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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...

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...

Once you've imported your bank statement, the reconciliation dashboard is where you do the actual work of matching transactions. CloudFFL OS shows your bank lines on one side and suggests matching records on the other. Opening the reconciliation dashboard G...

This is the core of reconciliation — taking each bank transaction and connecting it to the invoice, bill, or payment that created it. Most matches are straightforward; a few take some detective work. Matching a customer payment to an invoice You see a deposi...

Not every bank transaction has a matching invoice or bill waiting for it. Bank fees, interest, cash deposits, and processing charges are normal — they just need to be recorded properly so your reconciliation balances. Creating entries for bank-only transactio...

At the end of each month, run through this checklist to make sure your books are clean and your bank matches. This should take 15-30 minutes once you're in the habit. The checklist Confirm all outstanding invoices and bills. Go to Accounting → Customers → ...

The profit and loss statement (P&L) is the report that tells you whether your business is making money or losing it. It adds up all your revenue, subtracts all your expenses, and shows you the bottom line for any time period you choose. What it shows A P&L b...

While the profit and loss tells you how your business performed over a period, the balance sheet tells you where your business stands right now. It's a snapshot of what you own, what you owe, and what's left over. The three sections Assets — what your busin...

The trial balance is a report that lists every account in your chart of accounts with its current debit and credit balance. If the total debits equal the total credits, your books are balanced. If they don't, something needs investigation. Who uses it You pr...

When it's time to file your state sales tax return, you need to know exactly how much tax you collected and on what sales. CloudFFL OS tracks this automatically — you just need to pull the right report. Running the tax report Go to Accounting → Reporting → ...

A statement is a summary of all transactions between you and a specific customer or vendor over a period. It shows every invoice, payment, credit note, and the running balance. Statements are useful for dealer-to-dealer accounts, wholesale customers, and any r...

When you purchase a business asset — like a new display case for $4,800 — here's how to set it up in CloudFFL OS so depreciation is tracked automatically. Step by step Go to Accounting → Accounting → Assets (or Accounting → Assets depending on your menu lay...

When you sell, scrap, or replace a business asset — maybe you upgrade your display cases, replace a broken safe, or sell your old POS terminals — you need to record the disposal so your books reflect reality. Types of disposal Sale — you sell the asset to s...

Once your FastBound account is connected, there are several additional settings to configure. These control how CloudFFL interacts with FastBound for auditing, webhooks, POS integration, and compliance product tracking. Audit User Every API call CloudFFL mak...

An acquisition is a bound book entry that records a firearm coming into your inventory. Every firearm you receive — whether from a distributor, another FFL, or a customer trade-in — must have an acquisition record in FastBound. This is the most common daily co...

A disposition is a bound book entry that records a firearm leaving your inventory. The most common disposition is a regular sale to a customer, but dispositions also cover transfers to other FFLs, NFA transfers, theft/loss reporting, and destroyed firearms. D...