Profit & Loss
The Profit & Loss report compares your revenue against your expenses for a period and shows the resulting net profit or loss, with a comparison to the previous period.
Overview
The Profit & Loss report lets you:
- See total revenue, total expenses, net profit/loss, and profit margin for the selected period.
- Compare each metric against the previous period to spot trends.
- View a per-month breakdown of revenue, expenses, and net within the period.
- See revenue split between invoice revenue and other recorded revenue.
- See expenses broken down by category.
- Export the statement as a CSV or PDF file.
Navigate to Reports → Profit & Loss
Go to Reports → Profit & Loss (/reports/profit-loss). The Reports section requires the reports.read permission, so you need a role that grants access to reports.
Choosing a period
Use the period selector in the top-right corner to control which period the report covers:
| Option | Period covered | Compared against |
|---|---|---|
| Monthly | The current calendar month | The previous month |
| Quarterly | The current calendar quarter | The previous quarter |
| Yearly | The current calendar year | The previous year |
Changing the period reloads the report for that range. The percentage changes shown on the summary cards are calculated against the matching prior period.
Summary cards
The top of the report shows four summary cards for the selected period:
| Card | What it shows |
|---|---|
| Total Revenue | All revenue for the period, with the percentage change vs. the previous period. |
| Total Expenses | All expenses for the period, with the percentage change vs. the previous period. |
| Net Profit/Loss | Total revenue minus total expenses, with the profit margin shown beneath. |
| Profit Margin | Net profit/loss as a percentage of total revenue. |
Each card with a comparison shows an up or down arrow and the percentage change relative to the previous period.
Period Comparison
The Period Comparison section lists each month within the selected period. For every month you see:
- A Revenue bar and amount.
- An Expenses bar and amount.
- The Net result for that month (revenue minus expenses).
This gives you a month-by-month view of how revenue and expenses moved across the period.
Revenue Breakdown
The Revenue Breakdown card groups revenue by category, with each category's amount and share of total revenue:
| Category | What it includes |
|---|---|
| Invoice Revenue | Payments collected on invoices (paid and partially paid) within the period. |
| Other Revenue | Revenue records logged directly, outside of invoices. |
A category only appears if it has a non-zero amount for the period.
Expense Breakdown
The Expense Breakdown card shows a table of expenses grouped by category:
| Column | Description |
|---|---|
| Category | The expense category. Expenses without a category appear as Uncategorized. |
| Actual | The total expense amount for that category in the period. |
| Budget | The category budget. This report does not supply budget figures, so this column shows a dash (—). |
| Variance | Budget minus actual. With no budget supplied here, this column also shows a dash (—). |
The Budget and Variance columns are present in the table layout but are not populated on this report — both always show a dash (—).
Exporting
Two export buttons are available in the top-right corner:
- Click CSV to download the Profit & Loss data as a CSV file (a month-by-month breakdown with revenue, expenses, and net, plus a total row).
- Click PDF to download a formatted Profit & Loss statement for the selected period.
Tips
- Switch between Monthly, Quarterly, and Yearly to compare short-term swings against longer-term trends.
- Watch the margin and net change indicators together — rising revenue with a falling margin signals expenses growing faster than income.
- Use the Period Comparison breakdown to identify which months drove a profit or a loss within the period.