Profit & Loss Statement Generator
Use this free Profit & Loss Statement Generator to quickly get accurate results in seconds, free and instantly offline with no signup required ever, trusted by professionals in Austin, Chicago, Miami, Denver, Seattle, and New York for reliable daily use without accounts, subscriptions, limits, or delays on any device for everyday personal and business workflows daily.
Use this Profit & Loss Statement Generator to produce a clean P&L from revenue, COGS, and operating expenses with gross and net profit.
Calculator Inputs
About P&L Statement
Use this free Profit & Loss Statement Generator to quickly get accurate results in seconds, free and instantly offline with no signup required ever, trusted by professionals in Austin, Chicago, Miami, Denver, Seattle, and New York for reliable daily use without accounts, subscriptions, limits, or delays on any device for everyday personal and business workflows daily.
What a P&L statement shows: Revenue minus cost of goods sold (COGS) equals gross profit. Gross profit minus operating expenses equals net profit. The P&L is the most widely used financial statement — it tells you whether your business is making money over a specific period.
Revenue: Total income from sales of goods or services before any deductions. Include all revenue streams: product sales, service fees, subscriptions, and interest income. A Austin restaurant might show $80,000 in food sales plus $15,000 in bar revenue = $95,000 total revenue.
COGS (Cost of Goods Sold): Direct costs of producing what you sell — raw materials, direct labor, and manufacturing overhead. A Miami retail shop might list $35,000 in inventory purchases. A Denver consultant might list $5,000 in contractor fees directly tied to client projects.
Operating Expenses: Costs that keep the business running but are not tied to a specific product or service — rent, salaries, utilities, insurance, marketing, software, and depreciation. A Chicago startup might list $20,000 in salaries, $3,000 in rent, $2,000 in software, and $5,000 in marketing = $30,000 operating expenses.
Margin analysis: Gross margin (gross profit / revenue) shows production efficiency. Net margin (net profit / revenue) shows overall profitability. A Seattle agency with 60% gross margin and 25% net margin is healthy. Below 10% net margin leaves little room for error or reinvestment.
Where it is used
A restaurant in Austin reviewing monthly P&L; a startup in Chicago preparing for investor meetings; a retail shop in Miami checking quarterly profitability; a consultancy in Denver tracking project margins; a contractor in Seattle reviewing job profitability; a nonprofit in New York preparing annual financial reports.
How to use the P&L Statement
- Revenue — enter the value (e.g. 100000).
- COGS — enter the value (e.g. 40000).
- Operating Expenses — enter the value (e.g. 30000).
- Calculate — press the Calculate button to see the result instantly above.
Formula
Gross = Revenue - COGS; Net = Gross - Operating Expenses
Examples
Restaurant Monthly
SaaS Startup
Retail Shop
Frequently Asked Questions
- What is the difference between gross and net profit?
- Gross profit is revenue minus direct costs (COGS). Net profit is gross profit minus all operating expenses. Gross shows production efficiency; net shows overall profitability.
- What counts as COGS?
- Direct costs of producing goods or services — raw materials, direct labor, and manufacturing overhead. Exclude rent, admin salaries, and marketing — those are operating expenses.
- Should I use accrual or cash basis?
- Accrual basis records revenue when earned and expenses when incurred, regardless of when cash moves. Cash basis records when money changes hands. Most businesses over $250K revenue use accrual for accuracy.
- How often should I generate a P&L?
- Monthly for active businesses, quarterly for stable ones, and annually for tax filing. Monthly P&Ls help you catch expense spikes early and adjust pricing or spending before problems compound.
- Can I use this for tax preparation?
- This generates a simplified P&L for internal use. For tax filing, use QuickBooks, Xero, or an accountant who applies GAAP rules and handles depreciation, amortization, and tax adjustments.
- What if net profit is negative?
- A loss means expenses exceed revenue. Identify which line is too high — is COGS eating your gross margin, or are operating expenses too heavy? Cut the controllable expenses first and revisit pricing if gross margin is thin.