Meal Prep Business Profit Tracker

Meal Prep Business Profit Tracker Excel for your clients — clients and meal plans, food cost, and a monthly P and L dashboard. Know what every meal actually earns — and whether the month actually made money.

Built for meal prep businesses and home-based meal prep cooks who need to know, clients by clients and meals by meals, what food really costs — without accounting software. If a late-shift crew plan is priced barely above food cost, this workbook shows it before the next menu goes out.

WHAT'S INCLUDED (6 sheets):

- Clients & Plans — client, plan, meals per month, price per meal, food cost per meal, margin per meal, add-on revenue, and total monthly revenue, for 12 clients.

- Delivery Log — date, client, delivery or task, meals, price per meal, amount, food cost, and billable flag, for 20 rows in October 2026 (12 monthly plans, 7 add-on services, 1 complimentary trial week).

- Expenses — item, category, unit, quantity per month, cost per unit, monthly cost, and notes, for 12 expense items.

- Monthly P and L — revenue, food cost, kitchen rent, packaging, delivery, marketing, insurance, supplies and other expenses by month, Jan-Dec, with net profit and margin. Revenue and food cost are formulas from the Delivery Log.

- Dashboard — total revenue, clients, meals, billable vs non-billable meals, capacity used, average revenue per meal, food cost, gross profit and margin, expenses, net profit and margin, best and weakest clients, revenue by client, costs by category, and meals by client.

- Cover and How to Use — start here. Yellow cells are the only ones you edit.

EXAMPLE DATA (October 2026 — replace with your own numbers):

- 12 clients; 820 meals; base revenue 9,967.50; add-on revenue 505; total revenue 10,472.50.

- 837 meals logged (827 billable, 10 non-billable); capacity used 93.0 percent of a 900-meal month; average revenue per billable meal 12.66.

- Direct cost 4,162.90; gross profit 6,309.60; gross margin 60.2 percent.

- kitchen rent 950, packaging 598.60, delivery 660, marketing 120, insurance 110, supplies 155, other 174; total expenses 6,930.50; net profit 3,542; net margin 33.8 percent.

- Best client by revenue: Saguaro Coffee Roasters, 1,590. Best margin: Desert Rose Boutique, 8.75 per unit. Lowest margin: Valley Food Truck Co., 5.50 per unit.

- Average price per unit 12.52; average revenue per client 872.71; best add-on revenue 150 (Saguaro Coffee Roasters).

HOW IT WORKS:

1. Download the Excel file instantly after purchase.

2. On sheet 1, enter each client's plan, quantity, price per unit, cost per unit, and add-on revenue. Margin per unit and total revenue fill in by formula.

3. On sheet 2, add a row per delivery: date, client (spelled exactly as on sheet 1), task, quantity, price per unit, and whether it was billable. Amount and cost fill in by formula. Main rows pull the price and cost from sheet 1.

4. On sheet 3, enter each month's item, quantity, and cost per unit.

5. On sheet 4, enter the seven expense columns each month, then check gross profit, capacity and net profit on the Dashboard.

HOW THE NUMBERS WORK:

Margin per unit is price per unit minus cost per unit. Total revenue is quantity times price plus add-on revenue. Gross profit is revenue minus direct cost. Average revenue per billable meal is total revenue divided by billable meals. Capacity used is meals logged divided by a 900-meal month. Net profit is revenue minus direct cost and kitchen rent, packaging, delivery, marketing, insurance, supplies, other — before the owner's own pay, which comes out of profit as drawings.

WHO IT'S FOR:

Meal prep businesses, home-based meal prep cooks, and small kitchens selling weekly plans who want client revenue, food cost per meal, margin per meal, and a monthly P and L in one workbook — without accounting software.

PLEASE NOTE:

- This is a digital download. No physical item will be shipped.

- Works in Microsoft Excel and Google Sheets (upload to Google Drive to open in Sheets).

- Example data for October 2026 is included (12 clients, 820 meals, 837 meals logged in total, 12 expense items). Replace it with your own numbers.

- The example is simplified: net profit is before the owner's own pay — the owner takes drawings from profit, so add an owner-pay line on the P and L if you draw a salary. Capacity is measured against a 900-meal month; change it on the Dashboard if your month is different.

- This is a bookkeeping and planning tool only, not tax, legal, or CPA advice.

- Due to the nature of digital downloads, refunds are not available. Message me before buying if you have a question.

Built by an accountant: B.S. Accountancy, ASU W. P. Carey, with revenue-reconciliation experience at Marriott and audit work at PwC.