Profit & Loss for Schedules | Project Income by Adding Your Training Expenses

This add-on feature gives admins a powerful way to manage and forecast schedule-level profit & loss by assigning custom expenses and tracking projected income.

🚀 Feature Overview

With this feature, admins can:

• Create unlimited expense lookup items

• Assign them to schedules with specific costs and quantities

• View forecasted profit based on expected income vs expenses

• Monitor real-time income as bookings are made

🔧 Setup Steps

1. Add Expense Items to Your Account

Create reusable expense items once.

• Navigate to: Courses > Expenses (left menu tab)

• Click + Add Expense

• Enter a name for the expense item (e.g., Instructor Fee, Venue Hire, Equipment Rental)

• Save – this item is now available across all schedules

Open

Schedules | adding expenses in left menu

📅 Using Expenses on a Schedule

2. Create or Edit a Schedule

When creating or editing a schedule, fill in the basic information

• Date, Time, Location

• Capacity

• Price per Person

You’ll now see a Finance tab with forecasted metrics.

📊 Finance Tab Breakdown

The Finance tab displays the following:

• Bookings Income = Booking income + Additional fee items - VAT

• Additional Fee Income = Additional fee items - Schedule cost - VAT

• Running Expenses = Sum of all assigned expense items

• Total Profit = Bookings income - Running Expenses

• Forecast Profit = Forecast Income (Capacity × Price per person) - Running Expenses

Open

Schedules | Finance | stats table

3. Add Expense Items to a Schedule

Scroll down below the stats to the Expenses Table:

1. Click + Add Expense

2. From the dropdown, select a previously created expense item

3. (Optional) Enter a PO number – this is a free-text field from your accounting software

   Note: This is for reference only and not linked to CourseCo

4. Enter the Amount (Ex VAT) and Qty

5. The Total (Ex VAT) will auto-calculate

6. Save – the Running Expenses and Forecast Profit stats will update in real-time

💡 You can add and edit as many expenses as needed to reflect changes or refine forecasts.

Open

Adding an expense to a schedule.

💰 Live Booking Impact

As bookings are made:

• The Booking Income stat updates dynamically

• This includes base price income (Ex VAT) and any additional items (if applicable)

➕ Using with Additional Fees

If you also have the Additional Fee Add-On Feature enabled:

• The finance tab will break out additional item income separately

• See the Additional Fee Add-On User Guide for more details