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Free Profit and Loss Templates:
Pre-Built With Formulas and Example Data (2026)

Not a blank grid. Every template comes pre-filled with realistic numbers so you can see exactly what goes where. Swap in your data, download, and you are done. No email required.

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Consulting Business P&L - January 2026Example data
Line ItemAmount% Revenue
Revenue
Consulting Services$28,50091.9%
Training Workshops$2,5008.1%
Total Revenue$31,000100%
Cost of Goods Sold
Contractor Fees$4,20013.5%
Workshop Materials$3801.2%
Gross Profit$26,42085.2%
Operating Expenses
Software & Tools$8902.9%
Marketing$1,2003.9%
Office / Coworking$6502.1%
Professional Dev$3001.0%
Insurance$2200.7%
Other Admin$4101.3%
Net Income$22,75073.4%

Choose Your Template

Eight template types covering every common use case. All pre-filled with example data.

📊Most Popular
Excel & Google Sheets

Three variants: simple, standard, and detailed. Formulas included.

🖨️
PDF & Printable

Clean one-page format for loan applications and accountant handoffs.

📅Top Query
Monthly P&L

Rolling 12-month grid with month-over-month change tracking.

📆
Annual P&L

Year-end statement with quarterly sub-totals and YoY comparison.

🏪
Small Business

Simplified 8-category structure with 3 worked examples.

💼Unique
Self-Employed

Aligned to IRS Schedule C. Maps every line to a tax line number.

🍽️
Restaurant

Food cost, prime cost, beverage cost with industry benchmarks.

🏠Unique
Rental Property

NOI, cash flow, and Schedule E alignment for landlords.

Which Template Do You Need?

Find the right template in seconds.

Are you a freelancer or independent contractor?

Self-Employed template - maps directly to IRS Schedule C. View →

Do you run a restaurant, cafe, or food service?

Restaurant template tracks food cost, prime cost, and beverage cost. View →

Do you own rental property?

Rental Property template tracks NOI, cash flow, and Schedule E. View →

Do you just need something simple?

Small Business template - 8 categories, three worked examples. View →

Do you want month-by-month tracking?

Monthly template shows 12 months side by side with trend analysis. View →

Do you need it for a lender or tax prep?

Annual template or PDF template both work well for these purposes. View →

Build Your P&L Online

Enter your numbers below to generate a formatted profit and loss statement instantly.

Revenue
Cost of Goods Sold
Operating Expenses
My Business
Profit and Loss Statement - Q1 2026
Revenue
Primary Revenue$80,00080.0%
Secondary Revenue$20,00020.0%
Total Revenue$100,000100%
Cost of Goods Sold
Direct Materials / Inventory$15,00015.0%
Direct Labor$10,00010.0%
Gross Profit$75,00075.0%
Operating Expenses
Rent / Lease$6,0006.0%
Salaries & Wages$25,00025.0%
Marketing$5,0005.0%
Software & Tools$2,0002.0%
Insurance$1,5001.5%
Professional Fees$2,0002.0%
Utilities & Phone$8000.8%
Other Expenses$1,2001.2%
Total Opex$43,50043.5%
Net Profit$31,50031.5%
75.0%
Gross Margin
31.5%
Net Margin
43.5%
Opex Ratio

Key P&L Concepts

A brief overview of every section. Full line-by-line breakdown →

Revenue

All income from sales, services, and business activities. Loans, owner investments, and deposits are not revenue.

Cost of Goods Sold (COGS)

Direct costs to produce your product or deliver your service. Inventory, materials, direct labor. Overhead costs are not COGS.

Gross Profit

Revenue minus COGS. A healthy gross margin for service businesses is 70-85%. Retail: 30-50%. Restaurants: 60-70%.

Operating Expenses

Costs to run the business not tied directly to production: rent, software, marketing, salaries, insurance, professional fees.

EBITDA

Earnings Before Interest, Taxes, Depreciation, and Amortization. A proxy for operating cash flow used in business valuations.

Net Income

Revenue minus all costs. Note: net income is not the same as cash in the bank. Timing differences create gaps between the two.

Full P&L explanation →P&L vs Balance Sheet →P&L vs Income Statement →

Frequently Asked Questions

What is a profit and loss template?
A profit and loss template is a pre-formatted spreadsheet or document that organizes your business revenue, costs, and expenses so you can calculate net income. A good template includes sections for revenue, cost of goods sold, gross profit, operating expenses, and net income. Our templates come pre-filled with realistic example data so you can see exactly where each number belongs before you enter your own figures.
Is a profit and loss statement the same as an income statement?
Yes - they are exactly the same document. 'Profit and loss' is the traditional small business term. 'Income statement' is the formal GAAP term used by public companies. The IRS calls it 'profit or loss' on Schedule C. Different names, identical content. See our full comparison on the P&L vs Income Statement page.
What is the difference between a P&L and a balance sheet?
A P&L shows your income, expenses, and profit over a time period. A balance sheet shows what your business owns and owes at a single point in time. The P&L answers 'did we make money?' The balance sheet answers 'what is our business worth?' Net income from the P&L flows into retained earnings on the balance sheet, connecting the two statements.
How often should I prepare a profit and loss statement?
Minimum monthly for any active business. Monthly P&Ls help you spot expense creep early and track seasonal patterns. Quarterly P&Ls are useful for strategic reviews and estimated tax calculations. Annual P&Ls are required for tax filing. Restaurants and high-volume retail businesses often track weekly.
Do I need a P&L if I am self-employed?
Yes. Your IRS Schedule C is essentially a P&L - maintaining one throughout the year makes tax filing simple. Lenders also require P&Ls for business loan applications from self-employed borrowers. Our Self-Employed template maps every line item to the corresponding Schedule C line number, so tax time becomes a simple transfer exercise.
What is a good profit margin for a small business?
It varies significantly by industry. Service businesses (consulting, coaching, design) typically see 20-35% net margins because they have low direct costs. Retail businesses average 2-6% due to inventory costs. Restaurants typically see 3-9% net margins. If your net margin is below target, review your pricing first, then your three largest expense categories.