Breadcrumbs

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

Screenshot_2025-04-02_at_09_12_47.png
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

Screenshot_2025-04-02_at_09_17_43.png
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.

Screenshot 2025-04-02 at 09.18.39.png
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: