Monthly Profit & Loss Template

Description

Track your monthly revenue and expenses to see your true profitability. This spreadsheet automatically calculates your net profit, profit margins, and key performance metrics. Use it monthly to understand your business health.

What’s Included

Sheet 1: Monthly P&L Statement

Revenue tracking by source
Expense tracking by category
Automatic profit calculations
Month-over-month comparison columns

Sheet 2: Annual Summary

12-month overview
Yearly totals
Monthly averages
Trend indicators

Sheet 3: KPI Dashboard

Revenue per mile
Cost per mile
Profit per mile
Operating margin
Fuel cost percentage
Deadhead percentage

Template Preview

═══════════════════════════════════════════════════════════════════════
                    MONTHLY PROFIT & LOSS STATEMENT
                         Month: _____________ Year: _______
═══════════════════════════════════════════════════════════════════════

MILES SUMMARY
─────────────────────────────────────────────────────────────────────
  Loaded Miles:                                    ______________
  Deadhead Miles:                                  ______________
  TOTAL MILES:                                     ______________


═══════════════════════════════════════════════════════════════════════
REVENUE                                              This Month    YTD
═══════════════════════════════════════════════════════════════════════

  Line Haul / Freight Revenue               $____________  $____________
  Fuel Surcharge                            $____________  $____________
  Accessorial Pay (Detention, etc.)         $____________  $____________
  Bonuses                                   $____________  $____________
  Other Revenue                             $____________  $____________
                                            ─────────────  ─────────────
  GROSS REVENUE                             $____________  $____________


═══════════════════════════════════════════════════════════════════════
OPERATING EXPENSES                               This Month    YTD
═══════════════════════════════════════════════════════════════════════

VARIABLE EXPENSES
─────────────────────────────────────────────────────────────────────
  Fuel                                      $____________  $____________
  DEF (Diesel Exhaust Fluid)                $____________  $____________
  Tolls                                     $____________  $____________
  Scales                                    $____________  $____________
  Parking (on road)                         $____________  $____________
  Lumper Fees (net of reimbursement)        $____________  $____________
  Maintenance & Repairs                     $____________  $____________
  Tires                                     $____________  $____________
  Truck Wash                                $____________  $____________
  Food / Per Diem                           $____________  $____________
  Lodging                                   $____________  $____________
  Other Variable                            $____________  $____________
                                            ─────────────  ─────────────
  TOTAL VARIABLE EXPENSES                   $____________  $____________


FIXED EXPENSES
─────────────────────────────────────────────────────────────────────
  Truck Payment                             $____________  $____________
  Trailer Payment                           $____________  $____________
  Insurance - Liability                     $____________  $____________
  Insurance - Cargo                         $____________  $____________
  Insurance - Physical Damage               $____________  $____________
  Insurance - Other                         $____________  $____________
  Permits & Licenses                        $____________  $____________
  Phone / Communication                     $____________  $____________
  ELD / Software Subscriptions              $____________  $____________
  Health Insurance                          $____________  $____________
  Accounting / Professional Fees            $____________  $____________
  Parking / Storage (home base)             $____________  $____________
  Association Dues                          $____________  $____________
  Other Fixed                               $____________  $____________
                                            ─────────────  ─────────────
  TOTAL FIXED EXPENSES                      $____________  $____________

                                            ─────────────  ─────────────
  TOTAL OPERATING EXPENSES                  $____________  $____________


═══════════════════════════════════════════════════════════════════════
PROFIT SUMMARY                                   This Month    YTD
═══════════════════════════════════════════════════════════════════════

  GROSS REVENUE                             $____________  $____________
  TOTAL OPERATING EXPENSES                 -$____________ -$____________
                                            ═════════════  ═════════════
  NET OPERATING PROFIT                      $____________  $____________


═══════════════════════════════════════════════════════════════════════
KEY PERFORMANCE METRICS                                   This Month
═══════════════════════════════════════════════════════════════════════

  Revenue Per Mile (all miles)              $____________ /mile
  Cost Per Mile (CPM)                       $____________ /mile
  Profit Per Mile                           $____________ /mile

  Operating Margin                          _____________ %
  Fuel Cost as % of Revenue                 _____________ %
  Fixed Cost as % of Revenue                _____________ %

  Deadhead Percentage                       _____________ %


═══════════════════════════════════════════════════════════════════════
NOTES & OBSERVATIONS
═══════════════════════════════════════════════════════════════════════

  Major expenses this month:
  ________________________________________________________________
  ________________________________________________________________

  Unusual items:
  ________________________________________________________________
  ________________________________________________________________

  Goals for next month:
  ________________________________________________________________
  ________________________________________________________________

═══════════════════════════════════════════════════════════════════════

Formulas Reference

The spreadsheet includes these automatic calculations:

Profit Calculations

Gross Revenue = Sum of all revenue line items
Total Variable Expenses = Sum of all variable expense line items
Total Fixed Expenses = Sum of all fixed expense line items
Total Operating Expenses = Variable + Fixed Expenses
Net Operating Profit = Gross Revenue - Total Operating Expenses

Per-Mile Metrics

Revenue Per Mile = Gross Revenue ÷ Total Miles
Cost Per Mile = Total Operating Expenses ÷ Total Miles
Profit Per Mile = Net Operating Profit ÷ Total Miles

Percentage Metrics

Operating Margin = (Net Operating Profit ÷ Gross Revenue) × 100
Fuel Cost % = (Fuel Expense ÷ Gross Revenue) × 100
Fixed Cost % = (Total Fixed Expenses ÷ Gross Revenue) × 100
Deadhead % = (Deadhead Miles ÷ Total Miles) × 100

Healthy Benchmarks

Use these targets to evaluate your performance:

Metric	Target	Warning	Critical
Operating Margin	>25%	15-25%	<15%
Fuel Cost %	<30%	30-40%	>40%
Fixed Cost %	<35%	35-45%	>45%
Deadhead %	<15%	15-25%	>25%
Profit Per Mile	>$0.40	$0.20-0.40	<$0.20

How to Use

Monthly Process

Week 1 of New Month:

Gather all receipts and records from previous month
Pull settlement statements
Calculate total miles from ELD or odometer

Fill In Revenue:

Add line haul from all settlements
Add fuel surcharge from all settlements
Add any accessorial pay (detention, layover, etc.)
Add bonuses or other income

Fill In Expenses:

Enter fuel total from fuel card statement
Enter all variable expenses from receipts
Enter fixed monthly expenses
Double-check nothing is missed

Review Metrics:

Check your CPM against previous months
Review operating margin
Identify any unusual expenses
Note observations and goals

Year-End Process

Ensure all 12 months are complete
Review annual totals
Export for tax preparation
Set goals for next year

Tips for Accuracy

Use actual numbers — Don’t estimate; use real receipts
Include everything — Even small expenses add up
Be consistent — Use same categories every month
Reconcile with bank — Your totals should match bank statements
Track miles accurately — Use ELD data, not estimates
Separate business/personal — Only include business expenses

Annual Summary Sheet Preview

═══════════════════════════════════════════════════════════════════════════════
                           ANNUAL SUMMARY - YEAR: ________
═══════════════════════════════════════════════════════════════════════════════

         │ Jan    │ Feb    │ Mar    │ Apr    │ May    │ Jun    │ TOTAL
─────────┼────────┼────────┼────────┼────────┼────────┼────────┼──────────
Revenue  │        │        │        │        │        │        │
Expenses │        │        │        │        │        │        │
Profit   │        │        │        │        │        │        │
Miles    │        │        │        │        │        │        │
CPM      │        │        │        │        │        │        │
─────────┼────────┼────────┼────────┼────────┼────────┼────────┼──────────

         │ Jul    │ Aug    │ Sep    │ Oct    │ Nov    │ Dec    │ AVERAGE
─────────┼────────┼────────┼────────┼────────┼────────┼────────┼──────────
Revenue  │        │        │        │        │        │        │
Expenses │        │        │        │        │        │        │
Profit   │        │        │        │        │        │        │
Miles    │        │        │        │        │        │        │
CPM      │        │        │        │        │        │        │
─────────┴────────┴────────┴────────┴────────┴────────┴────────┴──────────

Compatible With

Microsoft Excel 2016+
Google Sheets
LibreOffice Calc
Apple Numbers

RigProfit generates your P&L automatically from logged expenses. See your profitability in real-time without manual data entry.

Monthly Profit & Loss Template