Inventory guide · Updated October 9, 2026
Firearms inventory management software, compared.
Five apps gun owners actually use as an inventory system for firearms, side by side: where your records live, what each one costs, how documents and exports work, and where each is weaker. ArmoryAtlas makes one of them, so the facts come from each vendor's own site and the judgments are labeled as ours.
First, the right category
Owner software, not dealer software
Searches for firearms management software return two different products. Dealers need acquisition and disposition records that satisfy ATF rules, usually tied to a point of sale. Owners need firearms logging software for a personal collection: what you own, what you paid, the receipt and photos that prove it, round counts, service history, and a report you can hand to an insurer or an executor. This guide covers the second kind.
Five firearms inventory apps compared
Facts in this table come from each vendor's public website on October 9, 2026. Where a site does not say, the cell says so. Prices and platforms change, so confirm before you buy.
| App | Platforms | Price | Where your data lives | Documents and photos | Exports and reports |
|---|---|---|---|---|---|
| ArmoryAtlas | Web, iOS, Android | Free to start; Premium optional | Encrypted sync across your devices; documents and photos are encrypted on the device before upload (zero-knowledge) | Receipts, photos, PDFs and NFA paperwork attached to each item; receipt scanning | CSV import and export; PDF insurance, estate and audit reports |
| GUNTRACK | Web, iOS, Android, Windows and macOS (Software Edition) | Web from $2.99/month after a 15-day trial; mobile app free with a web account; desktop from $39.99/year | Cloud for web and mobile; local AES-256 encrypted database for the desktop edition | Document and receipt storage, with plans sized by storage (500 MB to 10 GB) | Not stated on its site |
| GunCollector | Web; iPhone and Android listed as coming soon | Free during early access | Cloud (AWS); an encrypted offline copy on mobile once the apps ship | Creates records from a photo; upload an ATF eForm PDF to add an NFA item | JSON data export; photo-backed insurance report |
| My Armory | iPhone, iPad, Android, Windows, macOS, Linux | Not stated on its site; it has a Support the Project page | Local-first on each device, with backup support | Photos; legal documents such as permits and licenses with expiration reminders | PDF inventory catalogs and reports; CSV bulk import |
| VaultArm | iOS, Android | $4.99 one-time purchase | On the device only; no account and no cloud service | Images, receipts and PDFs attached to each record | An export file for moving to a new device; CSV and PDF not stated |
Notes on each app
These are our judgments, not vendor claims. ArmoryAtlas is our product, so read our row with that in mind.
ArmoryAtlas
Best fit if you want one record per firearm with the proof attached, plus ammo, range, maintenance and travel in the same app. Weaker if you want a desktop-only local database or a one-time price.
GUNTRACK
The most editions and the longest track record. Best fit if you want a desktop program that keeps data on your own computer. Costs add up for larger document libraries.
GunCollector
Fastest way to enter a collection if the photo recognition works for your guns. Early access means pricing and the mobile apps are still unsettled.
My Armory
Widest desktop coverage, including Linux, and strong PDF reports. Local-first means you manage your own backups and syncing between devices.
VaultArm
Simplest and cheapest option, and nothing leaves your phone. You are responsible for backups, and there is no web or desktop access.
Where ArmoryAtlas is the wrong choice
If you want your records on one computer with no account and no sync, GUNTRACK's desktop edition or My Armory fit better. If you want the lowest possible price and will handle your own backups, VaultArm's one-time purchase is hard to beat. ArmoryAtlas is built around encrypted sync between phone and web, proof-linked records, and travel and range tools in the same place; if you do not need those, you are paying in complexity for features you will not use.
Start with the outcome
What should firearms inventory software record?
Start with the questions you may need to answer later: what do I own, where is it stored, what did it cost, when was it serviced, and which receipt or accessory belongs to it? A useful system keeps those answers together instead of scattering them across notes, photos, email, and paper folders.
Identity
Manufacturer, model, serial number, caliber or gauge, type, and condition.
Acquisition
Purchase or transfer date, seller, cost, receipt, and supporting documents.
Ownership history
Photos, valuations, status changes, and an exportable audit trail.
Use and care
Round counts, maintenance work, parts, accessories, and service reminders.
Treat privacy, encryption, and recovery as core features
Firearm records can contain sensitive personal and property information. Before entering data, find out how the provider protects information in transit and at rest, whether documents are encrypted, how account recovery works, and whether you can export or delete your records. A security page should explain these controls in plain language.
Backups matter just as much as access control. Device-only apps such as VaultArm and local-first apps such as My Armory leave backups to you. Cloud apps handle backups but need you to trust the vendor's encryption, so read what it actually covers. Confirm that any app can produce a portable export; a system that cannot return your own records is difficult to trust as a long-term inventory.
Review ArmoryAtlas security and privacy practices →Choose a workflow you will actually maintain
A perfect database that takes ten minutes per update will become stale. Look for fast item entry, UPC or barcode assistance, receipt capture, mobile photo upload, and maintenance updates that happen where the work is done. The app should reduce duplicate typing while still letting you review information before saving it.
A simple maintenance rhythm
Add an item once, attach its receipt and photos, update it after each service or major change, then review the complete inventory on a regular schedule.
Checklist before you choose gun inventory software
| Capability | Question to ask | Why it matters |
|---|---|---|
| Exports | Can I export complete, readable records? | Keeps your information portable. |
| Documents | Can receipts and photos stay attached to an item? | Preserves context and proof of purchase. |
| Maintenance | Can I log service and set reminders? | Turns a static list into an ownership history. |
| Mobile access | Can I update records from a phone? | Makes timely updates easier. |
| Security | Are records encrypted and recovery controls documented? | Protects sensitive ownership data. |
| Reporting | Can I create a useful inventory report? | Makes the data usable outside the app. |
| Pricing | Is it free, one-time, or a subscription, and what does the free tier limit? | Avoids moving a collection into a tool you will stop paying for. |
From checklist to working inventory
Build the record while the details are in front of you.
ArmoryAtlas connects firearms, ammunition, accessories, receipts, maintenance, range sessions, reports, and encrypted documents in one inventory. Free to start on web, iOS, and Android.
Create a free accountFirearms inventory software FAQ
What is the difference between firearms inventory software for owners and for dealers?
Owner software, like the five apps compared here, keeps a personal record of what you own, with receipts, photos, round counts, maintenance and reports for insurance or an estate. Licensed dealers need acquisition and disposition record keeping that meets ATF rules, which is a different category of product. Many searches for 'firearms management software' mix the two, so check which one a vendor sells before you compare prices.
What should a firearm inventory include?
A useful inventory normally records the manufacturer, model, caliber or gauge, serial number, acquisition details, condition, storage location, photographs, receipts, and related accessories. Only collect information you have a clear reason to retain.
Is a spreadsheet enough for a gun inventory?
A spreadsheet can work for a small collection, but it usually requires a separate plan for photos, receipts, encryption, backups, maintenance history, and mobile access. A purpose-built app can keep those records connected.
Is there free gun inventory software?
Yes. ArmoryAtlas is free to start, GunCollector is free during its early access period, and GUNTRACK's mobile app is free alongside a web account. VaultArm is a one-time $4.99 purchase rather than free. Check what each free tier limits before you move a large collection into it.
Can a firearm inventory help with insurance records?
Organized descriptions, serial numbers, photos, and purchase records can help you prepare documentation requested by an insurer. Requirements vary, so confirm the records and coverage your own insurer expects.
How often should I update my firearm inventory?
Update it when you acquire, transfer, service, modify, or move an item. A periodic review also helps confirm that receipts, photos, valuations, and backups are still current.