Guide 08 — P&L Report (Profit & Loss)
Overview
The P&L (Profit & Loss) report gives you a complete financial picture of your business for any period. It is updated in real time as sales are recorded and expenses are added.
Who can do this?
Owner, Manager, or Accountant role.
How to View the P&L Report
- Go to Reports
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From the left navigation, click Reports
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Select "P&L" or "Profit & Loss"
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Set the date range
- Choose a preset: This Month, Last Month, This Quarter, This Year
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Or enter a custom date range (e.g. 1 Jan 2026 to 31 Mar 2026)
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Click "Generate" (or the report loads automatically)
Understanding the P&L Report
Revenue (Income)
All sales invoices in the selected period, broken down by:
| Line | Description |
|---|---|
| Sales Revenue | Total from POS orders and sales invoices |
| GST Collected | Tax component collected on sales (to be remitted to ATO) |
| Net Sales Revenue | Revenue excluding GST |
Cost of Goods & Expenses
All cost invoices in the selected period, grouped by category:
| Category | Examples |
|---|---|
| Cost of Goods Sold | Supplier invoices, food/beverage purchases |
| Utilities | Electricity, gas, water |
| Rent | Office or store lease payments |
| Transport | Fuel, deliveries |
| Labour | Payroll costs (if integrated) |
| Other Expenses | Any uncategorised costs |
Summary
| Line | Calculation |
|---|---|
| Gross Revenue | Total sales (incl. GST) |
| Net Revenue | Sales excluding GST |
| Total Expenses | Sum of all cost invoices |
| GST on Expenses | Tax paid on purchases (input tax credits) |
| Net Profit / (Loss) | Net Revenue − Total Expenses |
| GST Payable (BAS) | GST Collected − GST on Expenses |
BAS Summary
The P&L includes a BAS (Business Activity Statement) section to help with quarterly ATO lodgement:
- G1 — Total Sales (incl. GST)
- 1A — GST on Sales (collected from customers)
- 1B — GST on Purchases (input tax credits)
- Net GST Payable — Amount to pay or claim back from ATO
Important: This is a guide only. Always have your accountant review before lodging your BAS.
Export the Report
- After generating the report, click "Export PDF" or "Export CSV"
- The PDF is formatted for sharing with your accountant
- The CSV can be imported into accounting software (Xero, MYOB, QuickBooks)
Real-Time Updates
The P&L updates automatically when: - A new sales order is created and marked Paid - A new expense (cost invoice) is saved - An existing record is edited or deleted
You do not need to wait until month-end. You can check profitability any time, any day.
Tips
- Check the P&L weekly to catch unusual expenses early
- If Net Profit is negative (a loss), review which expense categories are highest
- The GST Payable line tells you roughly how much to set aside each quarter for BAS
- Use the custom date range to compare different periods (e.g. this month vs last month)
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