Profit and loss and expenses

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Transcript

What did the business actually make this year, and where did the money go? Most of that answer is already sitting in PortaPro. Profit and Loss is in Reports, under Accounting and Taxes. Pick any date range. This one is year to date. Revenue, expenses, net profit and margin, each compared with the same dates last year. Lakeshore's records only start in November 2025, so each tile says No prior data instead of inventing a percentage. Revenue here is cash. Paid invoices, dated the day the last payment came in. An invoice still waiting on payment isn't counted yet. Expenses are what you've recorded in PortaPro, so the more you record, the truer this gets. The chart lays revenue and expenses side by side, month by month. Switch it to weekly or daily when you want a closer look. Expenses break down by category. At Lakeshore, payroll and labor is the biggest slice, about a third. The table gives each month's revenue, expenses, net and margin, with a total at the bottom. Run more than one yard, and you get profit and loss by branch. Revenue follows each paid invoice's branch, and expenses follow the job they were recorded against. Rent, insurance and software don't belong to one yard, so they sit in Shared costs instead of dragging down a single branch. Export the profit and loss as a spreadsheet, or build a Schedule C summary to hand your tax preparer. The Expenses report answers the other half: total spent, the average per completed job, recurring bills coming up, and the top category. Then the vendors you pay most, how often, and when you last paid them. It also lists bills due in the next thirty days, your most profitable jobs, and any job that lost money. Expenses themselves live in Financials, Expenses. Each one has a date, a vendor, a category, and how it was paid. Open one to read it, edit it, duplicate it, or mark it void. New Expense asks for the amount, the date, the vendor, the category and the payment method. One purchase that covers fuel and parts can be split across categories, so each part lands on its own Schedule C line. Link it to a job, and it counts against that job in the profitability report. Receipts is an inbox. Upload photos or PDFs, and PortaPro reads the vendor, date, total and line items, then finds the bank line each one paid for. Nothing is filed until you review it and choose where it goes. Recurring Expenses covers the bills that never change, like rent or a truck payment. Set one up once, and PortaPro records it on schedule. If you use QuickBooks Online, you can push these expenses there with the receipt attached. It's off by default, because if your bank already feeds QuickBooks, every expense would be recorded twice.

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