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Running an FFL means juggling a lot: tracking inventory, processing sales, ordering from distributors, managing customer records, and staying compliant with ATF regulations. CloudFFL OS brings all of that into one system so you can stop relying on scattered sp...

When you log into CloudFFL OS, the first thing you see is the home screen. Think of it as your front desk — it gives you quick access to every part of the system. The App Grid The home screen shows a grid of app icons, similar to apps on your phone. Each icon ...

Once you open an app in CloudFFL OS, you will see a top menu bar that runs across the top of the screen. This menu changes depending on which app you are in and gives you access to everything that app can do. How the Top Menu Works Each app has its own set of ...

Searching & Filtering Records As your business grows, you will have hundreds or thousands of records — customers, sales orders, products, and more. CloudFFL gives you powerful search and filter tools to find exactly what you need in seconds. The Search Bar ...

Your User Profile & Settings Your user profile controls your personal settings in CloudFFL — things like your name, password, email notifications, and timezone. Each person who logs into the system has their own profile. Accessing Your Profile Click your n...

What is a Contact? In CloudFFL, a contact is any person or business you deal with — customers who buy firearms and accessories, vendors you order from, and other businesses you work with. They all live in the Contacts app. Think of it as your digital address...

Creating a New Customer Every customer you sell to needs a contact record in CloudFFL. Here is how to create one. Step by Step Open the Contacts app (or go to Sales → Customers). Click New. Choose Individual (for a person) or Company (for a business) at th...

Editing Customer Information Customer information changes — people move, get new phone numbers, or update their email. Here is how to update a customer record in CloudFFL. Step by Step Find the customer by searching in Contacts or Sales → Customers. Click ...

Customers vs Companies In CloudFFL, you can create contacts as Individuals (people) or Companies (businesses). Understanding when to use each — and how to link them — helps you keep your records organized. When to Use Individual Use Individual for most walk...

Searching for a Customer When a customer walks in or calls, you need to pull up their record quickly. Here are the fastest ways to find a customer in CloudFFL. Quick Search Open Contacts (or Sales → Customers). Click in the search bar at the top of the lis...

What is a Sales Order? A sales order is your record of what a customer is buying from you. Every time you sell a firearm, ammunition, accessories, or a service, you create a sales order to track the transaction. A sales order records: Who is buying (the cu...

Quotation vs Sales Order vs Invoice These three terms come up constantly in CloudFFL. Here is what each one means and how they relate to each other. Quotation (Draft) A quotation is a draft proposal. It says "here is what we can sell you and the price." The...

The Sales Order Lifecycle Every sale in CloudFFL follows a consistent path. Understanding this lifecycle helps you know where each order stands. The Steps Create a Quotation — Start a new sale, add the customer and products. Send to Customer (optional) — E...

Creating a Quotation Every sale in CloudFFL starts with a quotation. Here is how to create one. Step by Step Go to Sales → Orders → Quotations. Click New. In the Customer field, start typing the customer's name and select them from the dropdown. If they ar...

Adding Products to a Sale Once you have a quotation open with the customer selected, you need to add the items they are buying. Step by Step Click the Order Lines tab on the quotation form. Click Add a line (or Add a product). In the Product column, start ...

Confirming a Sales Order When the customer is ready to buy, you confirm the quotation to turn it into a sales order. Step by Step Review the quotation: check the customer, products, quantities, and prices. Click the Confirm button at the top. What Happen...

Creating an Invoice After confirming a sales order, the next step is creating an invoice — the bill you send to the customer for payment. Step by Step Open the confirmed sales order. Click the Create Invoice button. A dialog appears asking for the invoice ...

Recording a Payment Once the invoice is confirmed, you can record the customer's payment. Step by Step Open the confirmed invoice. You can get there from the sales order (click the invoice smart button) or from Invoicing → Invoices. Click Register Payment....