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A Guide on How to Keep Track of Profits and Expenses Part 1

You need to understand and manage your cash flow to keep track of your business profits and expenses. This involves focusing on strategies that will help you track them. You should pay attention to the money coming in, such as sales income, and the money going out, such as expenses, taxes, and other costs.

Keeping tabs on your cash flow will help you determine when it's time to adjust your budget or make other changes to help keep your business in the black.

Why Tracking Business Expenses Matters

Keeping track of your company's expenses is important for ensuring that your business is successful. You can better understand your overall cash flow by tracking what you spend money on. You can identify areas where you can save money, and you can see how your income is affected by your spending. Doing this will help you make better decisions about your business and improve your chances of success.

Cash flow is an important indicator of a company's financial health because it determines whether it is making enough money to cover its costs. If the company's income is higher than its expenses, the business has a positive cash flow, indicating it is doing well financially. On the other hand, if expenses exceed income, the business has a negative cash flow and is likely in financial trouble. Therefore, small business owners need to monitor their cash flow closely to ensure it is healthy.

Tracking Profits

An invoice is an important document for businesses that helps them generate profits. An invoice with all the necessary information is essential for payment to be processed correctly and on time. If the invoice contains incomplete or inaccurate information, this can cause problems for the vendor, leading to a lack of timely payment and a negative cash flow. Companies should ensure their invoices are properly designed and contain all the right information.

  • Send Detailed and Professional Invoices

An invoice should be clear and detailed, including the date and number you generate. It should include the description of services or products provided, the client's purchase order number, your company's contact information, and the total cost and payment terms. This information should be clear so that the client's accounting department can easily find your invoice and process payment without delays. Payment terms should also be stated on the invoice, such as net 30 days, net 60, or net 90. Make sure to follow up after these due dates if payment has not been made.

  • Create a Profit and Loss Report

A Profit and Loss (P&L) Report is a helpful document that highlights the income and expenses incurred over a certain period. This allows businesses to identify potential areas of cost savings or plan for the future by evaluating trends in the data. For example, a P&L report can reveal high supplier costs, which suggests it may be time to look for a new supplier. Additionally, rising rent expenses may indicate the need to begin searching for a more affordable space. A P&L report can be used as a guide to help companies make decisions and save money.


To have a successful business, keeping track of profits and expenses is essential. By developing a good system to track both, business owners can identify areas of improvement, create better budgeting strategies, and gain insights into their company's financial health. This way, business owners can keep track of their profits and expenses in a quick and organised manner, ensuring their business remains profitable.

Part 2 of this blog will focus on how to track expenses.

The ECommerce Accountant is a business advisor for online stores and influencers in Australia. We are accountants and bookkeepers dedicated to helping online entrepreneurs minimise tax and increase profit. Your small business deserves exemplary accounting service, which we provide. If you need an accountant for an ECommerce business, we’ve got you covered! Get in touch with us today and let us know how we can help!

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