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If you've been running your shop with a separate bookkeeping tool — or worse, a shoebox full of receipts — CloudFFL OS has good news. The accounting module is built right into the system, connected to everything you already do: sales, purchases, inventory, and...

Before you start clicking around the accounting module, it helps to understand three terms you'll see everywhere. They sound like accounting jargon, but they map directly to things you already do every day. Invoices — what your customers owe you An invoice i...

Every dollar that flows through your business gets categorized somewhere. The chart of accounts is the list of those categories — it's how CloudFFL OS organizes your money into buckets like "Sales Revenue," "Cost of Goods Sold," "Rent Expense," and "Bank Accou...

One of the biggest advantages of running your business on CloudFFL OS is that everything is connected. When you sell a firearm, the system doesn't just update your inventory — it also records the revenue, tracks the customer payment, and updates your financial...

Most invoices in CloudFFL OS are created directly from sales orders. You've already done the work — confirmed the sale, picked the products, delivered to the customer. The invoice is the last step: making it official and recording the revenue. When to create ...

Not every charge goes through a sales order. Sometimes you need to invoice a customer for something outside the normal sales flow — a repair service, a range fee, a custom engraving job, or a restocking fee. That's where standalone invoices come in. When to u...

Once an invoice is confirmed, you need to get it to the customer. CloudFFL OS can email invoices as PDF attachments, print them for in-store pickup, or both. Emailing an invoice Open the confirmed invoice (from Accounting → Customers → Invoices or directly ...

When a customer returns a product or you need to adjust a charge, you don't delete the original invoice — you create a credit note. A credit note is the accounting-correct way to reverse all or part of an invoice. It keeps your records clean and your audit tra...

When a customer pays an invoice — whether by card, check, cash, or bank transfer — you need to record that payment so the invoice shows as paid and your books stay current. CloudFFL OS makes this straightforward. Recording payment on a single invoice Go to ...

Not every customer pays the full amount at once. Maybe a dealer-to-dealer buyer is paying half now and half on delivery. Maybe a customer put down a deposit on a special order. CloudFFL OS handles partial payments without any extra setup. Recording a partial ...

When invoices go past their due date, you need to know about it — and you need an easy way to follow up. CloudFFL OS gives you several ways to find and manage overdue invoices without digging through spreadsheets. Finding overdue invoices The fastest way to ...

Every time a distributor ships you product, they send a bill. Every month your landlord, alarm company, and internet provider send bills. Recording these in CloudFFL OS keeps your expense tracking accurate and makes sure nothing falls through the cracks when i...

When Lipsey's sends you a bill for 10 firearms and you only received 8, you need to catch that before paying. Matching vendor bills to purchase orders lets you verify that what you're being charged matches what you actually ordered and received. How matching ...

Rent, alarm monitoring, internet, insurance — some expenses hit every month like clockwork. Instead of creating a new vendor bill from scratch each time, you can streamline the process. Option 1: Duplicate a previous bill The simplest approach for most FFL d...

Once a vendor bill is confirmed, it sits in your Accounts Payable until you pay it. Recording the payment in CloudFFL OS works the same way as recording a customer payment — just from the other side. Step by step Go to Accounting → Vendors → Bills and open ...

If you're paying multiple vendors at once — say it's the end of the month and you need to pay Lipsey's, RSR, your landlord, and your alarm company — CloudFFL OS has a payment order feature that lets you batch everything together instead of registering payments...

Bank reconciliation is the process of making sure the transactions in CloudFFL OS match what your bank says actually happened. Think of it as checking your homework — you recorded invoices, payments, and bills in the system, and now you're verifying that the m...

The first step in reconciliation is getting your bank transactions into CloudFFL OS. The most reliable method is importing a statement file that you download from your bank's website. Downloading from your bank Most banks let you export transactions in one o...