Free template
Free profit and loss statement template for ecommerce
A monthly profit and loss (P&L) statement for online stores, with lines for product cost, payment fees, shipping, ad spend and refunds. An Excel file that also opens in Google Sheets and Numbers. No sign-up.
Download the P&L statement template
ecommerce-profit-and-loss-template.xlsx
New to P&L statements? Read how an ecommerce profit and loss statement works, with a complete example. To use the template in Google Sheets, upload the file to Google Drive and open it with Google Sheets. The formulas carry over.
What’s in the template
- Monthly P&L: one column per month and a year total. Grey rows calculate themselves: net revenue, gross profit, gross margin, contribution margin, net profit and net margin.
- Example month: a filled-in month so you can check your own numbers against it.
- How to use: the rules for what to count, and the formula behind every total.
| Section | Lines |
|---|---|
| Revenue | Gross sales · shipping charged to customers · discounts and coupons · refunds → net revenue |
| Cost of goods | Product cost (COGS) → gross profit and gross margin |
| Variable costs | Payment processing fees · shipping labels and fulfilment · packaging → contribution margin |
| Marketing | Ad spend on Meta · Google · other channels |
| Operating costs | Apps and software · staff and freelancers · other costs → net profit and net margin |
How to fill it in
- Count paid orders only. In WooCommerce that means completed and processing orders. Leave pending payment and on hold out until they are paid. Why it matters.
- Enter discounts, refunds and costs as positive numbers. The formulas subtract them.
- Use the month the money moved. Put a refund in the month you paid it out, and ad spend in the month it was charged.
- Read the three profit lines from top to bottom. Gross profit tells you whether your prices cover your products. Contribution margin tells you whether each order pays for itself once fees and shipping are in. Net profit is what the store kept.
Gross profit = net revenue − product cost
Contribution margin = gross profit − payment fees − shipping labels − packaging
Net profit = contribution margin − marketing − operating costs
An example month
This is the month in the template’s “Example month” sheet, and the same store as in our WooCommerce profit report guide:
| Line | Amount |
|---|---|
| Gross sales | $9,400 |
| Shipping charged to customers | $600 |
| Refunds | −$300 |
| Net revenue | $9,700 |
| Product cost (COGS) | −$4,200 |
| Gross profit (56.7%) | $5,500 |
| Payment processing fees | −$320 |
| Shipping labels and fulfilment | −$850 |
| Contribution margin | $4,330 |
| Ad spend (Meta $1,300 + Google $600) | −$1,900 |
| Net profit (25.1% of net revenue) | $2,430 |
Margins in the template are calculated on net revenue, after refunds and discounts.
Where to find each number
- Gross sales, shipping charged, discounts and refunds: WooCommerce Analytics → Revenue, for the same date range.
- Product cost: your supplier invoices. If you entered costs in WooCommerce’s Cost of Goods field, the order editor shows them per item. WooCommerce’s documentation notes that this field “does not integrate with WooCommerce Analytics”, so you still need to add them up.
- Payment fees: your Stripe, PayPal or WooPayments monthly statement.
- Shipping labels: your carrier or shipping-app invoices.
- Ad spend: the billing page of each ad account.
Doing this every month takes an evening. PLManager builds the same P&L from your WooCommerce orders through a read-only API key, and keeps it up to date: COGS as a percentage of revenue, fees, shipping, ad spend, refunds and any categories you add.
Questions
Is the template free?
Yes. Download it, change it and use it for as many stores as you like. There’s no sign-up.
Does it work in Google Sheets?
Yes. Upload the .xlsx file to Google Drive and open it with Google Sheets. It also opens in Excel, Numbers and LibreOffice.
What is the difference between gross profit and net profit?
Gross profit is net revenue minus the cost of the products you sold. Net profit is what’s left after every other cost too: payment fees, shipping, marketing and operating costs.
Is this an accounting statement?
No. It’s a management P&L to help you run your store. For tax returns or formal accounts, work with an accountant.