Template
Profit and loss templates
A profit and loss statement shows what a business earned and spent over a period, and what was left at the end.
Download the template
Download everything
Blank and worked example, in Word and PDF, in one ZIP file (427 KB).
How to use it
- Download the Word or PDF version and save a master copy.
- Write the business name and the period the figures cover.
- List your income by type and write the total.
- List direct costs, then subtract their total from income to find gross profit.
- List running costs, total them and subtract to find net profit or loss before tax.
About this template
This free template sets it out in three steps: income, cost of sales leading to gross profit, and running costs leading to net profit or loss before tax. It is designed for a month, quarter or year, and suits sole traders, freelancers and small firms who want a clear picture for their own records. Download it as Word to fill in on screen or as a PDF to print. A worked example with made-up figures shows how the numbers flow from top to bottom.
Questions
Is this the same as my official accounts?
No. This is a simple summary for your own use. For what you must report, see GOV.UK or ask an accountant.
What counts as cost of sales?
These are the direct costs of making or delivering what you sold, such as materials and delivery. Your accountant can advise on what belongs here for your business.
How often should I fill one in?
Many small businesses do it monthly or quarterly. Use the same layout each time so periods are easy to compare.
Can I change the categories?
Yes. The Word version is editable. Rename the rows to match the way you track money.
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