Restaurant Income Statement Template

Each month, enter your actual revenue and expense figures from your POS reports and bank statements. Start with revenue totals at the top, then work down through food cost and beverage cost, then labor by department, then the fixed and semi-fixed expenses at the bottom. The gross profit, prime cost, EBITDA, and net income lines calculate automatically. Once the monthly sheet is complete, the Annual Summary and Key Ratios sheets update without any extra steps.

A restaurant income statement follows a specific structure that's different from generic business P&Ls. Revenue is split by channel because food, beverage, catering, and delivery have different margin profiles. COGS is split between food cost and beverage cost because they're managed separately — a wine list running at 30% beverage cost is a different problem from proteins running at 38%. Below the gross profit line, labor is the biggest variable expense and needs its own breakdown by department. Prime cost — the sum of food cost and labor as a percentage of revenue — is the single number most operators watch most closely. Industry rule of thumb: prime cost should stay below 65% for full-service restaurants and below 60% for fast-casual.