How to Calculate Profit in Excel and Track Your Expenses (2023)

Your profit margin is crucial information for your company because it indicates what proportion of each sale is profit. When setting product prices, creating sales reports, and pursuing financing, profit margins are crucial. If you create the spreadsheet and enter the formula correctly, Microsoft Excel will calculate profit margins. Understanding how to calculate your profit margin will enable you to manage your company and make sure that every sale results in the profit you anticipate.

In order to calculate your profit percentage, enter the following formula into the blank cell under Percentage: = c2 / a2.

  1. Once you have received your profit percentage, drag the corner of the cell to include the rest of your table.
  2. Profit percentages will be clearly presented for each cell.

How to calculate profit in Excel

You can use the following steps to figure out your profit in Excel:

1. Open Microsoft Excel

If you already have a workbook with data, you can open it in Microsoft Excel by going to your saved files. If not, launch the Microsoft Excel application and select “New blank workbook” to create a new file. You can name the file according to your preferences.

2. Create a table

You can now create a table with the information needed to calculate profit once you’ve created or opened your workbook. You can create a table with four or five columns using the headers below:

You can format the headers according to your preferences. For instance, to help distinguish the headers from the information in the cells below, you might think about centering them and using a bold font. You can also use text wrapping or change the size of your cells using Microsoft Excel.

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3. Fill the table with your available data

After creating your table, fill in the necessary information for columns A, B, and C. You can distinguish the items represented by each cell in column A by their official names. Enter the sale price of the corresponding item from column A in column B. For instance, enter 15 in cell B2 if you sold the item in cell A2 for $15. In column C, input the cost of each product. If your company paid $6 for the item in cell A2, enter 6 in cell C2.

4. Input the profit formula

Next, enter the profit formula in the “Profit” column to determine the profit of your items. For instance, column D is your profit column, and cell D1 contains the title. You deduct a product’s cost from its sale price to calculate profit. In this scenario, youd type “=(B2-C2)” in cell D2. Here is an illustration of how the table might appear at this stage:

Item**Sale price**Cost**Profit**Profit marginItem A$250. 00$75. 00=(B2-C2)The actual cells in the formula are highlighted as you type them. Hit enter when youve finished typing. The difference between the item’s sale price and cost populates cell D2 instead of the formula. Using the example above, cell D2 would contain “$175. 00. Click on the cell with the formula to make it visible so you can apply the profit formula to each cell in column D. Next, drag the small square on the cell’s bottom-right corner downward to highlight every cell in the column that needs to be calculated. The data inputs automatically using the formula.

5. Input the profit margin formula in the final column

Once you’ve entered the profit information for all of the cells that are accessible, you can enter the profit margin formula under the table’s final column. Profit margin is calculated by deducting the sale price from the profit determined in the preceding step, then multiplying the result by 100 to produce a percentage. In this scenario, youd type “=(D2/B2)*100. Here is an illustration of how the table might appear during this phase:

Item**Sale price**Cost**Profit**Profit marginItem A$250. 00$75. 00$175. Once more, the entered formula computes and enters the outcome in the cell at 00=(D2/B2)*100. In the previous illustration, cell E2 would have “70” under “Profit margin.” To apply this formula to the remaining cells in the column, drag it down.

Why would you calculate profit and profit margin in Excel?

People can use the spreadsheet program Microsoft Excel to record and analyze data. Workbooks made by users typically contain rows, columns, and individual cells. Each cell can be filled with words, phrases, or numbers depending on the needs of the user.

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Microsoft Excel is used by both individuals and businesses to more accurately calculate profit and profit margin. Tracking the flow of money into and out of the business is made easier by tracking these metrics, which are frequently calculated as simple bookkeeping tasks. Microsoft Excel offers several benefits when performing these calculations, including:

Automates calculations

To calculate the value of a cell or range of cells, Excel users can enter formulas in the cells. In Excel, there are numerous built-in functions that you can use to create both simple and complex formulas. You can use the MEAN function to automatically calculate the average of three cells, for instance, if cell A1 contains the value 32, cell B1 contains the value “45,” and cell C1 contains the value “60.”

In this case, you have the option of typing or selecting the formula “=(A1,B1,C1)” in cell D1. The program performs and displays the calculation rather than requiring you to add these three values together and divide them by three. You can then drag the formula from cell D1 to the cells below it if you need to calculate the average across several rows of data. Again, you don’t need to perform any calculations manually because the program calculates and displays the results.

Saves time

You save time by automating the calculations so that you don’t have to manually complete them For instance, if you’re attempting to calculate the profit and profit margin of a sizable data set of items, Microsoft Excel can be helpful. You can enter the formula and have the program populate the data in a matter of seconds rather than manually going through each line of the data set and performing the calculations.

Helps reduce errors

Performing calculations may create some risk for human error. Utilizing the built-in functions in spreadsheet applications like Microsoft Excel, you can help lower this risk. Remember that the calculations can only be as accurate as the data you enter. Before submitting reports or making presentations, think about double-checking data and calculations to ensure their accuracy.


An illustration of how a company might use Microsoft Excel to determine profit and profit margin is provided below:

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Lucia wants to calculate the profit and profit margin of the various types of decor she sells in her store. She makes a table with the data she has access to and enters the proper formulas to calculate the results:

Item**Sale price**Cost**Profit**Profit marginVanilla candle$6. 00$1. 20=(B2-C2) $4. 80=(D2/B2)*10080Decorative pillow$18. 00$5. 15=(B3-C3)$12. 85=(D3/B3)*10071. 39Throw blanket$36. 00$12. 25=(B4-C4)$23. 75=(D3/B3)*10065. 97Woven rug$45. 00$18. 60=(B5-C6)$26. 40=(D3/B3)*10058. 67## Tips for measuring profit in Excel.

You can use the following helpful advice when calculating profit using this spreadsheet program:

Create and use templates

You can store templates in Microsoft Excel if you frequently need to calculate profits and profit margins. The document should be saved as an Excel workbook after the data and appropriate formulas have been entered. Close the workbook and reopen it. Remove the data you entered, but keep the headers and formulas. Next, click “File,” then “Export,” and then select “Change File Type.”

Choose the “Template” option from the list, then click “Save as,” giving the file the name of your choice. After saving your template, you can use it as a profit calculator as necessary to determine your profits and profit margins. Online resources that let you download profit calculators and other beneficial spreadsheet templates are also available.

Use the “Number Format” tool

The “Number Format” tool in Microsoft Excel offers a variety of options for formatting numerical data. To properly format your data for use in calculating profit and profit margin, use this tool. For instance, you can select the “Currency” option and highlight the information in the “sales price,” “cost,” and “profit” margins With this setting, the data is formatted with the appropriate currency symbol and decimal places.

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As previously mentioned, you can add “*100” to your profit margin formula to produce a result in percentages. You can eliminate the “*100” from your formula using the “Number Format” tool, then highlight the outcomes and select the “Percentage” option. This option turns your results into their proper percentages. For example, if your profit margin result is 0. 6, formatting it as a percentage displays it as 60%.

Examine other profit formulas

You can monitor and calculate a number of additional types of profit using Microsoft Excel. Net profit is the amount left over after all operating expenses, taxes, interest, and depreciation have been subtracted. This measurement, which is also referred to as net income, can be used to evaluate an organization’s overall profitability and the management’s effectiveness. You require the following details to determine net profit in Excel:

You can determine net profit by deducting your revenue from your COGS, operational expenses, interest and tax payments, and then dividing the result by your revenue. Another type of profit that businesses can calculate and evaluate is operating profit. It represents the total revenue generated by a company’s core operations before taxes, interest expenses, and other costs are taken into account. Businesses typically present the outcome as a percentage, comparing the revenue from core functions to the cost of keeping operations. The following details are necessary for operating profit calculations in Excel:

Once you’ve entered this information into Excel, you can calculate operating revenue by deducting revenue from operating expenses, COGS, and selling and distribution costs.

Please note that Indeed is not affiliated with any of the businesses mentioned in this article.

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How do you calculate profit on an Excel spreadsheet? ›

For example, put the net sales amount into cell A1 and the cost of goods sold into cell B1. Then, using cell C1, you can calculate the gross profit margin by typing the following into the cell: =(A1-B1)/A1. When you press enter after inserting that calculation into the cell, the gross profit margin appears in cell C1.

How do you calculate profit and expenses? ›

Profit is simply total revenue minus total expenses. It tells you how much your business earned after costs.

What is the formula for taking profit? ›

Profit is revenue minus expenses. For gross profit, you subtract some expenses. For net profit, you subtract all expenses. Gross profits and operating profits are steps on the road to net profits.

Is there a profit function in Excel? ›

To get your profit percentage, enter the percentage formula for Excel “=a2-b2” into the c2 Profit cell. Once you have calculated the profit amount, drag the corner of the cell to include the rest of your table.

How do I calculate total expenses in Excel? ›

How to create a running total in Excel
  1. Start with =SUM. Click on the cell where you want your running total to begin. Next, select the SUM function on that cell. ...
  2. Create a running total formula. You must use the dollar sign in this formula, even if the numbers you're tallying are not dollar amounts.

What is the formula to calculate expenses? ›

Total Expenses = Net Revenue - Net Income.

What are the 3 components of the profit formula? ›

Answer and Explanation: The profit equation is given as the total returns when total costs are subtracted from the total earnings of a person or organization. Profit: Profit = Total Revenues -Total Expenses.

Does Excel have an expense tracker? ›

Streamline and track business expenses and receipts so you can stay focused on what matters most to your business instead of worrying about expense reports. Use this accessible expense tracking template to automatically calculates totals. This Excel expense tracker also includes convenient expense classifications.

How do I track business expenses in Excel? ›

If you want to track business expenses in Excel, you'll need to create a spreadsheet and fill in the appropriate information. The most important columns are likely to be “date,” “description,” “category,” and “amount.” You can also add additional columns if needed, like “vehicle number” for tracking car expenses.

How do I make a spreadsheet for expenses? ›

How Do You Create an Expense Sheet?
  1. Choose a template or expense-tracking software.
  2. Edit the columns and categories (such as rent or mileage) as needed.
  3. Add itemized expenses with costs.
  4. Add up the total.
  5. Attach or save your corresponding receipts.
  6. Print or email the report.

How can I track all my expenses? ›

Check your account statements

Pinpoint your money habits by taking inventory of all of your accounts, including your checking account and all credit cards you have. Looking at your accounts will help you identify your spending patterns. Your spending will consist of both fixed expenses and variable expenses.

What are 4 examples of expenses? ›

What Are Examples of Expenses? Examples of expenses include rent, utilities, wages, salaries, maintenance, depreciation, insurance, and the cost of goods sold.

How do you calculate small business expenses? ›

Add up your company's costs, like office supplies, operating expenses, payroll costs and business loan payments. Then, use this formula: Net Income = Revenue – Expenses. Your expenses need to fall in line with HMRC's 'wholly and exclusively' rule, so you might waste time checking that every payment meets the criteria.

What is P & P expenses? ›

You use p & p as a written abbreviation for 'postage and packing', when stating the cost of packing goods in a parcel and sending them through the post to a customer.

What is expenses and profit? ›

Gross profit represents the difference between the price a company pays for a product and the price it sells it for. Expenses are the overhead a company incurs in running its day-to-day business.

How do I create a profit and loss statement? ›

Build a profit and loss statement
  1. Gather necessary information about revenue and expenses (as noted above).
  2. List your sales. ...
  3. List your COGS.
  4. Subtract COGS (Step 3) from gross revenue (Step 2). ...
  5. List your expenses. ...
  6. Subtract the expenses (Step 5) from your gross profit (Step 4).
Oct 4, 2019

How do you read a P&L for dummies? ›

A single-step profit and loss statement is pretty straightforward. It adds up your total revenue, then subtracts your total expenses, and gives you your net income.

How do you keep track of expenses? ›

Check your account statements. Pinpoint your money habits by taking inventory of all of your accounts, including your checking account and all credit cards you have. Looking at your accounts will help you identify your spending patterns. Your spending will consist of both fixed expenses and variable expenses.

How do you keep track of profit? ›

Subtract the operating income total from the interest expenses to determine the company's net profit before taxes. List the amount and subtract the company's total income taxes. Subtract the total income taxes from the business's net profit before taxes to determine the total net profit or net loss.

What are the 3 types of profit? ›

There are three main measures of profit. These are gross profit, operating profit and net profit.


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