How to Use the Club P&L Dashboard

Intro

The Profit and Loss (P&L) dashboard gives you a real-time snapshot of your club’s financial health. It pulls data from your invoices, expenses, and payments to show total revenue, total costs, net profit, and how each expense category contributes to your bottom line. This guide walks you through accessing and interpreting those metrics so you can make informed budgeting decisions.

Prerequisites

• A BallersBook account with Club Admin or Finance Manager role.
• At least one active season with recorded invoices and expenses (see the Finance sections for managing invoices and expenses).
• Data in the FINANCE_EXPENSE, FINANCE_INVOICE, and FINANCE_PAYMENT collections (the dashboard aggregates from these).

Step-by-Step

1. Log in to your BallersBook account and ensure your active role is set to Admin or Finance Manager using the Role Switcher in the navbar.

Navigate to the Finance section from the main menu. Look for a Dashboard or Reports tab. 3. Click P&L Overview (or Profit & Loss) to open the dashboard. 4. The top row displays three summary cards:

• Revenue: Total income from all paid invoices and payments during the selected period.
• Expenses: Sum of all expenses recorded under FINANCE_EXPENSE.
• Net Profit: Calculated as Revenue minus Expenses. A negative value (shown in red) indicates a loss.

5. Below the summary cards, you will see a Category Breakdown section. This shows a pie chart or bar chart with each expense category (from FINANCE_EXPENSE_CATEGORY) and its percentage of total expenses. Hover over any segment to see the exact amount and percentage.
6. Use the Season or Date Range filter at the top of the dashboard to view P&L for a specific season or custom period. Only seasons you have created will appear.
7. If you need to export the report, click the Download button (icon of a downward arrow) at the top right to generate a PDF or CSV summary.

💡 Tip: Make sure all invoices have been marked as paid and all expenses are correctly categorized before relying on the dashboard numbers. Incomplete data will skew your net profit.

Tips & Pitfalls

• Your dashboard will only include seasons and expense categories that exist in your club’s database. If a season is missing, check that it was created via Manage Seasons.
• If the Net Profit card shows a significantly negative figure, first verify that all revenue (invoices) have been recorded and that no duplicate expenses were entered.
• The category breakdown percentages are calculated based on total expenses. If you have a large uncategorized expense, it will appear under an “Uncategorized” bucket - we recommend assigning a category to every expense for accurate insights.
• The P&L dashboard does not include future or projected revenue; it reflects only confirmed transactions.

Summary

The Club P&L dashboard provides a clear, at-a-glance view of your club’s financial performance by combining revenue, expense, and net profit data with category-level breakdowns. Use it to monitor profitability over seasons, identify cost drivers, and plan budgets. Next, try drilling down into a specific expense category by clicking it to see individual expense items.