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How sales tax works in CloudFFL OS
If you sell firearms, ammo, and accessories online or over the counter, you need to collect sales tax — but only in states where you're required to. Most FFL dealers are based in one state and only need to collect tax on orders shipping within that state. Orde...
Configuring sales tax for your state
This page walks you through setting up fiscal positions so that CloudFFL OS only charges sales tax on orders shipping to your state. Orders to all other states won't be taxed. If you haven't read it yet, the previous page — How sales tax works in CloudFFL OS ...
Understanding Accounting in CloudFFL
The basics of how accounting works in CloudFFL OS — what the module does, key concepts, and how it connects to the rest of your business.
Creating Invoices
How to create, customize, and send invoices to your customers — from sales orders and standalone.
Recording Payments
Recording customer payments, handling partial payments, and tracking what's still owed.
Managing Vendor Bills
Recording bills from your distributors and suppliers, and matching them to purchase orders.
Paying Vendors
Paying individual bills and processing batch payments to your distributors.
Connecting Your Bank
Getting your bank transactions into CloudFFL OS — importing statements, setting up bank journals, and what's coming next.
Reconciling Transactions
Using the reconciliation dashboard to match bank lines to invoices and bills, handle discrepancies, and close out the month.
Running Reports
How to pull the financial reports you need — profit and loss, balance sheet, trial balance, tax summaries, and customer/vendor statements.
Asset Management
Tracking business assets like display cases, safes, and security systems — setting up depreciation and recording disposals.
What is the Accounting module?
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...
Key concepts: Invoices, bills, and journal entries
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...
The chart of accounts
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...
How accounting connects to sales, purchasing, and inventory
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...
Creating an invoice from a sales order
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 ...
Creating a standalone invoice
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...
Sending invoices to customers
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 ...