Data Files samples
A database for your kind of business
25 working databases for Rutba Data Files, each made for one kind of small business. Every one has its tables related to each other, the questions that business asks as saved queries, a form for each table and reports to print. They come with a year or more of invented records, so every query and report has something in it from the first time you open it.
In Rutba Office they are on the Data Files start screen: choose a business, then With sample records to look around, or Empty to start your own from its design. A sample is an ordinary SQLite file, so any program that reads SQLite opens it as well. Get Rutba Office.
The samples
Each zip holds the database and a short read-me.
Shop
Larkspur Corner Store
Products, the till and its receipts, VAT, stock, supplier orders, deliveries, loyalty customers and running costs for a neighbourhood shop.
14 tables, 15 queries, 9 reports, 2 print templates, 88,556 records
Food and beverages
Bramblegate Wine and Deli
Batches with their dates, markdowns, write-offs, the till, age checks and refusals, suppliers and purchase orders for a food and drink shop.
16 tables, 16 queries, 8 reports, 5 print templates, 40,106 records
Cafe or restaurant
Little Fig Cafe
Menu, recipes and food costs, till orders, rota, deliveries, waste and the nightly cash-up for a small cafe.
16 tables, 20 queries, 10 reports, 3 print templates, 29,980 records
Takeaway
Saffron Lane Pizza and Curry
Phone, walk-in and online orders, delivery zones and drivers, the menu with sizes, extras and meal deals, and the night's takings for a takeaway.
14 tables, 15 queries, 11 reports, 4 print templates, 24,720 records
Florist
Hazel Row Flowers
Stems and their waste, bouquets and recipes, orders and deliveries, weddings and the till for a florist.
19 tables, 12 queries, 9 reports, 6 print templates, 14,006 records
Pharmacy counter
Tansy Row Pharmacy
Counter sales, stock by batch and expiry, pharmacist checks, prescription collections and home deliveries for an independent pharmacy.
18 tables, 15 queries, 11 reports, 4 print templates, 21,941 records
Wholesale and trading
Northbank Trading
Customers, suppliers, products, orders, purchase orders, stock and invoices for a wholesaler.
13 tables, 11 queries, 6 reports, 4 print templates, 5,945 records
Workshop or maker
Granite and Grain Woodworks
Materials, bills of materials, work orders, makers' hours, quotes, orders, deliveries and VAT invoices for a small furniture workshop.
19 tables, 19 queries, 11 reports, 6 print templates, 13,876 records
Builder
Kilnside Builders
Enquiries, site visits, quotes, contracts, stage payments, variations, retentions, job costs and the site diary for a small building firm.
15 tables, 18 queries, 12 reports, 5 print templates, 7,978 records
Used car dealer
Copperbeech Motors
Stock, preparation costs, test drives, sales, finance, warranties and part-exchanges for a used car dealer.
16 tables, 15 queries, 10 reports, 5 print templates, 10,554 records
Salon
Marigold Hair and Beauty
Clients, the appointment book, services, commission, retail stock and gift vouchers for a salon.
16 tables, 17 queries, 10 reports, 4 print templates, 34,042 records
Barber shop
Copper Pole Barbers
The queue board, walk-ins and bookings, takings by barber, loyalty cards, chair rent and stock for a barber shop.
14 tables, 18 queries, 12 reports, 4 print templates, 24,801 records
Repair shop
Ironbridge Repairs
Jobs, devices, quotes, parts, invoices, warranties and payments for a shop that mends phones, tablets, laptops and small appliances.
16 tables, 20 queries, 9 reports, 6 print templates, 20,564 records
Garage and MOT centre
Quarrybank Motors
Customers, vehicles, bookings, job cards, MOT tests, services, reminders, parts and invoices for an independent garage.
19 tables, 17 queries, 10 reports, 5 print templates, 19,175 records
Cleaning company
Fernhollow Cleaning
Clients, sites, contracts, the rota, visits, one-off jobs, supplies, payslips and invoices for a cleaning company.
16 tables, 14 queries, 8 reports, 5 print templates, 13,796 records
Consultancy or agency
Bramble Studio
Clients, projects, time sheets, expenses and invoices for a small studio or consultancy.
13 tables, 17 queries, 8 reports, 5 print templates, 6,412 records
Gym and fitness studio
Tannery Yard Fitness
Members on monthly plans, direct debits, classes and bookings, personal training packs and visits for an independent gym.
15 tables, 15 queries, 11 reports, 5 print templates, 34,288 records
Clinic
Cedar Lane Clinic
Patients, appointments, visit notes, invoices and recalls for a small private clinic.
11 tables, 17 queries, 7 reports, 5 print templates, 20,811 records
School or training centre
Lantern Learning Centre
Students, families, classes, registers, test results and termly fees for a tuition or training centre.
19 tables, 13 queries, 9 reports, 6 print templates, 13,441 records
Charity or club
Rowanmere Community Trust
Members, supporters, gifts, tax claims, events, volunteers and grants for a small community charity or club.
16 tables, 20 queries, 9 reports, 6 print templates, 9,909 records
Property rentals
Hollybrook Lettings
Buildings, units, tenants, leases, rent invoices, deposits, repairs, safety checks and the accounts for a landlord.
13 tables, 20 queries, 10 reports, 7 print templates, 2,638 records
Estate and letting agent
Fernleigh Estates
Sellers and landlords, properties, applicants, viewings, offers, sales to completion, managed lets, rent and landlord statements for an estate agent.
19 tables, 13 queries, 8 reports, 5 print templates, 4,183 records
Guest house or B and B
Gullhaven Guest House
Rooms, rates, guests, bookings, deposits, extras, bills and booking-site commission for a small guest house.
15 tables, 15 queries, 10 reports, 5 print templates, 17,424 records
Building front desk
Copperfield House
Visitors, hosts, badges, contractor inductions and permits, deliveries and fire roll calls for an office building's front desk.
13 tables, 13 queries, 9 reports, 5 print templates, 13,107 records
HR, payroll and timesheets
Wrenmoor Garden Centre
Staff, contracts, holidays, absence, timesheets, pay runs and payslips for a business with employees.
17 tables, 19 queries, 10 reports, 5 print templates, 11,295 records
Or download all 25 in one zip (9.0 MB).
The simple templates
Five smaller databases that come with Data Files, empty and ready for your own records, each with its own guide.
Contacts
People you know or deal with, how to reach them, and a phone list to print.
Inventory
Products, the suppliers you buy them from, every stock movement and what is running low.
Membership
Members, what they have paid and the renewals coming due.
Customers and sales
Companies you sell to, the people there, the deals in hand and each call or meeting.
Lending library
Books, the people who borrow them, each loan and what is out and when it is due back.
About the records in them
Everything in the records is made up: the businesses, the people and their addresses. E-mail addresses are on example domains, which reach nobody, and phone numbers come only from the ranges kept for drama and fiction. The records were made by running each business a day at a time, so they agree with each other: stock never goes below nought, a payment is never more than what was charged, and a booking that was cancelled was not paid for.
The dates count back from 2026-10-22, the day these files were made, and some run on into the weeks after it, as real bookings and due dates do. Queries such as rent overdue or renewals due compare with today, so a file downloaded long after shows those as further overdue. Made in Data Files from the start screen, a sample is always dated from the day you make it.
Every sample, inside the suite
Rutba Office is free, with no account and no trial. Data Files is one of its apps.