How to Make a Profit and Loss Statement for Your Company

Financial statements are documents that are used to communicate financial information about a firm to those outside the company.

The balance sheet, income statement, Explains “How to Make a Profit and Loss Statement for Your Company” and statement of cash flows are the three basic financial statements of a business.

The income statement is typically regarded as the most significant instrument for conveying and measuring a company’s success.

What is the purpose of an income statement?


This income statement purpose is financial statement that shows company’s revenue, costs, and profit or loss for given accounting period.

Statements of earnings, income statements, net income statements, profit and loss statements, or simply “P&Ls” are some of the other names for income statements.
Important Points to Remember


The sales, expenses, gains, losses, and profit of a corporation are all included in an income statement for a certain accounting period.

The income statement of a firm is sometimes regarded as the most significant instrument for expressing financial information to individuals outside the company.

Managers, investors, lenders, and analysts use income statements to evaluate a profit margin, growth, and reliability. They’re also utilized to compare and contrast different businesses.

Income statements exist in a variety of formats, each of which provides different precision about a company’s activities.


The income statement and balance sheet are 2 types of financial statements:

Although they are linked, the company’s three primary financial statements—the income statement, balance sheet, and cash flow statement serve different purposes.

A balance sheet is a financial statement that shows how much money:

Offers an overview of a company’s assets, debts, and equity on a certain day, usually the last day of an accounting period.

Managers, investors, and lenders frequently examine balance sheets while determining the value of a company.

How to make a profit and loss statement for your company

An income statement, on the other hand, uses a unique snapshot of the firm across time typically a month, quarter, or year.

It displays revenue and profit made by operations, as well as any additional gains or losses. Income statements are scrutinized by investors and other stakeholders to assess how efficiently executives run a corporation.

These financial statements’ headers reflect the fact that a balance sheet is a snapshot taken at the end of a period, but an income statement shows activity across the entire period.

A annual balance sheet, for instance, would show profits and losses “as of November 30,” whereas the income statement indicates profit “for the three months ending November 31.”

Line items are frequently divided into natural categories in both income statements and balance sheets to make the statements easier to read and assist customers discover specific items of interest.

Current assets, long-term assets, total assets, current liabilities, long-term assets, current assets, and retained earnings (or shareholder’s equity) are all listed on balance sheets.

Income, gains, expenses, losses, and net income are all shown on income statements.

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Explanation of the Income Statement

Income statements provide a wealth of information about a company’s operations during a certain time period.

How to Make a Profit and Loss Statement for Your Company Although it’s easy to focus on “the bottom line” the amount of net income the income statement contains useful information from high to low.

The income statement can provide deeper insights into the profits by classifying this data. Splitting regular expenses from one-time charges;

such as a theft or natural disaster loss, for instance, might give a better idea of the company’s expected future expense levels and revenue.

What is the significance of an income statement for your company?

Income statements are critical instruments for presenting financial data to those outside of the company.

An income statement can be used to demonstrate a company’s financial performance in order to get loans and investments. How to Make a Profit and Loss Statement for Your Company

The income statement emphasizes the outcomes of the company’s operating activities, particularly the essential link between revenue, expenses, and income, for the company’s executives.

This can assist in identifying future problems and opportunities for development.

What are the functions of income statements?

functions of income statements

A wide range of people, both inside and outside the organization, utilize income statements.

Income statements are widely used by investors.

They look at a company’s financial performance in the past, as recorded on income statements, to estimate its investment value and creditworthiness, as well as to forecast its future success.

While past performance does not ensure future success, it is the most popular method for determining the economic value of a company and the chance of debt payback.

Tax agencies such as the IRS, which examine income statements to determine a company’s tax burden, are among the other uses.

Customers can evaluate a company’s long-term profitability and stability by looking at its income statements.
During compensation discussions, unions scrutinize the comments.

Within the organization, income statements are used in a variety of ways. Many managerial accounting tools are built on top of the income statement.

Income statement data is used in financial modeling, forecasting, and analysis of key performance indicators.

Income statements with a single step vs. income statements with multiple steps

Income statements exist in a variety of formats, each with differing amounts of data.

A short, summary financial statement allows readers to rapidly receive an overview of the company’s results; a more detailed financial statement allows readers to identify specific information that is relevant to them.

The statement is created using the same underlying data and accounting processes regardless of how the information is presented.

The single-step income statement and the multiple-step income statement are two prevalent formats.

What is the definition of a single-step income statement?

There is a part for revenue and another for expenses in this structure. There may be many line items in each section.

At the end of each section, the total income and expenses are reported.

The statement’s net income is derived by subtracting total income from total costs. The term “one step” refers to the fact that calculating net income only requires one reduction.

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What is a multiple-step income statement, and how does it work?

Operating and non-operating operations are divided into various parts in multiple-step income statements.
Each section includes a breakdown of income and expenses.

Income and costs directly related to fundamental company activities are listed in the operating activities section.

Other income, such as interest payments on loans and realized gains or losses on investments, are listed in the non-operating activities section.

Within each component of a multi-step income statement, interim subtotals are also included. Subtotals such as cost of goods sold (COGS) and gross profit are common in the operating operations section.

The multi-step income statement gets its name from the fact that calculating net income requires numerous processes.

Subtotals are calculated first from individual line items, and then net income is determined from the subtotals.

What Does an Income Statement Contain?

On a multi-step income statement, the items are separated into parts that separate operating revenue and expenses from non-operating activities, taxes, and unusual items. How to Make a
Profit and Loss Statement for Your Company

When categorizing these elements, accountants utilize their best judgment, utilizing breakdowns that most naturally reflect how the business operates.

As a result, an income statement from a factory may differ significantly from one from a professional services firm.

Sales of goods and/or services generate income. 

Gross sales may be listed on the income statement, together with discounts, refunds, and allowances. 

These sums are subtracted from gross sales to arrive at an intermediate figure known as net total sales. 

Different product lines’ revenue might be separated into individual line items.


Expenses: The term “expenses” refers to all costs incurred throughout the period. 

Expenses are frequently categorized into natural categories like cost of goods sold (COGS) and sellinggeneral, and administrative expenses (SG&A).


COGS: COGS is subset of operating expenses that represents the direct costs of producing or acquiring the revenue-generating products during the period. 

Because it does not sell “goods,” services company may simply refer to this as “cost of sales.”

Each listed item on any income statement, however, has a defined definition. The following are some of the most common elements seen in multi-step income statements, in the order in which they appear.


All non-production operational expenses, such as costs to promote, sell, and transport items, are included in SG&A. Rent, salaries, commissions, advertising and marketing expenses, and shipping charges are all included in SG&A.

Gross profit is a key statistic used to analyze the cost and capacity of a company’s core business. It is calculated as net sales revenue minus COGS and is a major metric used to analyze the cost and capacity of a company’s core business.


Operating income is a subtotal computed by deducting all operating expenses from net sales revenue as an interim subtotal. It can also be defined as gross profit minus non-COGS operating costs such direct and indirect selling, marketing, and general and administrative costs. Earnings before interest and taxes is another term for operating income (EBIT).

Income before taxes: This is an intermediary subtotal that is further down the income statement than the previous subtotals and thus more complete. Entire revenue minus total expenses, excluding taxes, equals income before taxes.

This metric, also known as earnings before taxes (EBT), is important for evaluating companies because it excludes tax expenses.

Because it is the final computation at the bottom of the income statement, it is commonly referred to as “the bottom line.” It’s the total sum of all sales less all costs, including taxes. The formula for calculating net income is as follows

The Income Statement’s Revenues and Gains


  • Revenue: Refers to the revenue created by business operations.
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There may be numerous lines indicating different sources of revenue, such as revenue from primary and secondary activities, revenue by business unit, or revenue by location, depending on the nature of the company’s business and the form of income statement utilized.


  • Gains: Are the net revenues from non-core operations. Because they are not part of a company’s day-to-day operations, they are listed in a distinct area on the income statement. Profits from the sale of assets, the sale of investments, and the earnings from lawsuits are all instances of gains.


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On the Income Statement, Expenses and Losses


  • Expenses: are expenses incurred in the course of doing business. Expenses are usually classified into operational and non-operating categories, and then further subdivided into subcategories. COGS and SG&A are two categories of operating expenses.


  • Losses: Incidental transactions generate decreases in net assets. They’re usually broken out into their own part on the revenue statement. Write-offs of outmoded assets, payments owing to lawsuits, and investment losses are all common examples of losses.

What are the income statement’s limitations?


The income statement has some limitations, despite the fact that it contains a lot of essential information. An income statement, unlike a statement of cash flows, does not differentiate between cash and noncash activities. This can skew a company’s viability analysis: Insufficient cash flow is a common reason for businesses that appear to be prosperous to fail.

Furthermore, income statements only show company operations that can be measured with certainty. For instance, income statements do not account for missed company opportunities or societal repercussions, whether favorable or bad.


The income statement is also influenced by a company’s accounting method. Depending on whether the organization uses cash-basis accounting or accrual accounting, revenues and costs may differ.

Whether a corporation utilizes an advanced or straight-line method of computing depletion has an impact on the income statement.

These discrepancies might make comparing income statements from different companies or even statements from the same company at different times difficult.

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