Restaurant Profit and Loss Statement Template (Excel + Google Sheets, Free)

What's inside the restaurant P&L template

The workbook is a single Monthly P&L sheet with 24 rows, one per month. You enter food sales, beverage sales, food CoGS, beverage CoGS, labor cost and operating expenses - total sales, total CoGS, prime cost and net profit all calculate automatically on every row.

Every dollar figure has a matching % of sales column next to it: CoGS % of sales, labor % of sales, and prime cost % of sales. That means you can watch the trend in your cost ratios month over month, not just read a single final number at year-end.

This version is completely ungated - spreadsheet123's comparable restaurant P&L template locks extra rows and company-info fields behind a $14.95 Pro upgrade. Everything here works out of the box.

Prime cost: the ratio that matters most in restaurant P&L

Prime cost is total CoGS (food plus beverage cost) plus total labor cost. It's the single most-watched number in restaurant financial management because CoGS and labor together are the two biggest controllable costs in the business - rent and other overhead are largely fixed, but prime cost moves with every menu, staffing and pricing decision.

A conditional-formatting flag highlights any month where prime cost hits 60% or more of sales - a widely used industry rule of thumb, since prime cost above roughly 60% leaves little room for rent, other opex and profit in most full-service and quick-service restaurant models.

Because prime cost calculates from the same CoGS and labor inputs you're already entering for the P&L, there's no separate tracker to maintain - the ratio updates the moment you fill in a month's numbers.

Food, beverage and labor cost splits

Food and beverage sales and CoGS are tracked as separate pairs of columns, not blended into a single 'sales' and 'cost of goods' line - which matters because bar/beverage margins typically run very differently from kitchen/food margins in most restaurant operations.

Labor cost gets its own % of sales column alongside CoGS %, so you can see whether a rough month was driven by food cost creeping up, a labor-heavy schedule, or both at once - rather than a single blended cost ratio that hides which lever actually moved.

Who this template is for

Independent restaurant owners, GMs and bookkeepers who want a monthly P&L built around the ratios restaurants actually manage by - prime cost, food cost %, labor % - rather than a generic small-business P&L template with no restaurant-specific structure.

It's a planning and monitoring tool for month-to-month tracking. For formal financial statements or tax filing, work with your accountant using this sheet as your monthly source data.