Profit & Loss

What a trip earns

• Its invoices, net of tax, once a standard or final invoice exists. VAT is collected for the state, not earned.
• Its quote (plus the extras sold on the booking) while nothing is invoiced, or only deposits — a 20% deposit is not the trip’s revenue. If the deposits come to more than the quote, the deposits. Shown with a quoted mark.
• A cancelled trip earns only what was invoiced. With nothing invoiced it earns nothing, and any costs on it are a loss.

Cancelled invoices are left out. Drafts count — issue or cancel them to keep the figure right.

What it cost, and its commissions

• Expenses linked to the trip, paid or not. Rejected expenses are left out.
• Extras sold on the trip’s booking: what they cost from the supplier counts as a cost.
• Commissions on the trip: receivable ones add to profit, payable ones take from it. A disputed receivable is left out (money you may never see); a disputed payable is still counted (you will probably pay it). Cancelled commissions are left out.

Supplier invoices are not read: their cost is in the expenses they are matched to.

The P&L page

Eight cards at the top:

• Total Trips, Total Revenue, Total Expenses (extras’ supplier cost included)
• Net Commission — with the commission in and out beneath it
• Gross Profit and Avg Margin — profit over revenue across the trips shown
• Profitable and Loss-Making — how many trips are in the black and the red

Below, every trip with its revenue, costs, commission, profit and margin, 15 to a page. Search; filter by trip status and dates — a trip is in the range when any of its days are; sort by date, profit or margin. Profit sorts in your agency’s currency, so trips in different currencies compare.

Profit & Loss overview with eight summary cards, filters, and trip list

One trip’s P&L

Click a trip. The page is one equation — Revenue − Expenses ± Commission = Profit — and its margin.

• Revenue — as above, marked when it is the quote; what has been paid beneath it.
• Expenses — with what is still pending, and the extras’ supplier cost when there is one.
• Commission — the net, with in and out beneath it.

Below it: spend by category, the trip’s expenses and invoices (each in its own currency), and the trip’s details.

Per-trip P&L page with the Revenue − Expenses ± Commission equation, margin badge, and breakdown panels

Currencies

Each trip is worked out in its own currency: an expense, invoice or commission in another currency is converted at the rate on its date (the payment date when paid). The cards convert every trip into your agency’s currency, at the rate on the trip’s start date. A banner says when the figures are not exact:

• Converted at today’s rate — no rate was on file for the date
• Left out — no rate at all for that currency, so the margin shown is better than reality; the trip is marked
• Trips not converted — left out of the cards
• Commissions unavailable — they could not be read

Reports

The yearly financial dashboard — Overview, Revenue, Cash Flow, Tax Summary and Commissions, each with CSV export — is Reports, described in Expenses & Commissions.