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.
💡 Contact us to enable this Add On feature or to request a demo.
🚀 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
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
Schedules | Finance | stats table
3. Add Expense Items to a Schedule
Scroll down below the stats to the Expenses Table:
Click + Add Expense
From the dropdown, select a previously created expense item
(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
Enter the Amount (Ex VAT) and Qty
The Total (Ex VAT) will auto-calculate
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.
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)
âž• 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