Template · Finance

Monthly profit and loss statement

Twelve months of revenue, cost of goods sold, operating expenses, EBITDA, net income and margins.

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	A	B	C	D	E	F	G	H	I	J	K	L
1	Monthly profit and loss statement
2	Example data — replace the blue input cells with your own.
3
4	Company	Example Coffee Roasters	Fictional example company: a specialty coffee roaster
5	First month of the year	Jan 2026
6	Income tax rate (estimate)	25.0%	Applied to each month's earnings before tax; months with a loss get zero tax.
7
8	Line item	Jan 2026	Feb 2026	Mar 2026	Apr 2026	May 2026	Jun 2026	Jul 2026	Aug 2026	Sep 2026	Oct 2026	Nov 2026
9	Revenue
10	Wholesale (cafés and grocers)	40,400	39,200	41,500	42,600	43,400	42,900	41,300	42,000	43,200	44,600	46,300
11	Online subscriptions	15,600	16,050	16,400	16,800	17,150	17,400	17,700	18,000	18,450	18,900	20,100
12	Online one-time orders	6,800	6,100	6,900	7,200	7,600	7,000	6,500	6,700	7,400	8,600	13,900
13	Retail bar and markets	8,200	7,900	9,300	10,400	12,100	13,200	13,700	13,100	11,600	10,500	11,200
14	Total revenue	71,000	69,250	74,100	77,000	80,250	80,500	79,200	79,800	80,650	82,600	91,500
15
16	Cost of goods sold

Showing the first 16 of 53 rows and 12 of 15 columns. Cells with formulas show the formula on hover.

	A
1	Monthly profit and loss statement
2	Notes: what this workbook does, how to use it and the method behind it.
3
4	What it does
5	A twelve-month income statement for a small business: revenue by line, cost of goods sold, gross profit, operating expenses, EBITDA, EBIT, interest, income tax and net income, with margins, a full-year total and month-over-month growth.
6
7	How to use it
8	1. Enter the company name, the first month of the year and an estimated income tax rate at the top of the P&L tab.
9	2. Rename the revenue, cost of goods sold and operating expense lines to match your accounts.
10	3. Type monthly figures into the blue cells, from your bookkeeping (actuals) or your plan.
11	4. Read gross profit, EBITDA, net income and the margin rows; the Full year column totals each line and shows it as a % of revenue.
12	5. Use the growth rows to spot seasonality and changes in cost structure.
13
14	Formulas and method
15	Total revenue, total cost of goods sold and total operating expenses are SUMs of their blocks.
16	Gross profit = revenue − cost of goods sold. EBITDA = gross profit − operating expenses. EBIT = EBITDA − depreciation and amortization. Earnings before tax = EBIT − interest expense.

Showing the first 16 of 32 rows and 1 of 1 columns. Cells with formulas show the formula on hover.

What does this template do?

A twelve-month profit and loss statement for a small business, laid out the way an accountant reads one. Revenue and cost lines feed gross profit, operating expenses lead to EBITDA, and depreciation, interest and income tax lead to net income. Every subtotal is a formula, so changing one monthly figure updates the margins, the full-year column and the growth rates.

The example is a fictional specialty coffee roaster with wholesale, online and retail sales. Its cost of goods sold follows the sales mix, and fees and shipping scale with the sales lines that drive them. The sheet shows how a statement reads across a year; it is not a forecast.

Income tax is a planning estimate: a single rate applied to each month's positive earnings before tax. The statement is an income statement only. Profit is not cash, so use a cash flow forecast to plan liquidity.

What’s inside

Gross profit, EBITDA, EBIT and net income, with margins for each month
Full-year column totals every line and shows it as a percent of revenue
Month-over-month growth for revenue and gross profit
Income tax estimated each month; loss months carry no tax
Operating expenses as a percent of revenue, and cumulative net income

Which tabs does the workbook have?

Tab	What it holds
P&L	The income statement: revenue, cost of goods sold, operating expenses, EBITDA to net income, margins and growth.
Notes	Purpose, steps, formulas used, assumptions and limits.

What formulas does this template use?

This template holds 265 formulas in 584 cells across 2 tabs, so 45% of its cells calculate. They use 3 distinct functions; the longest formula is 23 characters.

Function	Uses	What it does
`IF`	115	one result when a test is true, another when false
`SUM`	65	adds numbers
`EDATE`	11	same day, months later

Counted from the workbook itself. Only functions that Excel, LibreOffice Calc, Google Sheets and Apple Numbers evaluate the same way are used, so the formulas survive every download format.

How do you use it?

Enter the company name, the first month of the year and an estimated income tax rate at the top.
Rename the revenue, cost and expense lines to match your chart of accounts.
Type monthly figures from your bookkeeping (actuals) or from your plan.
Read gross profit, EBITDA and net income, and check the margin rows.
Use the growth rows to spot seasonality and changes in cost.

What is it good for?

Monthly management reporting for a small business
Comparing a plan with actual results line by line
Reviewing margins month by month to find seasonal patterns
Preparing figures for a lender or an accountant

Questions about this sheet

Where do the subtotals come from?

Each subtotal is a SUM of its block. Gross profit is revenue minus cost of goods sold, and EBITDA is gross profit minus operating expenses. Net income follows through depreciation, interest and tax.

How is income tax calculated?

Each month, tax equals earnings before tax times the rate when that month is positive, and zero otherwise. Losses are not carried forward between months.

Can I use it for both actuals and a plan?

Yes. Enter actuals or plan figures in the blue cells. To compare two sets of figures, copy the sheet and enter the second set in the copy.

Does the statement show cash?

No. An income statement records revenue and costs when they arise. Use a cash flow forecast to plan the timing of cash.