Profit & Loss by Department, Site or Location
Give every site manager their own Profit & Loss, built from your Xero tracking categories. They see their site and the lines you chose. They never see another site, head-office costs or anything else you leave out.
Xero tracking categories | Month and year to date | One site per manager | PDF and Excel
A Site Manager Cannot Run a Site From the Company's Whole P&L
The person running one restaurant, store or clinic needs their own sales, their own costs and their own profit — monthly, and without waiting for someone in finance to build it. Xero cannot scope a login to one tracking category, so this is usually a spreadsheet.
The company P&L answers the wrong question
A site manager cannot act on a consolidated profit figure. They need their own sales, their own costs and their own bottom line.
Xero cannot scope a user to one site
Every Xero user role covers the whole organisation, so there is no way to give a manager a login limited to their tracking category.
Sharing the whole P&L shares too much
Send the full report and a manager sees every other site, head-office costs and the owner's drawings alongside their own numbers.
So finance rebuilds it by hand
One spreadsheet per site, every month, each one filtered and checked before it goes out — and out of date the moment a journal is posted.
Uncontrollable costs start the argument
Rent, royalties and head-office charges land in a manager's result and the conversation moves to costs they cannot change.
Connect Xero, Build the Layout, Invite the Managers
The layout is built once per company. After that each manager opens their own report whenever they want it, from the latest sync.
Connect Xero
Authorise the Xero connection and select Sync. Your tracking categories — Site, Location, Department, whatever you call them — come through with the data.
Build the layout once
Choose the sections and the account codes in each: Sales, Cost of Sales, Gross Profit, your operating cost sections and the bottom-line profit. Start from the hospitality preset or an empty layout, and rename every label to match how you report.
Invite each manager to their site
Scope them to their own tracking category option. They verify their email and open their own Profit & Loss — no Xero login, nothing else in the menu unless you grant it.
Month, Year to Date and % of Sales on Every Line
Sales, Cost of Sales, Gross Profit, your operating cost sections and a bottom-line profit — in your own wording, with the percentages that make a cost line mean something.
Month and year to date, with % of sales
The selected month beside the year to date, and a percentage of sales on every line — so a manager can see whether a cost moved or just followed the takings.
Your financial year, not the calendar
Year to date follows the financial year end set in Xero, so a March or June year end is treated as one.
Your wording
Every section and subtotal title is renamable. The hospitality preset ships with Controllables and Profit after Controllables; rename anything from there.
Invoices, bank transactions and journals
Including payroll posted as a manual journal, which is how most multi-site operators post it.
Each Manager Sees Their Site — and Only the Lines You Chose
Scope is applied before the figures are built, not hidden afterwards. An account outside the layout is not in a manager's report, not in their subtotals and not in their export.
One site each
A manager is scoped to their own tracking category option and sees only lines coded to it. Another site's figures are never sent to their browser.
Only the lines you choose
The layout is the list. An account you leave out of it does not appear in their report, their totals or their exports — including an account added in Xero later.
Uncontrollable costs stay out
Leave rent, royalties and head-office charges out of the layout and a manager never sees them. Finance still has the whole P&L.
Preview as manager
See exactly what a manager will see — their site, their lines, their totals — before anyone is invited.
Profit & Loss is its own permission
Give a manager the report and nothing else: no bills, no invoices, no other pages. Or add those too, if that is the job.
Read-only, email-verified
Recipients verify their invited email through a passwordless link. They can read their report and change nothing in Xero.
For the People Running Each Site — and the People Running the Books
Anywhere the business is the sum of its locations, and each location has someone accountable for it.
Multi-site restaurants and franchisees
A profit figure per site that a general manager can act on, with the costs they control separated from the ones they do not.
Retail chains
Store-level sales, cost of sales and operating costs, each store manager seeing their own and the area manager seeing theirs.
Gyms and studios
Per-location performance for the people running each site, without opening the books for the group.
Clinics and practices
A P&L per clinic or per department, built from the tracking categories the bookkeeper already uses.
Accountants running these clients
Set the layout up once per client, copy it to the next one and adjust. The managers then open their own report whenever they want it.
Bookkeepers
Stop rebuilding one spreadsheet per site every month. Tag the transactions as usual and the report follows.
PDF and Excel That Match What Is on the Screen
For the board pack, the franchise return or the manager who wants it in a spreadsheet. The export carries the viewer's own scope, so a manager's file contains their site and nothing else.
The report as it reads on screen, titled with the site it covers — so two printouts of the same month are never mistaken for each other.
Excel
Figures as numbers and percentages as percentages, in the same layout — so the column can be summed and checked against your own workbook.
Build It Once, Then Let Each Manager Open Their Own
The monthly rebuild is the cost, and the filtering is the risk. Both go away when the scope is part of the report rather than something applied to a file afterwards.
| Traditional approach | Limitation | Vizii approach |
|---|---|---|
| One P&L per site, by hand | Rebuilt every month, out of date on arrival | Each manager opens their own, from the latest sync |
| The full company P&L, emailed | Shows every other site and head office | Scoped to one tracking category option |
| Hiding rows in a spreadsheet | The figures are still in the file | Excluded accounts never reach the report |
| A Xero user login | Covers the whole organisation | Read-only, email-verified, one site |
| A PDF of the management pack | No percentages, no year to date per site | Month, year to date and % of sales per line |
| Trusting the file was filtered right | Nobody checks before sending | Preview as manager, before you invite |
Finance keeps the whole P&L. Each manager gets the part they are accountable for.
Questions About Departmental Profit & Loss in Vizii
Yes. Each manager is scoped to their own tracking category option — their site, department or location — and sees only the lines the admin included in the layout. Costs they do not control, such as rent, royalties or head-office charges, are never sent to their screen.
Yes, and Xero only for now. The report is built from your Xero tracking categories. QuickBooks support for this report is planned.
The selected month and the year to date, each with % of sales on every line. Year to date follows your own financial year as it is set in Xero, so a 31 March year end is treated as one.
Yes. Every section and subtotal title can be renamed — Sales, Cost of Sales, Gross Profit, your operating cost sections and the bottom-line profit. There is a hospitality preset that uses Controllables and Profit after Controllables, and you can rename anything from there.
Yes. The report is built from invoices, bank transactions and manual journals, so payroll posted as a journal is included as long as the journal lines carry the tracking category.
Entries Xero posts automatically are not included yet: tracked-inventory cost of sales, foreign-currency revaluation and fixed-asset depreciation. Everything your team codes to an invoice, bank transaction or journal is there. Admins see a note on the report saying so.
Yes. Preview as manager shows you their exact report — their site, their lines, their totals — before anyone is invited.
Yes. Profit & Loss is its own permission, so a manager can be given the report without bills, invoices or any other page.
Yes, to PDF and to Excel. Both match what is on screen, including the manager's own scope — so a manager's export contains only their site.
Step-by-step setup is in the guide on giving each site manager their own P&L in Xero.
One Layout, One Report Per Site, Every Month
Connect Xero, build the layout once and invite each manager to their own department, site or location. They see their numbers. They do not see anyone else's.
Xero tracking categories | Month and year to date | Preview as manager | PDF and Excel