Free calculator
Profit and Loss Calculator
Type one month or the year to date: sales, refunds, what you spent on stock and materials, and your expenses. The calculator lays them out as a profit and loss statement and shows your net profit and margins. Free, no sign-up.
- Net revenue$0
- Stock, materials and labor bought$0
- Change in stock on hand$0
- Cost of goods sold$0
- Gross profit$0
- Operating expenses$0
- Net profit$0
How it works
A profit and loss statement runs top to bottom. Net revenue is sales plus other business income less refunds given to customers.
Cost of goods sold is what you spent on stock for resale, materials that go into what you sell and labor paid to make it. If you count the stock you have not sold yet at the start and end of the period, the change is added in: stock at the start plus purchases less stock at the end. Fill in both counts or neither; with one blank, the counts are left out.
Gross profit is net revenue less cost of goods sold. Net profit is gross profit less operating expenses such as selling fees, ads, rent, insurance, software and shipping labels. Each margin is that profit divided by net revenue.
Equipment you will keep for years, money you pay yourself and transfers between your own accounts are not operating expenses, so leave them out. The workbook logs them in their own rows, kept out of profit.
A worked example
The Profit and Loss Template's example is a made-up one-person T-shirt printing shop, January to September 2026. Sales were $29,500 and other income $40, less $300 of refunds, so net revenue is $29,240. Blank shirts, ink and a helper for custom orders cost $11,000; stock counts of $1,200 on January 1 and $1,450 at the end of September lower cost of goods sold by $250 to $10,750. Gross profit is $18,490. Operating expenses come to $12,675.66, which leaves $5,814.34 of net profit, a 19.9% net margin. September alone shows $3,325 of net revenue and $513.01 of net profit. The $1,850 heat press, the owner's $1,500 a month and a $2,000 card payoff are logged but kept out of profit.
Build this statement from every sale and expense
The Profit and Loss Template for Excel and Google Sheets turns one log of money in and money out into a monthly and year-to-date statement with 22 cost and expense lines, % of revenue on every line and a Month by Month tab for the whole year. It has an Entries tab with 1,000 rows, a Checks box for rows missing a date or category, a filled-in example and a Start Here guide. $2.99, instant download.
Questions
What is the difference between gross profit and net profit?
Gross profit is net revenue less the cost of the goods you sold. Net profit takes the operating expenses off as well: fees, ads, rent, insurance, software and the rest. Gross profit shows whether your products earn their keep; net profit shows what the business kept.
Do I need to count my stock?
No. Leave both counts blank and cost of goods sold is what you bought in the period. If you sell physical products and buy ahead, counting stock at the start and end gives a truer cost, because stock you bought but have not sold yet is not a cost of this period.
Should I include what I pay myself?
No. For a sole proprietor, money you take out is an owner draw, not an expense, so it stays out of profit. Net profit is what the business earned before you pay yourself.
What about a big equipment purchase?
Leave it out of operating expenses. Equipment you keep for years is usually depreciated or expensed under rules your tax preparer applies. The workbook logs it in its own row, kept out of profit.
Can I use it for one month or a whole year?
Either. Type the totals for any period, one month, a quarter or the year to date. The paid workbook builds both the month and the year to date from one log.
Is this tax advice?
No. It is a planning estimate from the numbers you type. Your tax preparer decides what is deductible and how it goes on your return.