The Profit & Loss (P&L) report gives agencies a clear overview of their financial performance. It shows whether you're making a profit or loss during a selected period, helping you stay in control of your business, identify problematic projects, and make better decisions.
🧠 What does the P&L report mean for your agency?
Each month, Allfred automatically tracks all expenses and invoiced revenues, and calculates the balance -> showing whether you're in profit or loss. It’s a simple way to check if your agency (or individual clients, teams, or projects) are financially healthy in any given month or period.
Results are displayed visually in the chart, and detailed breakdowns are listed in the table - both are explained further below.
📍 Where to find the report?
Go to: Reports → Profit & Loss
📟 How are the numbers calculated?
Allfred uses the supply date (from each invoice or expense) to assign the value to the correct period. (That means: if you receive expenses during a project but invoice at the end, your project may appear loss-making for several months, until the final invoice hits the report.)
Included as Revenue:
✅ All issued invoices and credit notes
✅ Prepayments (credit account invoices — included at the moment the credit is used, not based on the supply date of the original invoice)
❌ Proforma invoices (advance payments) are not included until they are settled.
Included as Expenses:
✅ All types of expenses: invoices, bills, card payments, contracts, and others
✅ Incoming credit notes
❌ Proforma expenses are included only once settled.
By default, only expenses in the Approved stage are included in the report. If your agency uses other stages like Draft, For Approval, or For Financial Approval to track expected costs, you can choose to include them using the report filter.
🛠️ Working with the report
In the P&L report, you can view results from multiple perspectives. You define these views using Rows and Columns, which shape how the data is displayed in the table. You can also apply Filters to narrow down the report and focus only on what matters to you.
Date Picker
Select the time period you want to analyze.
Rows
Choose how data should be grouped
By Client, Brand, Project, or Team
Each row can be expanded to the next level (for example, if you select Client, you can expand to see Brands; if you select Brand, you can expand to Projects; if you select Project, you can expand to budget items; and if you select Team, you can expand to Projects).
Columns
Define how data is split across the table:
Month, Quarter, Year, or a summary of the selected period
Filters
Narrow down results based on:
Legal entity
Client / Brand
Billing entity
Team
Project
Project manager or other project manager
Billing category
Project status (active, finished, archived)
Project category
Include draft expenses (Drafts, For approval, For financial approval expenses will be included)
📊 Main chart
A visual chart helps you quickly grasp the trends:
Y-axis: Money scale
X-axis: Time units (months/quarters)
🟩 Green bars: Revenue
🟥 Red bars: Expenses
🔵 Blue dot on a line: Net balance trend
Hovering over each point or bar gives you exact values.
Below the main chart, you’ll also find a summary displaying total values of expenses, revenues, and the current balance for the selected date range.
📋 Table View
The table below the chart shows detailed balances for each selected unit (client, brand, team, etc.), based on the supply date of each invoice or expense. The way the table looks depends on the selected Rows and Columns, which define how data is grouped and over what period. Each row can be expanded to reveal more detail, depending on your selected grouping.
Hover over any number to see a breakdown of invoiced vs. expense values.
