Restaurant P&L for Excel
One page that tells you whether the restaurant makes money. Type each month’s revenue and costs, and see gross margin, prime cost, operating profit and net profit against your targets, plus the covers per day you need to break even.
- Format
- .xlsx workbook (Excel)
- Works with
- Microsoft Excel, desktop or 365
- Capacity
- 12 months, 9 cost lines, 3 revenue lines
- Language
- English, French, Spanish, German, Arabic
- Licence
- One business
- Status
- Instant digital download
What you get
Built for restaurants
Food and beverage revenue, cost of goods, labour, then rent, energy and the rest, in the order a restaurateur reads them.
Prime cost and margins
Gross margin, prime cost %, operating profit (EBITDA) and net profit, month by month and for the year.
Targets with a clear status
Set your targets once. Each measure shows OK, WATCH or HIGH, so you see the problem line first.
Break-even in covers per day
Fixed costs, variable costs and your average spend give the revenue and the covers per day you need.
Percent of revenue column
Every line as a share of sales, so you can compare with your targets and with last year.
Dashboard with two charts
Revenue against net profit by month, and prime cost % against net margin %.
Inside the workbook
Planning tool, not accounting, tax or legal advice. Example data is invented.
| Sheet | What it does |
|---|---|
| Settings | Business name, year and your targets |
| Monthly P&L | Twelve months of revenue, costs and results, with the year total and % of revenue |
| Break-even | Break-even revenue and covers per day, and the margin of safety |
| Dashboard | Totals, actual against target and two charts |
What the example shows
The sample bistro takes 866,510 over the year. Cost of goods is 31.0% and labour 33.1%, so prime cost is 64.1% against a 60% target: HIGH. Operating profit is 14.3% and net profit 10.7%. Break-even is about 120 covers a day while the room does 150, a margin of safety of 20%.
Questions
Is this an accounting tool?
No. It is a planning and tracking sheet built from the figures your accountant or POS already gives you. For tax and statutory accounts, use your accountant.
Can I use my own cost lines?
Yes. Type over the labels in the cream cells and add figures. The totals and the Dashboard follow.
What is prime cost?
Cost of goods plus labour, as a share of revenue. Many operators try to keep it near 60-65%. It is the first number to check when profit slips.
While you wait
The recipe costing spreadsheet and the free food cost calculator are the first tools of the toolkit.