How to make a Restaurant Profit & Loss Statement

Have you ever dreamed of opening a restaurant? You’re not alone. According to a 2019 survey by YouGov, about 26% of Americans have considered opening a restaurant or bar at some point. However, many who make their dream a reality quickly discover that running a restaurant involves more than creating great dishes or having a beautiful dining space. Rising inflation, higher labor costs, dependence on delivery apps, and intense competition make restaurant management more challenging every day.

A vital yet often overlooked component of restaurant success is a well-structured Profit & Loss Statement (P&L). A Restaurant P&L functions like a report card, revealing how well your restaurant is performing financially and highlighting areas that need improvement. Not having one is akin to job-hunting without a résumé—your chances of success are slim at best.

In this blog, we will deep dive into what constitutes the Restaurant P&L, show you how to put one together, and share proven strategies to improve profitability.

1. What is a Restaurant Profit & Loss Statement?

A Restaurant P&L (Profit & Loss Statement) is a financial statement that summarizes all revenues, costs, and expenses incurred during a specific period (usually monthly). It helps you see whether you are making a profit or loss and breaks down where you’re spending your money.

Key benefits of having a Restaurant P&L:

• Monitors real-time performance.

• Identifies areas where costs are too high.

• Helps set achievable financial targets.

• Aids in strategic decisions (e.g., menu pricing, staffing).

• Simplifies discussions with investors and lenders.

2. Components of a Restaurant P&L

While every restaurant’s P&L will look a bit different, most share similar components:

1. Revenue (Sales)

   • Food Sales

   • Beverage Sales

   • Delivery/Takeout Sales (if applicable)

   • Other Revenue (catering, merchandise, event hosting, etc.)

2. Cost of Goods Sold (COGS)

   • Food Cost

   • Beverage Cost

   • Packaging and Related Supplies

3. Gross Profit (Revenue – COGS)

4. Operating Expenses

   • Payroll (wages, salaries, benefits)

   • Rent/Lease

   • Utilities (electricity, gas, water, internet)

   • Insurance

   • Repairs & Maintenance

   • Marketing & Advertising

   • Office Expenses & Supplies

   • Professional Fees (accounting, legal)

5. Operating Income (Gross Profit – Operating Expenses)

6. Other Expenses

   • Depreciation & Amortization

   • Interest & Finance Costs

   • Taxes

7. Net Profit (or Net Loss) (Operating Income – Other Expenses)

3. Sample Restaurant P&L Statement (Tabular Format)

Below is an example of a simplified monthly Restaurant P&L Statement. Use this as a template and tailor it to fit the unique needs of your restaurant.

4. Tips to Improve Restaurant Profitability

1. Control Food Costs

   • Menu Engineering: Identify high-profit and popular items. Consider removing or revamping low-margin dishes.

   • Portion Control: Standardize recipes and use portion scoops/measures to avoid over-serving.

   • Bulk Purchasing: Negotiate better rates with suppliers or buy in larger quantities for discounts (only if it makes sense and doesn’t lead to waste).

2. Optimize Labor Costs

   • Staff Scheduling: Use sales forecasts to schedule employees based on peak and off-peak times.

   • Cross-Training: Train staff to handle multiple roles—this boosts flexibility and can reduce overhead.

   • Automation/Technology: Online ordering systems, reservation apps, and POS integration can reduce manual labor.

3. Leverage Technology

   • Inventory Management Software: Track real-time inventory to prevent overstocking or running out of popular menu items.

   • POS Analytics: Understand your best-selling items and peak times to optimize staffing, menu design, and marketing efforts.

4. Renegotiate Vendor Contracts

   • Shop around or compare multiple vendors to get the best deals on produce, meats, beverages, and other supplies.

   • Consider local sourcing for fresher ingredients, reduced transportation costs, and a unique selling proposition.

5. Streamline the Menu

   • A smaller menu simplifies inventory management and reduces waste. It also allows you to focus on what you do best.

6. Marketing & Community Engagement

   • Leverage local community events, social media, influencer partnerships, and loyalty programs to attract customers.

   • Focus on retaining existing customers through excellent service and personalized offers.

7. Analyze and Revise Regularly

   • Regularly compare your monthly P&L statements to spot trends and issues.

   • Make incremental changes and track their impact on costs and sales.

5. Conclusion

In a world where many aspire to open a restaurant but few succeed in sustaining one profitably, a well-maintained Restaurant Profit & Loss Statement is indispensable. It not only shows you the current state of your business but also helps you make informed decisions to improve your bottom line. Remember:

• Control Your Costs

• Optimize Labor

• Focus on High-Margin Items

• Continuously Analyze and Adjust

Building (and diligently monitoring) your P&L might feel daunting at first, especially if you’re not a “numbers” person. However, mastering this financial tool is one of the most powerful investments you can make in your restaurant’s future. By paying attention to the numbers, you’ll gain clarity on where you stand and pave the way for sustainable growth in a competitive market.

Ready to take your restaurant to the next level? Schedule a call with our team today for personalized guidance. Our founding partners—a former restaurateur and a seasoned restaurant and marketing consultant—have successfully developed P&Ls and profit-boosting strategies for hundreds of restaurants across the U.S. With their expertise, we can help you navigate the industry’s challenges and make data-driven decisions to grow your bottom line. Let’s work together to unlock your restaurant’s full potential.