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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...

CloudFFL OS includes the ability to connect directly to your bank account so that transactions are pulled in automatically — no file downloads, no manual imports. This feature uses a secure bank connection service that links to thousands of US financial instit...

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...