Every organization wants to understand whether it is making money or losing money at the close of a financial year or somewhere in between. Specific business reports show sales profits, expenses, and earnings over time. A profit and loss statement report reveals whether a business can expand sales, control costs, and turn a profit. 

If you are a small business owner, you already know how to make a profit and loss statement using manual or online tools. In online tools and invoicing software, the profit and loss formula is fitted; as you create the invoices and record the transactions and business expenses, it makes the statement monthly, quarterly, or yearly as you need.

Totaling all income sources and deducting all revenue-related costs is what a P & L statement is intended to do. It demonstrates how a company’s finances have changed over time using financial reporting software.

Sales and costs appear in identical categories on the profit and loss statement. There are five categories: 

  • Cost of Goods Sold
  • Net sales
  • Net Profit
  • Gross margin
  • Expenses

The profit and loss formula gives you a sense of how much money is coming in and going out of) your company since it depicts sales and costs. As an owner, you should always ask profit and loss questions.

In what way does a profit and loss statement serve a useful purpose?

In what way does a profit and loss statement serve a useful purpose

One of the primary functions of the profit and loss formula is to summarize the company’s financial performance over a certain period. Here is why you need to prepare a P&L Statement.

  • To display the company’s income and expenditures,
  • Knowing the profits/losses made/incurred by a firm is essential.
  • To fulfil the statutory criteria (Companies Act, Partnership Act, or any other law)
  • To determine the profitability of the firm
  • You must calculate the net outcome to determine if your company produces a net profit or loss.
  • To calculate a firm’s return on equity (ROE), compare the company’s net income (to the amount of shareholder equity held by the company

Does your accounting software help with business reports?

What does a profit and loss statement look like?

Here is an example to help you understand how a P&L report looks like.

What Does a Profit and Loss Statement Look Like

Profit and loss and other business reports have several advantages

Profit and loss and other business reports have several advantages.

It is the most often used and well-understood financial statement in a corporation because it provides accurate information about the net profit or loss created by a company in a short period using financial reporting software. Here are some of the advantages of a profit and loss report:

  • It improves the firm’s operational efficiency since your direct/indirect costs and direct/indirect earnings are included in the P&L accounts calculations.
  • Because it contains critical information concerning indirect expenditures, it assists in maintaining control over indirect spending.
  • It assists you in determining how much tax you should owe on the earnings you generated.
  • It helps monitor company performance, which may be compared to past financial periods to see whether the firm has improved since then.
  • The most accurate indication of your company’s health
  • It aids in making future judgments, making plans, and doing better in general.
  • It functions as a financial statement. Bank loans got more straightforward and quicker as a result of this information.

Now, let us see how to generate a profit and loss statement. 

How to make a profit and loss statement?

When you use online accounting software to manage your business finances, things become easier for you when making business reports and profit and loss statements. 

All that is required is to record the cost of sales, commonly known as the price of goods or services sold. When you use financial reporting software (like ours!), you can track the price of service provided or sales in a single click as all the bills are prepared electronically. 

The cost of products sold will not apply to service and professional firms. Charges, fees, and royalty are the primary sources of revenue for these businesses, which do not have any physical inventory. 

The costs of delivering services will be covered by selling and operational charges and general expenses. Those also can be tracked down using online billing software.

Then you must keep track of the costs associated with your inventory and acquisitions. To put it another way: The direct costs of manufacturing comprise the expenses of raw materials, raw materials that are in the process of being made, and direct labor costs.

Materials and supplies, production overhead, and indirect labor are examples of indirect expenses. A separate statement is frequently generated for the cost of items produced because of these additions. The profit and loss statement incorporates the information from the particular statement.

Now, in the context of profit and loss questions, let us talk about expenses 

Selling expenditures are those incurred directly or indirectly in the course of doing business. They include the wages of salespeople, the sales office expenses, commissions, advertising, storage, and shipping.

General and administrative expenditures are those incurred in business that are not immediately related to the sale of products. They include pay for non-sales workers, materials, and other operational expenditures associated with the business’s general administration. Generally referred to as “overhead” expenditures, general and administrative expenses include rent, utilities, telephone, travel, and supplies.

Once all these are done using financial reporting software, they can be prepared at any point in time as the profit and loss formula is already there in the software.

Also Read: What is a Profit and Loss Statement? How to Generate it Online?

Wrap up

We hope this post gives you better insights on how to make a profit and loss statement. For a small firm, the creation of a profit and loss statement is a significant milestone. It gives an overview of the company’s most essential operations at a glance.

These financial statements and business reports detail both the good and harmful elements of a business’s performance. In addition to the costs of products sold, gross margins, selling and administrative expenditures, and net profit give essential information to managers and owners. 

One of the most effective tools for small company owners is the P&L Statement, compiled regularly using financial reporting software.  And if you want to have a free demo of online billing software, please email support@mooninvoice.com or dial +1-805-491-9393.