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📈 Free Profit and Loss Statement Template

Below is a full profit and loss statement structure: revenue, cost of goods sold, gross profit, operating expenses, and net profit. Copy it into a spreadsheet, plug in your numbers, and see exactly where your business stands.

The profit and loss statement (also called an income statement or P&L) is the most fundamental financial report. It shows whether your business made or lost money over a specific period. Lenders, investors, and tax authorities all want to see it. This template breaks it down line by line so you understand every number — not just the bottom line.

Header

FieldsDescription
Business Name*Your registered legal name.
Period*e.g. “For the year ended 31 December 2026” or “Q1 2026”.
Currencye.g. EUR, USD, GBP.

Revenue

FieldsDescription
Sales Revenue*Income from goods sold or services delivered.
Other IncomeInterest, rental income, one-off gains.
Total Revenue*Sales + Other Income.

Cost of Goods Sold (COGS)

FieldsDescription
Materials / InventoryDirect cost of products sold.
Direct LabourWages for production staff.
Total COGS*Sum of all direct costs.

Gross Profit

FieldsDescription
Gross Profit*Total Revenue − Total COGS.
Gross Margin %Gross Profit ÷ Total Revenue × 100.

Operating Expenses

FieldsDescription
Rent & UtilitiesOffice, warehouse, electricity, internet.
Salaries & WagesNon-production staff (admin, sales, management).
Marketing & AdvertisingAds, website, events.
Software & SubscriptionsSaaS tools, hosting, licenses.
Travel & EntertainmentBusiness trips, client meals.
Professional FeesAccountant, lawyer, consultant.
DepreciationAsset value spread over its useful life.
Total Operating Expenses*Sum of all expenses above.

Net Profit

FieldsDescription
Operating Profit (EBIT)*Gross Profit − Total Operating Expenses.
Interest ExpenseLoan and credit interest.
TaxCorporate income tax.
Net Profit*The bottom line — what the business actually earned.
Net Margin %Net Profit ÷ Total Revenue × 100.

How to use

  1. 1Set the period — monthly, quarterly, or annually.
  2. 2Pull revenue figures from your sales records or invoicing system.
  3. 3Calculate COGS only if you sell physical products or have direct delivery costs.
  4. 4List every operating expense category — match them to your chart of accounts.
  5. 5Subtract COGS from Revenue for Gross Profit, then subtract Operating Expenses for Net Profit.
  6. 6Compare to previous periods — trends matter more than any single number.

Or automate this

Building a P&L by hand means pulling numbers from five different places and hoping they add up. Nika can pull revenue and expenses from your connected accounts, categorise them, and generate a clean P&L every month — from {price} per statement. You get the numbers; she does the assembly.

Questions

What is the difference between gross profit and net profit?

Gross profit is revenue minus the direct cost of producing goods or services (COGS). Net profit is what is left after ALL expenses — operating costs, interest, and tax. Gross profit tells you if your core business is viable; net profit tells you if the whole operation makes money.

Should I use cash or accrual accounting for my P&L?

Accrual accounting (recording revenue when earned and expenses when incurred) gives a more accurate picture of profitability. Cash accounting (recording when money changes hands) is simpler but can mislead — a profitable month on paper may hide unpaid bills. Most formal P&L statements use accrual.

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