Free Year-to-Date Profit and Loss Statement Template (Excel)
What's in the YTD P&L template
The template is a single table pre-filled with common revenue, COGS, and operating expense categories - product sales, service revenue, materials, payroll, rent, marketing, software, and more - which you can rename or adjust to match your business.
Each category row has three input columns: YTD actual, YTD budget, and prior year YTD. You're entering cumulative year-to-date figures directly, not building them up from twelve monthly columns.
That keeps the sheet focused on the number that matters for a YTD statement - where you stand for the year so far - rather than re-deriving it from a monthly grid every time you update it.
What calculates automatically
Budget variance is YTD actual minus YTD budget, so you see immediately whether a category is running over or under plan. Growth versus prior year is calculated as a percentage change from last year's YTD figure.
Below the categories, the summary rolls everything up: YTD revenue, YTD COGS, YTD gross profit and gross margin, YTD operating expenses, and YTD net income with operating margin - all pulled automatically from how you've typed each row (Revenue, COGS, or Operating expense).
Entering figures directly, not month by month
This template takes your YTD actual, budget, and prior-year numbers as direct entries per category rather than accumulating them from monthly columns across the sheet.
If you're closing your books monthly, you'll pull the cumulative year-to-date total from your accounting system or your monthly P&L and enter that single YTD figure here each time you update - the sheet isn't a month-by-month input grid.
Why this beats a blank spreadsheet
Building YTD variance and margin formulas from scratch, and keeping them tied correctly to whether a row is revenue, COGS, or an operating expense, takes real setup time and is easy to get wrong across dozens of categories.
This template already has that structure and math in place - you fill in the actual, budget, and prior-year numbers, and the variances and margins are guaranteed to be right.
How to use it
- Adjust the pre-filled revenue, COGS, and operating expense categories to match your business.
- Enter YTD actual, YTD budget, and prior year YTD for each category.
- Budget variance and growth versus prior year calculate automatically per category.
- Check YTD gross profit, operating expenses, net income, and margins in the summary.
Download the free Free Year-to-Date Profit and Loss Statement Template (Excel)
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Small Business Bookkeeping & Tax Dashboard
For the full picture year-round, the Bookkeeping & Tax Dashboard ($19) adds Schedule C categories, an automatic month-by-month P&L, and a quarterly tax set-aside from your real net profit.
See the full versionFrequently asked questions
Can I use this YTD P&L template in Google Sheets?
Yes. Upload the downloaded file to Google Drive, then open it and choose File > Save as Google Sheets. All the formulas keep working.
Do I enter figures for each month separately?
No. You enter the cumulative year-to-date actual, budget, and prior-year figure per category directly, not a month-by-month grid.
Is this template really free?
Yes. You give an email address to download it, and then it's yours to use with no further cost.
Can I rename or add expense categories?
Yes. The categories are pre-filled as a starting point - edit the category names or add rows and set the Type to Revenue, COGS, or Operating expense.
Is this specific to real estate or any one industry?
No, it's a general small-business YTD P&L. For rental property specifically, see our rental property profit and loss template instead.