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Monthly P&L Sheet
Track revenue by channel (dine-in, delivery, takeaway, catering) and every cost category. Raw material, commissions, staff, rent, utilities, marketing, and more.
Free Restaurant P&L Template (Excel)
A ready-to-use Profit & Loss spreadsheet built for Indian restaurants. KPI dashboard, working benchmark ranges, and a pre-filled example so you know what good looks like. Updated May 2026.
- Track dine-in, Zomato/Swiggy delivery, takeaway, and catering revenue in separate lines
- Auto-calculated KPI dashboard compares your numbers against the working ranges built in
- Pre-filled example from a Pune restaurant with ₹7.6 lakh/month revenue
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Petpooja presents
Restaurant P&L Statement Template
For Indian Restaurants
5
Sheets · Excel File
FY 2025-26
What's Inside
Everything you need to track your restaurant's real margins.
02
KPI Dashboard
8 key metrics auto-calculated and colour-coded: food cost %, labour cost %, rent %, EBITDA margin, net profit margin. Each flagged as on-track, warning, or concern.
03
Industry Benchmarks
Commonly used operating ranges built into every KPI. Know whether your 30% food cost is healthy or a red flag, without searching for benchmarks online.
04
Pre-Filled Example
A realistic Pune restaurant (casual dining, 60 covers, ₹7.6 lakh/month revenue) with actual-looking numbers so you understand what each cell means.
05
Annual Summary
12-month rollup with trend lines. Spot your slow months, see revenue growth, and track margin trends across the financial year (April to March).
06
India-Specific Cost Lines
Zomato/Swiggy commission, PF & ESI employer contributions, LPG gas costs, FSSAI license amortisation. The cost categories generic templates miss.
Why This Matters
Most restaurant owners know their revenue. Few know their margins.
A restaurant doing ₹8 lakh a month in sales can still lose money. If food cost creeps past 38%, delivery commissions eat 25% of revenue, and labour has not been reviewed since last Diwali, the problem is not awareness. It is that tracking all of this properly takes time most owners don't have.
Without a structured P&L, you are flying blind. You might feel busy and still be unprofitable. The gap between "we did good revenue this month" and "we actually made money this month" is the gap this template fills.
This template is built for Indian restaurants. Unlike generic P&L templates from US or UK sources, it accounts for Zomato and Swiggy commission lines (currently 22-25% for most restaurants), PF and ESI employer contributions, LPG gas costs, and FSSAI license amortisation. The financial year runs April to March. All figures use ₹ with Indian number formatting (1,00,000).
What are healthy benchmarks for an Indian restaurant? Food cost should be 28-35% of revenue. Labour should be 20-25%. Rent should stay under 12%. The EBITDA range most operators work to is 15-20%. Treat these as working ranges rather than published standards: they are widely used in the trade but we cannot point you to a study behind them, so replace them with your own targets. If any metric drifts outside the range, the KPI dashboard flags it immediately.
Whether you run a fine dine in Mumbai, a QSR chain in Bangalore, or a cloud kitchen in Hyderabad, this template gives you the financial clarity for better restaurant cost control every month.
Sample Preview
5 rows from the P&L template.
Each row is pre-formatted with formulas, conditional formatting, and benchmark references.
Revenue section: Separate rows for Dine-in Revenue, Zomato Revenue, Swiggy Revenue, Takeaway Revenue, and Catering Revenue, each auto-summed into Total Revenue.
Food cost tracking: Raw Material Purchases, Opening Stock, Closing Stock, and auto-calculated Food Cost % with conditional formatting (green if under 35%, red if over).
KPI Dashboard row: "Labour Cost % = 23.4% : ON TARGET (benchmark: 20-25%)" with colour-coded status indicator.
Delivery commission line: Zomato Commission (22% of Zomato revenue) and Swiggy Commission (22% of Swiggy revenue) as separate line items, not lumped together.
Annual Summary: Month-by-month Net Profit row with trend chart showing seasonal patterns across the financial year.
... and 40+ more line items across 5 sheets in the full Excel template.
The Numbers
Indian restaurant benchmarks you should know.
28-35%
Healthy food cost range for Indian restaurants. Above 35% means you are either wasting food or overpaying suppliers.
Source: Working range built into this template. Directional, not a published standard₹2.4L/year
Average amount a mid-size restaurant loses to untracked delivery commissions, ingredient wastage, and labour overruns.
Source: Directional. Varies widely by outlet, city and channel15-20%
Target EBITDA margin for a well-run Indian restaurant. Most owners don't know their EBITDA because they don't track costs granularly enough.
Source: Working range built into this template. Directional, not a published standard
Avoid These
6 financial mistakes restaurant owners make without a P&L.
01
Tracking revenue but not margins
Knowing you did ₹8 lakh this month means nothing if your costs were ₹7.5 lakh. Revenue without cost tracking creates a false sense of success.
02
Lumping all delivery revenue together
Zomato and Swiggy have different commission rates, discount structures, and payment cycles. Treating them as one "delivery" line hides which platform is actually profitable.
03
Ignoring employer PF and ESI as a cost
Employer PF (12%) and ESI (3.25%) are real costs on top of salary. For a team of 15, that is ₹30,000-50,000/month not showing up in your cost tracking. Use our CTC salary structure calculator to see the full employer cost per employee.
04
Not separating fixed and variable costs
Rent is fixed. Food cost is variable. If you don't separate them, you cannot calculate your breakeven: the revenue point where you start making money each month.
05
Reviewing finances only at year-end
By the time your CA gives you the annual P&L, you have already lost 12 months of decision-making. Monthly tracking catches problems in January, not in April.
06
Using a generic template not built for India
Templates designed for US restaurants don't have GST lines, delivery commission breakdowns, or Indian labour cost structures. The numbers look right but the categories are wrong.
The Difference
Manual tracking vs this P&L template.
| Aspect | Without a P&L Template | With This P&L Template |
|---|---|---|
| Revenue tracking | Total sales only | Revenue split by dine-in, Zomato, Swiggy, takeaway, catering |
| Food cost visibility | "Roughly 30-something %" | Exact % auto-calculated monthly with benchmark comparison |
| Labour cost tracking | Total salary payout | Salary + PF + ESI + overtime as % of revenue |
| Delivery profitability | Unknown | Commission, GST on commission, and net delivery profit tracked |
| Monthly review time | No review, or hours with the CA | 20-30 minutes with pre-built formulas |
| Seasonal patterns | Discovered too late | 12-month trend charts show slow months early |
| Investor/loan readiness | Scramble to compile data | Clean financials always ready |
Know your real margins, not just your revenue.
Download the free Restaurant P&L Template. Enter your numbers, see your margins, compare against the working ranges built in.
FAQ
Frequently asked questions.
Is this template suitable for a cloud kitchen or QSR?
Yes. The revenue section has separate lines for dine-in, delivery (Zomato/Swiggy), and takeaway. Cloud kitchens with no dine-in revenue simply leave those rows at zero. The KPI benchmarks note where QSR targets differ from full-service restaurants. For a deeper look at delivery commission profitability by platform, see our dedicated calculator.
Does this replace my CA or accounting software?
No. This is a management reporting tool, not a replacement for your books. It helps you understand your business performance month to month. For GST filing, TDS, and statutory compliance, you still need your CA and accounting software. Our GST return filing checklist covers the compliance side.
How long does it take to fill in each month?
Once you set it up the first time (about 30 minutes), monthly updates take 20-30 minutes. The Example sheet shows you exactly what data to collect before you sit down. If food cost is your biggest concern, our food cost calculator breaks it down to the dish level.
Is the template free?
Yes. Enter your email and restaurant type below and the Excel file downloads immediately. No payment required, no credit card, no trial period.
Can I use this for multiple outlets?
Yes. Use a separate copy of the Monthly P&L sheet for each outlet. The Annual Summary can be modified to pull from multiple outlets by your CA or a team member comfortable with Excel. For more on cost control fundamentals, see our glossary.
About Petpooja
Petpooja is India's leading SME business software suite, trusted by 1,50,000+ businesses across restaurants, retail, healthcare, manufacturing, and more. From billing and payroll to task management and procurement, Petpooja helps Indian businesses run better, every day.
Get live restaurant financials with Petpooja POSS
Restaurants using Petpooja POSS get live revenue data by channel: dine-in, delivery, takeaway. Automatically updated every day. No manual entry, no end-of-month reconciliation. Your P&L numbers are always ready.
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