The Profit and Loss (Cash) provides a structured monthly view of financial performance computed on a cash basis, where income and expenses are recognised only when money is actually received or paid, not when a bill or invoice is raised. Each record covers a single month and includes the headline totals (income, cost of goods sold, gross profit, operating expenses, other income and net profit) along with a breakdown of the individual accounts that make up the report. It is the cash-basis counterpart to the accrual Profit and Loss.
Use this data area for cash-basis performance monitoring: watching net profit or gross margin fall below a threshold, expenses growing as a share of income, or a month-on-month drop in cash-basis income or profit. Every record here uses the cash basis, so the AccountingMethod property is always "Cash". Because each record is a monthly snapshot, you can compare figures across months to recognise period-on-period trends, account variances and threshold breaches.
The AI will only look back at 12 months' worth of data.
Key Properties:
SourceLink: A report-level link identifying this monthly Profit and Loss (Cash) record. Use it as the detection key for report-level findings, not for any financial calculation.
ReportDate: The first-of-month report date this record covers. Use it for all time-based filtering (months, quarters, financial years) and for matching the same account across months.
BaseCurrency: The ISO currency code of all monetary figures on this record and its accounts (e.g. "AUD").
AccountingMethod: The accounting basis for this record. Always "Cash" here, so figures are recognised when money is received or paid rather than when invoiced.
TotalIncome: The total cash-basis income or revenue (also referred to as sales or turnover) received by the business for the month.
CostOfGoodsSold: The total cost of goods sold (COGS) recognised on a cash basis in producing goods sold by the business during the month.
GrossProfit: The profit for the month after deducting the cost of goods sold from total income.
TotalOperatingExpenses: The total expenses paid in running the business operations for the month. This figure already includes individual expense lines such as wages and superannuation, so do not double count them.
TotalOtherIncome: Cash received from sources other than the main business operations for the month.
NetProfit: The profit for the month after all expenses, including operating expenses and cost of goods sold, are deducted from total income.
ProfitAndLossAccounts: The list of individual accounts that make up the Profit and Loss (Cash) report. Each account carries:
ProfitAndLossAccount
AccountName: The name of the account in the report (e.g. "Wages and Salaries"). Match against this for named accounts such as wages, super or suspense.
AccountCode: The numeric or alphanumeric code that identifies the account (e.g. "502").
StandardClassificationName: The classification of the account, either "Income" or "Expense". Finer categories such as COGS, wages or GST must be identified from the account name or code.
Amount: The cash-basis amount for this account in the month (e.g. "$5,000").
VarianceAmount: The dollar amount of the difference between the account's current-month figure and its comparison base (e.g. "$2,000").
VariancePercent: The percentage variance of this account's current-month amount versus the higher of its prior-month amount or its 12-month average. Can be negative for a decrease (e.g. "5%").
BaseCurrency: The ISO currency code of the account's monetary figures (e.g. "AUD").
SourceLink: A per-account link. Use this as the detection key for per-account findings.
The Profit and Loss (Cash) object simplifies cash-basis performance analysis, offering insight into profit margins, expense tracking and account variances to support effective financial planning and decision-making.
📝 Example Alerts
Alert me when cash-basis net profit is negative for any month
Alert me when cash-basis operating expenses exceed 40% of total income
Alert me when cash-basis total income drops by more than 30% month on month
Alert me when cash-basis gross profit falls below $20,000 in a month
Alert me when cost of goods sold exceeds 60% of total income on a cash basis