamlessly with software workflows.

Key features:

• Work Items: Track, log, and prioritize defects alongside development tasks. Link defects to commits or pull requests.
• Custom Dashboards & Reports: Create workflows, dashboards, and Kanban-style boards to track defect trends.
• Advanced Querying & Filtering: Quickly find defects based on status, severity, or assigned developer.

Azure DevOps and TestRail integration:

Integrating Azure DevOps with TestRail enables:

• End-to-end traceability by linking defects in Azure Boards with TestRail test cases.
• Improved test coverage tracking for defect resolution.
• Efficient defect management to speed up issue identification and fixes.

TestRail CLI (TRCLI)

TestRail CLI (TRCLI) is a test automation reporting solution designed to upload JUnit-style test results into TestRail from the command line or as part of an automated build pipeline. It helps teams track test progress, measure software quality, and analyze historical data across both manual and automated tests. While TRCLI is not a defect tracking tool, it supports defect management workflows by integrating with tools in this list to:

• Improve visibility into test results, helping teams identify patterns that may indicate defects.
• Enhance traceability by linking automated test failures to defect reports in TestRail.
• Streamline defect resolution workflows by ensuring test failures are properly documented and connected to defect tracking systems.

Try TestRail today

TestRail helps teams organize, manage, and optimize every element of the software development lifecycle (SDLC), including defect tracking. With integrations across external defect trackers and agile project management tools, TestRail enables teams to:

• Report bugs directly from TestRail.
• Link test results to defect tracking tools.
• Fetch defect details directly from issue trackers.
• Monitor defect status across test runs, test plans, and milestones.
• Set up test coverage by referencing requirements or user stories.
• Generate traceability reports for defects, tests, and requirements.

By connecting TestRail with leading defect tracking tools, teams ensure efficient test and defect resolution workflows. Discover how TestRail can optimize your test pipeline for efficiency, accuracy, and speed—sign up for a free trial today.