Profit and loss statement
For sole proprietors and small businesses that need a simple income statement for a lender, landlord, partner or grant application. Enter totals from your books for the period and the statement calculates net sales, gross profit and margin, operating income and net income.
- Fields
- 38
- Pages
- 2
- Paper
- Letter
Fill it online without an account. The blank PDF is free to download and works in any PDF reader. Downloading a filled copy from the editor needs a free account — 3 downloads a month, no watermark. See plans
Reviewed
Before you start
What you need to fill it in
- Your accounting records or bank statements for the period
- Gross sales and any returns, refunds or discounts
- Cost of goods sold: beginning inventory, purchases and ending inventory, or direct costs
- Operating expenses by category
- Interest, other income and income taxes, if any
What's inside
38 fields, ready to fill
- 26Typed answersnames, addresses, descriptions
- 3Dateschecked as real dates
- 7Calculatedfill themselves from other fields
- 1Choicescheckboxes, options, dropdowns
- 1Signaturessignature and initials
4 required — the editor counts down how many are left while you fill.
Instructions
How to fill out the Profit and loss statement
- 1
Set the period and basis
Enter the business name, period dates and whether figures are on a cash or accrual basis.
- 2
Enter revenue
Fill gross sales and returns and allowances. Net sales calculates.
- 3
Enter cost of goods sold
Fill beginning inventory, purchases and direct labor, and ending inventory. COGS, gross profit and gross margin calculate. Service businesses with no inventory can leave this section blank.
- 4
Enter operating expenses
Fill each expense line from your books. Leave lines that do not apply blank.
- 5
Add other items and review
Enter other income, interest expense and income taxes. Check that net income agrees with your books, then sign.
Fill it online
What filling it looks like
- Edit & fill, Invite to sign and Create form are three modes of the same editor
- Amounts are formula fields: they calculate as you type
- The field navigator counts what's left and jumps to the next field
Shown with our invoice template. Sample content; names are fictional.
Written for: Any
This template is a summary format for your own figures. It is not accounting, tax or financial advice, and it is not an audited or reviewed financial statement. Lenders and agencies may require their own forms or statements prepared by an accountant.
Written by PDFBetter and last reviewed October 15, 2026. Spotted a problem? Tell us.
Profit and loss statement: questions people ask
Cash or accrual basis — which should I choose?
Use the basis your books and tax return use. Cash basis records income when received; accrual records it when earned. Say which on the statement.
Is owner's draw an expense?
No. Owner draws are distributions of profit, not operating expenses. They belong on the balance sheet's equity section.
Can a lender rely on this statement?
Lenders decide what they accept. Many want statements tied to your tax returns or prepared by an accountant. This template organizes your numbers.
How is gross margin calculated?
Gross profit divided by net sales, as a percentage. It shows how much of each sales dollar is left after direct costs.
Ready when you are
Fill the Profit and loss statement now — no account to start.