Restaurant P&L Statement & Prime Cost Dashboard

One workbook that reads your P&L the way an owner needs it read: prime cost, budget versus actual, cash and the weekly number, with a playbook that explains what to do about each.

What is inside

• Monthly P&L, budget and prior year input tabs
• Actual versus budget versus prior year summary
• A prime cost view with targets, alerts and unit economics
• Revenue and labor analysis by category
• A one-page KPI dashboard and a multi-location rollup for up to 10 sites
• Companion tools including a prime cost dashboard and cash flow forecast

Who it is for

Owners, GMs and controllers who receive a P&L from the bookkeeper and need to act on it.

How it works

Excel and Google Sheets. Enter monthly figures and set targets once. Our prime cost guide covers the targets and benchmarks.

A look inside

The tabs, one by one

• Setup. Restaurant name, concept type, fiscal year, seat count and square footage, the current reporting period and your KPI targets.
• Monthly P&L. The main input. Actual results by account for each month, plus operating days, covers and labor hours.
• Budget and Prior Year. The same layout for your plan and for last year, so every report can compare all three.
• P&L Summary. Actual against budget against prior year for the current month and the year to date, with favorable variances in green and unfavorable in red.
• Detailed P&L. The same comparison at account level, ready to print.
• Prime Cost. Cost of goods plus labor against target, with cost per cover, labor cost per cover, revenue per cover and sales per labor hour.
• Revenue Analysis. Sales mix across food, beer, wine, liquor, catering, events, delivery and retail, with covers and average check.
• Labor Analysis. Management, front of house, back of house and bar wages, plus payroll burden, each as a percent of net sales.
• Dashboard. Net sales, gross profit, labor, prime cost, EBITDA and food cost on one page against budget and prior year.
• Multi Location. Up to 10 locations side by side.
• Chart of Accounts. Rename any account to match your books.

How a month runs

Set it up once: targets on the Setup tab, a budget for the year and last year's actuals. The file starts with targets of 28 percent food cost, 22 percent beverage cost, 30 percent labor and 60 percent prime cost, and you can change every one.

Then each month you enter that month's actuals and change one cell, the reporting period. Every report moves to the new month. Say net sales were $100,000 with $31,000 in cost of goods and $32,000 in labor. Prime cost is $63,000, or 63 percent, three points over a 60 percent target, and the Prime Cost tab flags it. Every percentage in the file is measured against net sales, after discounts, so your numbers match what your accountant reports.

Is this the right tool?

Pick this one if you already have monthly numbers and want to see them against a budget and last year. If you still need to capture the transactions, start with the Restaurant Bookkeeping Spreadsheet. To build next year's plan first, see the 2027 Restaurant Budget Workbook. Our restaurant P&L guide walks through every line, and the prime cost guide covers the targets.

Questions and answers

Does it come with sample numbers?
No. The reports arrive blank and fill in as you enter your own months.

What kind of operation is it set up for?
Full service, quick service, bars and lounges, cafes and bakeries, hotel outlets, country clubs, catering and food trucks. You choose the concept type on the Setup tab.

Does it calculate EBITDA?
Yes. It adds back depreciation, amortization and interest, so those rows need to be entered.

How do I start a new year?
Save a copy, rename it and clear the monthly inputs. Your account names and targets stay.

Does it work in Google Sheets?
Yes. Upload it to Google Drive and open it with Google Sheets.

How do I get the file?
Checkout is through our Etsy shop and the files are ready to download right after purchase.