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Profit and Loss Statement (P&L)

A profit and loss statement form that auto-calculates revenue, expenses and net profit, exported as a clean PDF.

Small Business

About this template

This profit and loss statement template runs on Formester's drag-and-drop form builder, so you can add expense categories, swap reporting periods, and adjust the layout without writing code. Track revenue, cost of goods sold, operating expenses, and net profit in one form, every cycle.

Built-in calculations roll up every line item automatically. Add revenue and expense entries, and the form computes subtotals, gross profit, operating income, and net profit on the fly. Each submission is saved to your Formester dashboard and exported as a clean PDF for the board pack, investor update, or loan application.

Use conditional logic to hide irrelevant sections (e.g., COGS for service businesses), surface prior-period comparison fields when "compare to last quarter" is selected, or reveal segment breakdowns for multi-product reporting. Send the report to your accountant or controller automatically with Autoresponder Email and sync historical figures from Google Sheets for trend analysis.

Reporting on multiple departments or business units? Generate a tailored P&L with the AI form generator: describe the structure and Formester drafts the form ready to fill.

Questions we get a lot

Finance team and bookkeeper questions about calculations, period changes, exports, and customization.

Does the template auto-calculate totals?
Yes. With calculating fields configured, revenue, COGS, expense subtotals, gross profit, operating income, and net profit all roll up from line items.
Can I use the template for both quarterly and annual reports?
Yes. Change the reporting period field and the PDF header adapts. Each submission is saved as a separate snapshot in the dashboard.
Can I compare current period to prior period?
Yes. Use conditional logic to reveal a prior-period column when comparison is selected, and pre-fill values from Google Sheets.
Can I add my company logo and tax registration?
Yes. Replace the placeholder logo and add your company address and tax ID in the header. Every PDF reads as an official statement.
How do I export historical reports?
Every submission is saved as a separate record. Export the PDF for any period directly from the submission view, or push the data to your accounting platform via Zapier.
Can I push the report to my accountant or controller automatically?
Yes. Turn on Autoresponder Email to deliver the PDF on every submission, or route the data to your accounting platform.

How to use this P&L statement template

Seven steps from Use Template click to a publishable statement. Most finance teams finish in under 15 minutes.

Open the template

Click Use Template. Calculation rules, line-item structure, and PDF layout load into the Formester builder ready to edit.

Brand the header

Drop your company logo, address, and tax registration in the header so every export reads as an official statement.

Set the reporting period

Choose monthly, quarterly, or annual. The PDF header adapts automatically; the dashboard saves each period as a separate snapshot.

Customize line-item categories

Replace placeholder revenue and expense categories with your chart of accounts. Add COGS for product businesses, depreciation for capital-heavy ones.

Configure auto-calculations

Add a calculating field for gross profit, operating income, and net profit. Subtotals roll up from line items as you type.

Pre-fill prior periods

Pre-fill comparison values from Google Sheets so the form opens with prior-quarter context already in place.

Run and export

Fill in current-period numbers, the form auto-totals, and you download a print-ready PDF or share the dashboard link with your accountant.

When to use this profit and loss statement

Six finance-team scenarios this template handles out of the box. Same numbers, different audience each time.

Monthly close pack

Run the statement on the same day every month. The dashboard saves the snapshot, your accountant has the PDF in their inbox by noon, and the team has a number to compare against next month.

Quarterly investor update

Pre-fill prior-quarter values, fill in the new period, and the auto-totals are ready before the board call. Export the PDF, drop it in the data room, attach to the investor email.

Year-end accountant pack

Roll four quarters into a single annual statement. The notes section captures one-off events; the PDF goes straight to your accountant with the back-up Sheet for line-level review.

SBA or bank loan application

The bank wants the last twelve months. Set the period start and end, the form totals every revenue and expense line, and the PDF prints clean for the application packet.

Business-unit P&L

Heads of business units producing a statement for their segment. Add a department field, filter the dashboard by department, and produce one PDF per segment for the leadership review.

Freelancer client-by-client tracking

Track gross income and expense by client. One submission per client per quarter; the dashboard shows which client is actually profitable after delivery costs.

Fields included in this template

Every line, every subtotal, every export-ready field already wired. Drop the ones you do not need; the rest work on the free tier.

  • Company name Short text

    Appears in the PDF header.

  • Reporting period Date range

    Anchors the statement and labels every total.

  • Currency Dropdown

    USD, EUR, GBP, INR, and more. Sets the symbol on every line.

  • Revenue line items Repeatable line

    Add as many revenue streams as needed; description plus amount.

  • Cost of goods sold Repeatable line

    Direct costs tied to revenue. Hide for service businesses.

  • Gross profit Auto-calculated

    Revenue minus COGS.

  • Operating expenses Categorized line

    Marketing, payroll, rent, software, and more, grouped by category.

  • Operating income Auto-calculated

    Gross profit minus operating expenses.

  • Other income and expense Repeatable line

    Interest income, one-off gains, or unusual expenses.

  • Tax provision Currency

    Estimated tax on operating income.

  • Net profit Auto-calculated

    Headline number on the PDF.

  • Notes Long text, optional

    Context for unusual items or one-off events.

Questions we get a lot

Finance team and bookkeeper questions about calculations, period changes, exports, and customization.

Does the template auto-calculate totals?
Yes. With calculating fields configured, revenue, COGS, expense subtotals, gross profit, operating income, and net profit all roll up from line items.
Can I use the template for both quarterly and annual reports?
Yes. Change the reporting period field and the PDF header adapts. Each submission is saved as a separate snapshot in the dashboard.
Can I compare current period to prior period?
Yes. Use conditional logic to reveal a prior-period column when comparison is selected, and pre-fill values from Google Sheets.
Can I add my company logo and tax registration?
Yes. Replace the placeholder logo and add your company address and tax ID in the header. Every PDF reads as an official statement.
How do I export historical reports?
Every submission is saved as a separate record. Export the PDF for any period directly from the submission view, or push the data to your accounting platform via Zapier.
Can I push the report to my accountant or controller automatically?
Yes. Turn on Autoresponder Email to deliver the PDF on every submission, or route the data to your accounting platform.