Income vs Expenses
Recent entries
| Date | Type | Description | Amount |
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Partner profit split
Based on collections through the 10th of the current cycle. Payments received after the 10th roll into next month's split.
Add income entry (manual)
Manual income entries
| Date | Category | Description | Amount |
|---|
Add expense entry
Manual expense entries
| Date | Category | Description | Amount |
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Zoho Books — live sync
Full statement
| Date | Source | Type | Description | Amount |
|---|
Monthly summary
| Month | Zoho Income | Expenses | Profit | Profit % |
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Revenue vs Expense trend
Cash flow forecast — next 3 months
Expected expense is split into two parts for accuracy: a recurring baseline (salary, rent, marketing — anything tagged "Recurring" — using the average of its last 3 occurrences, so variable-amount recurring costs like marketing get smoothed rather than trusting one possibly-unusual month) plus a small surprise buffer (average of your other, unpredictable costs). Income projects the average, lowest, and highest of your previous 3 months forward. Use the worst-case profit column for safe personal financial planning.
| Month | Low Income | Avg Income | High Income | Expected Expense | Profit (Avg case) | Profit (Worst case) |
|---|
Projected profit — average vs worst case
Expenses by category
Income by category
Revenue, expense & profit trend
Top expense categories
| Category | Amount | Share |
|---|
Top income categories
| Category | Amount | Share |
|---|
What this dashboard does
This tracks whether the academy is making or losing money, and gives each partner a clear number to plan around. You don't need any accounting background — here's what everything means.
The two building blocks:
Income = money coming in (mostly student fees, synced live from Zoho). Expense = money going out (salaries, rent, equipment — you enter these yourself). Profit = Income minus Expense. That's the number that matters.
Where to find things:
Overview — the one-glance summary: total income, total expense, profit, and each partner's share.
Income / Expense — add anything not already in Zoho (manual entries), and log all your expenses here.
Zoho — pulls your live fee collections and any expenses recorded in Zoho, automatically.
Statements — every single transaction, from both sources, in one list — useful for a full audit or answering "where did this number come from?"
Summary — the same numbers broken down month by month, so you can spot trends.
Forecast — a look-ahead: based on recent months, what's a realistic income range for the next 6 months, and what profit that leaves after expenses.
Why numbers are grouped by the 10th, not the 1st:
Your batches and fee collections run on a cycle that closes around the 10th of each month. So any payment received on or before the 10th counts toward that month; anything received after the 10th automatically counts toward next month. This keeps the "monthly" numbers matching how the academy actually operates, not just the calendar.
The "Already recorded in Zoho" checkbox:
If you log an expense manually but it's also entered in Zoho, tick this box. It'll still show in your list for reference, but won't be counted twice in the totals.
"Applies to month" — fixing the timing mismatch:
Fee collections and expenses don't always land in the same cycle. For example: all August fees come in before the 10th, but the August electricity bill only gets logged on the 15th — by default that bill would count toward September, making September's payout look artificially low. To fix this, type the correct month into "Applies to month" when adding that entry, and it'll be counted in the right month's payout regardless of when you actually entered it. Leave it blank and it just uses the normal cycle rule automatically.
"Close this period's payout" — handling early withdrawals:
Sometimes a partner takes their share before all of that month's expenses have been logged — so the payout was calculated on an incomplete number. To handle this: once a partner's been paid for a month, filter to just that month and click Close this period's payout. This locks in what was actually paid out. If an expense for that same month gets added later, the dashboard won't silently change the old number — it shows a clear warning with the exact adjustment amount, so it gets settled in the next payout instead of getting lost.
"Recurring monthly expense" — a steadier forecast:
Salaries, rent, marketing, and other bills that repeat every month are predictable in timing even if not always in amount. Tick this box when logging any expense that repeats monthly. The Forecast tab then averages each recurring item's last few occurrences separately — so a fixed cost like rent stays steady, and a variable one like marketing gets smoothed instead of relying on a single month that might have been unusually high or low. If an item's amount swings by more than 30% month to month, the Forecast tab flags it by name so you know that part of the estimate is rougher than the rest.
Reading the Forecast tab:
Income isn't the same every month, so instead of one guess, you get a range: a low, average, and high based on your actual recent months. For safe personal planning — like deciding what you can comfortably spend or save — use the low / worst-case profit column, not the average. If the worst case still leaves you in profit, you're in a genuinely safe position.
Partner split:
Net profit for the current cycle is divided 55% / 20% / 15% / 10% automatically. This is shown on the Overview tab.
Adding your own category:
When adding income or an expense, pick "+ Add new category…" from the dropdown and type any name you like — it'll be remembered for that entry.
If a number ever looks wrong, start with the Statements tab — it shows every raw entry behind the totals, so you can trace exactly what's being added up.