Copper Pole Barbers

The queue board, walk-ins and bookings, takings by barber, loyalty cards, chair rent and stock for a barber shop.

Download 545 KB14 tables, 18 queries, 12 reports, 4 print templates and 24,801 invented records, dated back from 2026-10-22.

The everyday tasks of Copper Pole Barbers, a step at a time. Each step names the table, form, query, report or print template to open. Inside the database, the Start Here report holds the same steps. Every table has a form of the same name under Forms.

1. Put a walk-in on the queue board and take payment

Open the Visits form and press New. Type the client's first name in Name; if they have a record, choose them in Client. Kind is Walk-in, Arrived is now, and Status is Waiting.
Run the query Queue board to see who is next. When they sit down, type the time in Started, choose the barber in Barber and set Status to In chair.
When the cut is done, add the services in Visit Lines below, with Item, Unit Price and Tax Rate (0.2 on the shop's chairs, 0 on a renter's). Add any product sold as a line with Product chosen, and take one off its In Stock on the Products form.
Type Finished, the Total, the VAT (the price less the price divided by 1.2, line by line) and Net, Paid By, and the next Receipt No. Set Status to Done.
Open the print template Receipt from Print templates, choose the visit and press Print.

2. Book a cut

Open the Visits form and press New. Choose the client, set Kind to Booked, type the day and time in Booked For and today in Booked On, choose the barber, and set Status to Booked.
Add the service booked in Visit Lines so the barber knows how long to allow.
Print the report Week ahead each evening to see every barber's bookings, or run Bookings next 7 days.

3. Stamp a loyalty card and give the free cut

After a paid cut, open the Loyalty Cards form and find the client's open card, or press New to start one with the next Number, the client and today in Started.
Add one to Stamps, and choose that card in Card on the visit. At nine stamps, set Status to Due a free cut and type the day in Full On.
Run Due a free cut to see who has one waiting. On the free visit, tick Free Cut, put the cut in Visit Lines at a price of nought, set the card's Status to Used and type Free Cut On.
To give a client a printed card, open the print template Loyalty card and choose their card.

4. Rent a chair to a self-employed barber

Add the barber to the Barbers form with Basis set to Chair renter, their Chair, Trading Name, address, insurance policy and the Receipt Note for their receipts.
Open the Chair Rentals form and press New. Type the next Number, choose the barber and the chair, and fill in Signed On, Start Date, Weekly Rent, Rent Day, Deposit, Notice Weeks, Hours, Included and Insurance Cover.
Open the print template Chair rental agreement, choose the agreement and print two copies to sign, one for each side.

5. Raise the week's chair rent and record payment

Each Friday, open the Rent Charges form and press New for each active rental: the next Number, the rental, today in Invoice Date, the coming Monday in Week Starting and Due On.
In Rent Lines below, add the week's rent (quantity 1, the weekly rent, Tax Rate 0.2). If the renter gave free loyalty cuts last week, add a line for them at the menu price below nought. Type the Net, VAT and Total.
Open the print template Chair rent invoice, choose the invoice and print or save it as a PDF to send.
When the money comes in, type the day in Paid On and how in Paid By. The query Chair rent due, or the report Rent owed, shows what is still unpaid.

6. Close the week

Print the report Daily takings and check each day against the card machine and the cash in the till.
Print Barber takings for the week's figures by barber, and Walk-in waits to see when the queue was longest.
On Monday, print Products to order, send it to the supplier, and when the delivery comes add it to Stock Deliveries and to In Stock.

7. Do the VAT return

Print the report VAT by month and add up the three months of the quarter. It counts the shop's own visits and products only; the chair renters' takings are not the shop's.
Add the VAT on chair rent from the Rent Charges of the same months: open the query Chair rent by month and take the VAT as the Invoiced less the Rent.

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