> For the complete documentation index, see [llms.txt](https://help.prostruct360.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://help.prostruct360.com/reports/profit-and-loss.md). # Profit & Loss Super Report See what each job has invoiced, spent and earned over any date range, and what's still left to bill and spend. The Profit & Loss Super Report puts every job on one line with two sets of numbers: what was invoiced, paid out and earned **in the dates you choose**, and where the **whole job** stands today — its total, what's left to invoice, what the client still owes, and what's left to spend. **Plans:** Complete and Unlimited. **Who:** owners, and team members allowed to run it. {% hint style="info" %} To let a team member run the report, open **Team Members**, choose the person, and tick **Allow this user to run Profit and Loss reports for any job they have access to**. {% endhint %} ## 1. Open the report Click **Reports** in the left menu, then **Profit & Loss Super Report**. The report doesn't run by itself. Set it up with the buttons along the top, then click **Update Report**. ## 2. Choose the dates * Pick a **Date Preset**: **Today**, **Yesterday**, **This Week**, **Last Week**, **This Month**, **Last Month**, **This Quarter**, **Last Quarter**, **This Year** or **Last Year**. Weeks run Monday to Sunday. * Or type your own dates in **From:** and **To:**. The preset changes to **Custom**. The dates only affect the **Totals for Date Range** columns. The **Job Data** columns always show the whole job as it stands now. ## 3. Narrow it down (optional) Click **Filters** to limit the report to chosen **Clients**, **Addresses**, **Jobs**, **Project Managers** or **Estimators**. Click **Update Filter**. The button shows how many you've picked, for example **Filters (2)**; **Clear All Filters** removes them. ![Edit Filters](https://1775502874-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FT5UmHbQ8yBQgePRusmiv%2Fuploads%2Fgit-blob-46672541807499349053665d8cc2b3fd0665dd89%2Fprofit-and-loss-03-filters.png?alt=media) ## 4. Group the lines (optional) **Group Lines By** splits the jobs into groups with a subtotal for each, and **Grand Totals** at the end: * by time — **Day**, **Week**, **Month**, **Quarter** or **Year** * by **Client**, **Address**, **Project Manager** or **Estimator** **No Grouping** gives one list with one row of totals. ![Group Lines By](https://1775502874-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FT5UmHbQ8yBQgePRusmiv%2Fuploads%2Fgit-blob-13209412ec3b12be5845cd66c23cabf745091909%2Fprofit-and-loss-02-group-by.png?alt=media) ## 5. Run it Click **Update Report**. ![The report for this month, one line per job](https://1775502874-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FT5UmHbQ8yBQgePRusmiv%2Fuploads%2Fgit-blob-94777da3cd9496cf1fdbfc00eafc798cc725b200%2Fprofit-and-loss-01-report.png?alt=media) Changing the preset, filters or grouping clears the report until you click **Update Report** again. Typing new dates leaves the old numbers on screen until you do. The report's figures are refreshed hourly; the line above the table says when they were last updated. ## 6. Choose your columns Click **Edit Columns** and tick the columns you want, then **Update Columns**. Each group has **Select all** and **Select none**. Every column is shown at first except **Estimator**; **Job Name** and **Client** are always shown. ![Edit Columns](https://1775502874-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FT5UmHbQ8yBQgePRusmiv%2Fuploads%2Fgit-blob-96748722a466b4c93e0c0f359d5103af159ec8bc%2Fprofit-and-loss-04-columns.png?alt=media) ## What the columns mean **Totals for Date Range** (green) — money that moved between **From** and **To**: | Column | What it is | | ------------------- | ---------------------------------------- | | **Invoiced** | Invoiced to the client in those dates. | | **Labor Paid** | Paid to crews in those dates. | | **Materials Spent** | Spent on materials in those dates. | | **Profit** | Invoiced − Labor Paid − Materials Spent. | | **Profit %** | Profit as a share of Invoiced. | **Job Data** (blue) — the whole job, as of now: | Column | What it is | | ----------------------------------------------------------------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | **Projected Profit** | The margin you'll make if the job finishes on budget: job total minus labor and materials (spent or budgeted, whichever is more), as a percentage of the job total. | | **To-Date Profit** | Total invoiced minus the job's full labor and materials budget. It's negative until most of the job is billed. | | **Job Total** | The job's total price to the client. | | **Total Invoiced** | Everything invoiced on the job so far. | | **Left to Invoice** | Job Total − Total Invoiced. | | **Accounts Receivable Owed** | Invoiced but not yet paid by the client. | | **Left to Spend** | Labor still to pay plus materials budget not yet spent. | | **Cashflow Remaining** | What's still coming in (left to invoice + owed) minus what's still going out (left to spend). | | **Total Labor** / **Labor Paid (Job)** / **Labor Remaining** | The job's labor budget, what's been paid, and what's left. | | **Budgeted Materials** / **Materials Spent (Job)** / **Materials Remaining** | The same for materials. | | **Construction Start Date**, **Estimated Completion Date**, **Next Client Contact** | From the job. | | **Days Since Last Email**, **Days Since Last Activity** | How long since the job last changed, for example "3 days ago". | | **Amount Paid** | Everything the client has paid on the job. | ![Scrolled right: the Job Data columns](https://1775502874-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FT5UmHbQ8yBQgePRusmiv%2Fuploads%2Fgit-blob-294db9bbb1a15fa9cba3fd44e4f70c4f31f61c0f%2Fprofit-and-loss-06-job-data.png?alt=media) ## Saving a report you use often 1. Set up the dates, filters, grouping and columns. 2. Click **Save Report**, give it a **Report Name** (and a description if you like) and click **Save Report**. ![Save Report](https://1775502874-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FT5UmHbQ8yBQgePRusmiv%2Fuploads%2Fgit-blob-7a618d3bb430642f0059eb1cd74085e38f3fa665%2Fprofit-and-loss-05-save.png?alt=media) To use it again, pick it from **Load Custom Report...** above the table, then click **Update Report**. If you saved it with a preset like **This Month**, the dates are worked out again from today each time you load it. To remove a saved report, load it and click the red bin icon beside it. ## Exporting Click **Export to Excel** after running the report. It downloads the columns you're showing as a CSV file (`ProfitLossReportExport_` plus today's date), which opens in Excel, Numbers or Google Sheets. ## Common questions **"You are not authorized to run this report."** Only owners, and team members with the Profit and Loss permission, can run it. Ask an owner to tick it for you under **Team Members**. **I clicked Update Report and nothing's in Totals for Date Range for a job.** Nothing was invoiced, paid to crews or spent on materials for that job between your dates. Widen the dates. **To-Date Profit is negative on a job that's going well.** That's expected mid-job: it subtracts the whole labor and materials budget from what you've invoiced so far. Watch **Projected Profit** for the margin you're on track for. **Days Since Last Email and Days Since Last Activity show the same number.** Both currently read the last time the job changed. ## Related * [Invoicing](/billing/invoicing.md) * [Paying vendors](/vendors/paying-vendors.md) * [Adding team members](/getting-started/adding-team-members.md)