Free tools
Free tools for owners and bookkeepers
Small, free tools for the questions business owners ask about cash (how long will it last, and where did the profit go?) and for the parts of month-end reporting that Xero leaves to bookkeepers. They run in your browser: no sign-up, no Xero connection, and nothing you type or attach is uploaded.
-
Cash runway calculator
How long will your cash last? Enter cash in the bank, monthly costs and income to see your net burn, your runway in weeks and months, and how much longer it lasts if customers pay what they owe. Open the tool -
Debt service coverage ratio calculator
Thinking about a business loan? Enter last year's profit and your repayments to see your DSCR, the repayments a lender would accept at 1.25x, and roughly how much more you could borrow at the rate and term on offer. Open the tool -
Cash flow forecast template
Fill in a 12-month cash flow forecast: enter your bank balance, sales, when customers pay and your costs to see each month's closing balance and the month it gets lowest, then download it as a spreadsheet with the formulas built in. Open the tool -
Profit but no cash? explainer
Made a profit but the bank balance fell? Enter profit and the balance sheet changes to see where the cash went, biggest first, with one practical next step. Open the tool -
Net cash flow calculator
Net cash flow is cash in minus cash out. Enter what came in and went out over a month, quarter or year to see your net cash flow, how much came from trading, equipment and financing, and what it means. Open the tool -
Profit and loss sheet
Fill in a profit and loss sheet online: enter sales and costs to see gross profit, net profit and margins laid out as Xero does, then download it as a spreadsheet with the formulas built in. Open the tool -
Net profit calculator
Net profit is what is left of sales after every cost, including interest and tax. Enter your sales and costs to see gross profit, net profit and the net profit margin, and how much stays in the business after drawings and loan repayments. Open the tool -
Free cash flow calculator
Free cash flow is operating cash flow minus what you spend on equipment. Enter net profit (or operating cash flow) and capital expenditure to see your free cash flow, how much of your profit became cash, and whether it covers drawings and loan repayments. Open the tool -
EBITDA calculator
EBITDA is net profit plus interest, tax, depreciation and amortisation. Enter the figures from your Profit and Loss to see EBITDA, operating profit, the EBITDA margin and adjusted EBITDA, and what they say about your business. Open the tool -
Debtor days calculator
How long do your customers take to pay? Enter what they owe you and your recent sales to see your debtor days, how late that is against your terms, and how much cash it keeps out of the bank. Open the tool -
Late payment interest calculator
A customer paid late? Enter the invoice total and the days overdue to see UK statutory interest (8% plus base rate) and the £40, £70 or £100 fixed compensation, or interest at the rate in your own terms. Open the tool -
Cash conversion cycle calculator
How long is your cash tied up between paying suppliers and being paid? Enter debtors, stock, creditors, sales and cost of sales to see your cash conversion cycle, the cash it keeps out of the bank, and which part to work on first. Open the tool -
Stock turnover calculator
How many times a year does your stock sell through? Enter cost of goods sold (or sales and margin) and the stock you hold to see your stock turnover, days on the shelf, and the cash a faster turnover would free. Open the tool -
Payback period calculator
Thinking about a machine, a van or a fit-out? Enter what it costs and the extra cash it brings in each month to see how long it takes to pay for itself, with and without interest, and what happens if it brings in less than you hope. Open the tool -
Sales growth calculator
Compare this period's sales with the same period last year to see your growth, how much of it is higher prices rather than more work, whether profit kept up, and your average growth over several years. Open the tool -
Centrelink profit and loss calculator
Sole trader on a Centrelink payment? Enter your net profit and the costs Centrelink does not allow (your own super, the instant asset write-off, entertainment) to see the adjusted profit and the fortnightly figure for your SU580. Open the tool -
Profit First calculator
Using Profit First? Enter last year's sales, costs and what you paid yourself to see your real revenue, today's percentages against the targets for your size, how far running costs are over, and how to split each deposit. Open the tool -
Working capital calculator
Can the business pay what falls due in the next 12 months? Enter the balances from your Balance Sheet to see your working capital, current ratio and quick ratio, what they mean, and what it would take to reach a comfortable 1.2. Open the tool -
Break-even calculator
How much do you need to sell each month to cover your costs? Enter your overheads and gross margin to see break-even sales per month and per week, how far above or below it you are, and the sales that would also pay you. Open the tool -
Wage percentage calculator
What share of your sales goes on wages? Enter sales, wages and on-costs from your Profit and Loss to see wages as a percentage of sales and of gross profit, the sales each dollar of wages brings in, and what reaching your target takes. Open the tool -
Can I afford to hire? calculator
Can you afford to take someone on? Enter the pay, on-costs and your gross margin to see what the hire really costs a month, the extra sales it needs to bring in, what it does to today's profit, and the cash to carry them while they ramp up. Open the tool -
Corporation tax calculator (UK)
UK limited company? Enter the year's profit to see the corporation tax at 19%, 25% or with marginal relief in between, your real rate, what each extra £1,000 of profit costs, and how much to put aside each month. Open the tool -
VAT threshold calculator (UK)
Close to the £90,000 VAT threshold? Enter your last 12 months of sales to see your rolling total, the headroom left, the month you are on track to go over, and the date you would have to register by. Open the tool -
Customer concentration calculator
How much of your business rides on one customer? Enter total sales and your biggest customers to see each one's share, what losing the biggest would do to your profit, and the sales from others that would spread the risk. Open the tool -
Margin and markup calculator
What price gives you the margin you want? Enter a cost and your price, target margin or markup to see the selling price, gross profit, margin and markup side by side, and why a 50% markup is only a 33% margin. Open the tool -
Charge-out rate calculator
What should you charge per hour? Enter the pay you want, your yearly overheads and the hours you can really bill to see your break-even rate, the rate with profit on top, and what your current rate leaves you. Open the tool -
Overhead rate calculator
What do your overheads cost per hour and per job? Enter sales and overheads from your Profit and Loss to see your overhead percentage, the overheads each billable hour has to recover, and how much of your gross profit they take. Open the tool -
Price increase and discount calculator
Thinking of raising prices or running a discount? Enter your gross margin and the price change to see how many sales you can lose after a rise, or how many extra a discount needs, before your gross profit changes. Open the tool - For bookkeepers
Management accounts commentary generator
Turn the month's headline figures into plain-English commentary, see what a reader will ask about, and build a cover page PDF to put in front of your exported Xero reports. Open the tool
On Xero? The free Xero health check works these out from your own figures: cash runway, overdue customers, margin trend and the top things to fix (no card, no trial). Looking for written how-tos instead? See the guides.
Next Monday, 7am
Get the answers every Monday instead
ReportPilot works these out from your own Xero figures and sends them in one short email. 14 days free, no card.
Rather not share real figures yet? Try it on Xero's Demo Company: every Xero login includes a free one with realistic sample figures, so no real numbers are shared.
- Read-only. Nothing in Xero changes.
- No card for the 14-day trial.
- Cancel any time.