Free Profit and Loss Statement Templates (Monthly & Annual)

A profit and loss statement (P&L) is a document used by a business to summarise its financial standings to determine its financial health, or lack of, for a particular time period, a month, a quarter, or a year.

It mainly includes an expenses section, revenue column, and net income section. This financial statement is meant to help a business owner determine if their business or corporation is making profits or not in a certain financial year. 

To know how to prepare and understand a P&L statement, you must know the difference between the three main sections usually found in this statement. Your revenue is the money that is coming into your business from your customers. Your expenses are the costs you incur in the course of handling your business. The net income is the difference between your revenue and expenses. A positive result from these calculations means that your business is making a profit.

For any business owner, knowing whether their business is making profits is an important part of the business. A business owner requires a  P&L  statement to aid them in displaying their business plan to potential investors, since the profit or loss generated is well-indicated. It also helps businesses in budget creation and calculating the working capital of the business.

The P&L statement helps track the business’s expenses, net income, revenue, and other incidentals incurred in a given financial year. With this statement, a business owner can establish if the revenue they are getting is higher than the expenses to determine the profits of the business. Alongside the balance sheet and cash flow statement, a business with the P&L statement can clearly understand its expenditures and revenues over time.

The profit and loss statement is also known as:

  • Statement of financial results or income
  • Earnings statement
  • Income statement
  • Statement of operations
  • Expense statement
  • Statement of profit and loss

Profit and Loss Statement Templates   

For easier preparation of a profit and loss statement, a business owner should use its template. This is an already prepared and printable form that can be used to account for expenditures and revenues faster and easily. With a template, a business owner will have a form that is already divided into sections to make the preparation work easier.

Templates in Word format

Free Profit and Loss Statement Template 01 for Word File

Editable Profit and Loss Statement Template 02 for Word File

Professional Profit and Loss Statement Template 03 for Word File

Downloadable Profit and Loss Statement Template 04 for Word File

Customizable Profit and Loss Statement Template 05 for Word File

Printable Profit and Loss Statement Template 06 for Word File

Printable Profit and Loss Statement Template 07 for Word File

Free Profit and Loss Statement Template 08 for Word File

Free Profit and Loss Statement Template 09 for Word File

Professional Profit and Loss Statement Template 10 for Word File

Editable Profit and Loss Statement Template 11 for Word File

Printable Profit and Loss Statement Template 12 for Word File

    Templates in Excel format

    Downloadable Profit and Loss Statement Template 13 for Excel File

    Printable Profit and Loss Statement Template 14 for Excel File

    Free Profit and Loss Statement Template 15 for Excel File

    Editable Profit and Loss Statement Template 16 for Excel File

    Customizable Profit and Loss Statement Template 17 for Excel File

    Free Profit and Loss Statement Template 18 for Excel File

    Free Profit and Loss Statement Template 19 for Excel File

    Downloadable Profit and Loss Statement Template 20 for Excel File

    Free Profit and Loss Statement Template 21 for Excel File

    Professional Profit and Loss Statement Template 22 for Excel File

      Ways to Prepare 

      Whether you are preparing a personal or business statement, you can use either of the following two ways:

      Cash method

      With the cash method, a business owner can have records of cash transactions in and out of the business. This method is also called the cash accounting method. For any cash a business owner receives, they will indicate it as revenues, and for any cash that leaves, it will be indicated as liabilities.

      Business owners with smaller businesses or companies mainly prefer this method of preparing a  P&L statement. It is simple and is also the best for personal P&L statements to manage personal finances.

      Accrual method

      For the accrual method, business owners take records of revenues and liabilities that are yet to be received or paid for. The P&L statement created using this method takes account of all revenues and liabilities even before they are actualized to provide a financial statement for the future of the business.

      How to Create

      There are six basic steps that a business owner should observe when preparing a profit and loss statement. Below is an example of such a statement containing all the components created in the different steps.

      Profit & Loss ABC Company 1st March to 30th July

      RevenueMonth 1Month 2Month 3
      SalesAmountAmountAmount
      Less: DiscountsAmountAmountAmount
      Total Revenue   
      Costs of goods soldMonth 1Month 2Month 3
      LaborAmountAmountAmount
      Raw materialsAmountAmountAmount
      Total Costs of goods soldAmountAmountAmount
      ExpensesMonth 1Month 2Month 3
      PayrollsAmountAmountAmount
      Electricity billsAmountAmountAmount
      Water billsAmountAmountAmount
      RentAmountAmountAmount
      Other expensesAmountAmountAmount
      Total expensesAmountAmountAmount
      Net income (Revenue- Expenses)AmountAmountAmount
      Profitability or LossMonth 1Month 2Month 3
      Gross profit (revenue-total costs of goods)AmountAmountAmount
      Operating profit (total revenue-total expenses)AmountAmountAmount
      Net profit (after taxes)AmountAmountAmount

      The components shown in the statement above, that is, the revenue, cost of goods sold, the expenses incurred, the net income, and the profit (or loss made), are the main components that are found in a  P&L  statement.

      Step 1: Choose a format

      You need to first choose the format that you will use to prepare your P&L statement. Since you can use either the cash method or the accrual method, you will have to pick a format that suits your records. That means you either need to have your cash transaction records or your liabilities and asset records to prepare the right format for the statement.

      A P&L statement may mainly be formatted in two main ways. These are:

      Single-step income statement

      This format bundles up all the expenses, and the revenues save for the income tax expenses. It is simpler and quicker to make. Nonetheless, it may not always yield the proper and in-depth guidance that a statement of this kind is ordinarily supposed to give off. Then, it is also limited to small businesses only.

      Multi-step income statements

      In this kind of format, the expenses are broken down to their finest levels. In particular, the operating income and gross profits are handled separately in different lines.

      To do this, it subtracts the ‘Cost of Goods Sold’ from the ‘Net Sales’ to arrive at the ‘Gross Profit.’ It proceeds to calculate the ‘Operating Income’, after which it adjusts for the interest expenses and the income tax to generate the ‘Income from Continuing Operations.’

      Step 2: Enter revenue

      The revenue is the amount of money your business has received over a particular financial period. It is the first component that must be entered into the P&L statement. It includes all that has been received from selling products and services or any part of your business like a photocopying machine.

      For a business owner, you need to include all the business revenue. In the case of a monthly  P&L statement, a business owner will include both the business revenue that has been collected and the one that has not been collected.

      You can start by getting information about your current account balances from your business ledger. The current account balances might include cash and all the current accounts receivable (AR) balances. A quarterly statement will require a business owner to include all the revenue gathered during the three-month period.

      Step 4: Calculate cost of goods sold

      The cost of goods may vary from business to business, but must be included in the  P&L  statement. For some business owners, the cost of goods is the amount of money they spend buying goods from their manufacturers or suppliers. For others, it is the price they paid to manufacture their goods, for instance, accessing the raw material and paying for labour.

      Step 5: Enter expenses

      These are the costs that a business owner incurs when operating a business. Expenses in a business may include rent, the amount used to pay employees, money spent on equipment, travel, and utilities like electricity and water bills.

      Step 6: Calculate net income

      The net income is also known as the profit your business has made for that financial period. It is calculated by subtracting your business expenses from your revenue. You will be able to obtain the total operating profit of the business.

      Step 7: Determine profitability

      To determine the business’s profit, a business owner should learn how to calculate these different types of profits:

      • Gross profit: This is the profit you make after subtracting the costs of all the goods sold from your revenue.
      • Operating profit: The operating profit is the profit you realise from subtracting the total expenses from the gross profit.
      • Net profit: This is the profit you realise after paying your taxes.

      Periodic vs. Pro Forma    

      There are two types of  P&L statements that you may choose to prepare depending on your business. These two types of P&L statements include:

      Periodic profit and loss statement

      This financial statement is used by a business owner who wishes to prepare and evaluate their profits and losses after a set period of time, usually quarterly. With this statement, a business owner can make informed decisions about tax returns. Information from the statement will help such a business owner to calculate their net income so as to determine the expected tax returns from the business.

      To prepare a periodic P&L statement, you need to have a section that shows the quarterly amount and another that shows the total yearly amount. Start by indicating your net income or sales on a quarterly basis, and then create a section for expenses.

      Continue by creating another section that indicates the difference between sales made and the expenses, and then indicating the interest released from the business debts. Finally, indicate the taxes from the sales made and subtract before you indicate the total depreciation of that year.

      Pro Forma profit and loss statement

      It is meant for new businesses that are just starting up and are looking to project the profits and losses. They are also used by business owners when looking for potential investors to fund any business project. To prepare this statement, you need to list all the expenses by over-estimating the amount, provide an estimate of sales (net income) for each month, and finally, have a section of the difference between the two (sales and expenses). A negative amount will indicate the amount of money a business owner should request for funding.

      More Free Templates

      Printable Profit and Loss Statement Template 23 for Excel File

      Free Profit and Loss Statement Template 24 for Excel File

      Professional Profit and Loss Statement Template 25 for Excel File

      Free Profit and Loss Statement Template 26 for Excel File

      Editable Profit and Loss Statement Template 27 for Excel File

      Professional Profit and Loss Statement Template 28 for Excel File

      Downloadable Profit and Loss Statement Template 29 for Excel File

      Editable Profit and Loss Statement Template 30 for Excel File

      Professional Profit and Loss Statement Template 31 for Excel File

      Free Profit and Loss Statement Template 32 for Excel File

        Printable Profit and Loss Statement Template 33 for Excel File

          Frequently Asked Questions

          What is the difference between a profit and loss statement and an income statement?

          The two do not have much difference except for the name. They are both used for tracking and reporting expenditures and revenues to determine profit or loss in a business.

          What is the difference between a P&L statement and a balance sheet?

          While a P&L statement indicates the business’ income, expenses, and revenue, the balance sheet indicates the business’ assets and liabilities. Also, the P&L statement has records for a particular period of time, while a balance sheet has up-to-date records of the business.

          How often should I generate a profit and loss statement?

          Most business owners prefer to generate their statements on a monthly, quarterly or yearly basis.

          Are all companies required to prepare P&L statements?

          Usually, private companies are not required to prepare a  P&L statement. However, for public companies, business owners must prepare this financial statement and file it with the Securities and Exchange Commission. With that in place, investors and company regulators can review the financial status of the business.
          All GAAP (Generally Accepted Accounting Principles) guidelines must be observed as a public business owner prepares a P&L statement.

          How do you calculate net revenue on a profit and loss statement

          To find the net revenue amount in the profit and loss statement, you need to subtract all the expenses incurred from the net income or sales made. For a positive answer, the business is making profits, while a negative answer means that the business is making losses.

          Do other forms accompany the monthly profit and loss statement?

          This financial statement is usually accompanied by other financial statements like balance sheet and cash flow statement. However, these documents are not necessary for a monthly  P&L statement due to the little period of time.

          When is the monthly profit and loss statement due?

          A monthly statement is due at the end or beginning of every month after the reporting period is complete.

          Where do I send a monthly profit and loss statement?

          After preparing and signing the statement, you need to send it to the required party who is most likely a money lender. It is best to always have a copy of the P&L statement.

          About This Article

          Authored by:
          Business Law, Tax Content, Business Startup Issues, Accounting, Finance
          With an MBA and Ph.D., Jean Murray stands as a luminary in business law and tax content, dedicating over a decade to the niche. Her academic journey spans over 35 years, teaching at esteemed business and professional schools. Notably, she served as an associate professor at Palmer College of Chiropractic between 1995 and 2009, imparting knowledge on accounting, business law, finance, and the nuances of business startups. Beyond academia, Jean's entrepreneurial spirit shone through as she helmed Emence Enterprises, LLC for 15 years, penning insightful articles on business startup challenges and publishing comprehensive startup guides for professionals. Her blend of academic and entrepreneurial expertise positions her as a trusted authority in the business sphere.

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