Nonprofit P&L Template

Each month, enter your actual revenue by source and actual expenses by functional category in the Monthly P&L. If you track grant revenue on a cash basis (when received) or an accrual basis (when earned), stay consistent throughout the file. Use the Grant Tracker to log each active grant, enter award amounts, and note any spending restrictions. As you enter monthly data, the Annual Summary and Dashboard update automatically — you don't need to touch those sheets to keep them current.

The program expense ratio is the number nonprofits get evaluated on most heavily. Charity Navigator, GuideStar, and most institutional funders expect to see 65–80% or more of total expenses going directly to programs rather than overhead. But calculating that ratio requires knowing exactly how to categorize each expense — and for shared costs like rent, staff time, and technology, that means making a defensible allocation between program, administrative, and fundraising. This template does that allocation math for you and shows the resulting ratio on the dashboard, so you can monitor it monthly instead of discovering a problem when the 990 is already filed.