Data Files samples / Cleaning company
Fernhollow Cleaning
Clients, sites, contracts, the rota, visits, one-off jobs, supplies, payslips and invoices for a cleaning company.
Queries
The questions this database answers, saved under a name. Open one to see its answer, or its design to see how it is built and change it.
- Rota, next 7 days
Every visit booked from today for the next seven days, by cleaner, day and start time, with the client, the site and its address. Print it each week for the cleaners.
From Visits, Cleaners, Contracts, Sites, Clients. Shows Cleaner, Date, Start Time, Hours, Client, Site, Address, Postcode, Notes.
Calculated: Cleaner is
[Cleaners].[First Name] & " " & [Cleaners].[Last Name].Only where
Status = BookedandDays Ahead Between 0 And 6.- Missed or short visits
Visits of the last 60 days that were missed or cut short, the newest first, with the reason. For putting things right with the client and spotting a pattern.
From Visits, Cleaners, Contracts, Sites, Clients. Shows Date, Client, Site, Cleaner, Status, Planned Hours, Hours Worked, Reason.
Calculated: Cleaner is
[Cleaners].[First Name] & " " & [Cleaners].[Last Name].Only where
Status In ("Missed", "Short")andDays Ago Between 0 And 60.- Hours and pay by cleaner, last month
Each cleaner's payslip for last month: contract hours, job hours and gross pay. Send it to payroll.
From Payslips, Cleaners. Shows Cleaner, Payroll Ref, Period, Contract Hours, Job Hours, Hours, Gross, Pay Date.
Calculated: Cleaner is
[Cleaners].[First Name] & " " & [Cleaners].[Last Name].Only where
Months Ago = 1.- Hours by cleaner, last 30 days
Each cleaner's visits of the last 30 days: how many, the hours planned and worked, and how many were short.
From Visits, Cleaners. Shows Cleaner, Visits, Planned, Worked, Short Visits, with totals.
Calculated: Cleaner is
[Cleaners].[First Name] & " " & [Cleaners].[Last Name]; Short Visits isIIf([Status] = "Short", 1, 0).Only where
Status In ("Done", "Short")andDays Ago Between 1 And 30.- Contract profitability
For each site over the last 90 days: what was charged for the visits against the wage cost of the hours worked (with holiday pay), and the margin left to pay for supplies, travel and the office.
From Visits, Contracts, Sites, Clients. Shows Client, Site, Kind, Visits, Hours, Charged, Wage Cost, Margin, with totals.
Calculated: Charged is
Round(Nz([Hours Charged]) * [Charge Rate], 2); Wage Cost isRound(Nz([Hours Worked]) * [Pay Rate] * 1.1207, 2); Margin isRound(Nz([Hours Charged]) * [Charge Rate], 2) - Round(Nz([Hours Worked]) * [Pay Rate] * 1.1207, 2).Only where
Status In ("Done", "Short")andDays Ago Between 1 And 90.- Supplies used, last 90 days
What each site has used from the store over the last 90 days at cost, and what of it was charged on.
From Supply Movements, Supplies, Contracts, Sites, Clients. Shows Client, Site, Cost, Recharged, with totals.
Calculated: Cost is
Round(-[Quantity] * [Supply Movements].[Unit Cost], 2); Recharged isRound(IIf([Rechargeable], -[Quantity] * [Sell Price], 0), 2).Only where
Kind = UsedandDays Ago Between 0 And 90.- Supplies to reorder
Supplies at or below their reorder level, with how many to buy.
From Supplies. Shows Supply, Unit, In Stock, Reorder Level, Reorder Quantity, Unit Cost.
Only where
Above Reorder Level <= 0.- Invoices overdue
Invoices past their due date and not paid, the longest overdue first, with the client's phone number for chasing.
From Invoices, Clients. Shows Invoice, Client, Phone, Period, Invoice Date, Due Date, Total, Days Overdue.
Calculated: Days Overdue is
DateDiff("d", [Due Date], Date()).Only where
Days Overdue > 0andPaid On Is Null.- Contracts up for renewal
Active contracts whose year ends in the next 60 days, with their rate, monthly value and notice. Time to review the price and talk to the client.
From Contracts, Sites, Clients. Shows End Date, Days Left, Contract, Client, Site, Visits per Week, Hours per Visit, Rate, Monthly Estimate, Notice Days.
Calculated: Days Left is
DateDiff("d", Date(), [End Date]).Only where
Days Left Between 0 And 60andStatus = Active.- Work to invoice
Visits done and not yet invoiced, by client and contract, with their hours and value: what next month's invoices will bring in.
From Visits, Contracts, Clients. Shows Client, Contract, From, Visits, Hours, Value, with totals.
Calculated: Value is
Round(Nz([Hours Charged]) * [Charge Rate], 2).Only where
Status In ("Done", "Short")andInvoice Is Null.- Quotes waiting
Quotes for one-off jobs sent and not yet answered, the oldest first. For a follow-up call.
From Jobs, Sites, Clients. Shows Quoted On, Quote, Client, Kind, Address, Total, Valid Until, Days Waiting.
Calculated: Days Waiting is
DateDiff("d", [Quoted On], Date()).Only where
Status = Quoted.- Jobs booked, next 14 days
One-off jobs booked for the next two weeks, with the address and the cleaner.
From Jobs, Sites, Clients, Cleaners. Shows Booked For, Job, Kind, Client, Address, Postcode, Cleaner, Estimated Hours.
Calculated: Cleaner is
[Cleaners].[First Name] & " " & [Cleaners].[Last Name].Only where
Status = BookedandDays Ahead Between 0 And 13.- Revenue by month
What was invoiced each month, split between contracts and one-off jobs, with VAT and totals.
From Invoices. Shows Month, Invoices, Contracts, One-off Jobs, Net, VAT, Total, with totals.
Calculated: Month is
Format([Invoice Date], "yyyy-mm"); Contracts isIIf(Nz([Job]) = 0, [Net], 0); One-off Jobs isIIf(Nz([Job]) = 0, 0, [Net]).- Active contracts
Every contract in force, about to start or under notice, with its days, times, hours, rate and regular cleaner.
From Contracts, Sites, Clients, Cleaners. Shows Kind, Client, Site, Contract, Days, Start Time, Hours per Visit, Rate, Monthly Estimate, Regular Cleaner, Status.
Calculated: Regular Cleaner is
[Cleaners].[First Name] & " " & [Cleaners].[Last Name].Only where
Status In ("Active", "Notice given", "Pending").
Forms
Every table has a form of the same name: Start Here, Business, Clients, Sites, Cleaners, Visits, Contracts, Contract Tasks, Jobs, Job Items, Invoices, Invoice Lines, Supplies, Supply Movements, Payslips, Payslip Lines. A form shows one record at a time and adds new ones. A field that points at another table is a list of that table's records, and the records that point at this one are listed below it.
Reports
Pages to print or save as a PDF, laid out from a query or a table.
- Rota, next 7 days
The coming week's visits, a section for each cleaner with their hours. Give each cleaner their page.
From the query Rota, next 7 days, a group for each Cleaner: Date, Start Time, Hours, Client, Site, Address, Postcode, Notes, with the total of Hours.
- Missed and short visits, last 60 days
The last 60 days' missed and short visits by client, with the hours lost.
From the query Missed or short visits, a group for each Client: Date, Site, Cleaner, Status, Planned Hours, Hours Worked, Reason, with the total of Planned Hours, total of Hours Worked.
- Hours and pay, last month
Last month's hours and gross pay for each cleaner, with the totals, for payroll.
From the query Hours and pay by cleaner, last month: Cleaner, Payroll Ref, Period, Contract Hours, Job Hours, Hours, Gross, with the total of Hours, total of Gross.
- Contract profitability, last 90 days
Charge, wage cost and margin for each site over the last 90 days, commercial and domestic apart, with totals.
From the query Contract profitability, a group for each Kind: Client, Site, Visits, Hours, Charged, Wage Cost, Margin, with the total of Charged, total of Wage Cost, total of Margin.
- Overdue invoices
Unpaid invoices past their due date by client, with a total owed.
From the query Invoices overdue, a group for each Client: Invoice, Period, Invoice Date, Due Date, Days Overdue, Total, with the total of Total.
- Contracts up for renewal, next 60 days
Contracts coming up for renewal in the next 60 days, with their monthly value.
From the query Contracts up for renewal: End Date, Contract, Client, Site, Rate, Monthly Estimate, Notice Days, with the total of Monthly Estimate.
- Monthly revenue
One line a month with the invoiced contracts, jobs and totals.
From the query Revenue by month: Month, Invoices, Contracts, One-off Jobs, Net, Total, with the total of Net, total of Total.
- Start here: the everyday tasks, step by step
The guide to this database printed: each everyday task and its steps, from the Start Here table.
From the table Start Here, a group for each Task: Step, What to do.
Print templates
What the business sends out, one for each record, with its own name, address and payment details at the head from the Business table. Print one from its form, or choose which to print under Print templates, or save them as a PDF. The words in braces are filled in from the record.
Cleaning contract
The contract for a record in Contracts, for the client to sign: the parties and the site, the days, times and hours, the rate and an average month, the schedule of tasks, invoicing and payment, supplies, cleaners, keys, complaints, insurance, renewal and notice. It is a plain starting point written for this sample, not legal advice: have it checked for your own country before you use it.
One for each record of Contracts, on A4 paper.
Cleaning contract {Number}
Client · Site · Contact · Site address · Client address · Site postcode · Starts · Runs to · Visit days · Starting at · Hours a visit · Rate an hour, before VAT · About a month, before VAT · Notice, days
THIS CONTRACT is between {Business.Name} of {Business.Address}, {Business.City} ("we", "us") and {Client.Name} of {Client.Address}, {Client.City} ("you"), for the cleaning of {Site.Name}, {Site.Address}, {Site.City} {Site.Postcode} ("the site").
1. The cleaning. We will clean the site on {Days}, starting at about {Start Time}, for {Hours per Visit} hours each visit ({Visits per Week} visits a week, where 0.5 means every other week), doing the work in the schedule below. If you want something added or changed, tell us and we will agree it with you in writing, with any change to the hours.
A line for each record of Contract Tasks: Area, What we do, How often
2. What it costs. We charge {Rate} an hour plus VAT for the hours of each visit, which comes to about {Monthly Estimate} plus VAT in an average month. A visit we do not make is not charged. If a visit is cut short at our end, we charge only the time worked. The rate is reviewed once a year, when the contract renews, and we will tell you of any change at least 30 days before.
3. Invoices and payment. We invoice on the first working day of each month for the visits made in the month before, listing each visit. Each invoice is due {Client.Payment Days} days after its date, by bank transfer to {Business.Bank Details}. If an invoice is more than 30 days overdue we may stop the visits until it is paid.
4. Equipment and supplies. We bring the cleaning products, cloths, mops and machines. Toilet rolls, hand towels, soap and bin liners can be supplied by us and charged on the monthly invoice at our list price, or you may supply your own.
5. Our cleaners. Every cleaner we send has been vetted and is trained for the work. We aim to send the same cleaner each time and will send another if they are on holiday or ill. If we cannot cover a visit we will tell you before the time it was due.
6. Keys and access. Keys and alarm codes you give us are held securely, labelled with a reference and never with your address, and given back when the contract ends. Please tell us of any change to the site that affects access or safety.
7. If something is not right. Tell us within two working days and we will come back and put it right without charge. A cleaner's visit is signed off in the site book or on the visit sheet; if you sign it off, we take it that the work was done.
8. Damage and insurance. We carry public liability insurance. Report any breakage or damage to us in writing within seven days and we will deal with it fairly, putting right damage our cleaners caused.
9. How long it runs. This contract starts on {Start Date} and runs to {End Date}. It then renews for a further twelve months each time unless either of us gives notice. Either of us may end it at any time by giving {Notice Days} days' notice in writing. Visits up to the end of the notice are charged as usual.
10. Your details. We keep your details only to run this contract and do not pass them to anyone else except as the law requires.
Signed: For the cleaning company, For the client
Invoice
The VAT invoice for a record in Invoices: for a contract, every visit of the month with its date, hours and rate, and any washroom supplies; for a one-off job, its items. Then the net, VAT and total due, and how to pay. Numbered INV-2026-0042.
One for each record of Invoices, on A4 paper.
Invoice {Number}
Bill to · Invoice · For the attention of · Date · Address · Payment due · City · For · Postcode · Site · Contract · Site address
A line for each record of Invoice Lines: Date, Description, Hours or qty, Rate, Amount, VAT
Net · VAT at 20% · Total due
Please pay by {Due Date}. {Business.Payment Terms} Pay to {Business.Bank Details}, quoting {Number}. VAT registration {Business.Tax Number}.
{Business.Document Footer}
Quote
The quote for a one-off job, for a record in Jobs: the address, each priced item, the net, VAT and total, how long the price holds and how to book. Numbered JOB-2026-0031.
One for each record of Jobs, on A4 paper.
Quote {Number}: {Kind}
For · Quote · Address of the job · Date · City · Price holds until · Postcode · Time on site, hours
A line for each record of Job Items: Description, Quantity, Price, Amount, VAT
Net · VAT at 20% · Total
The price covers our cleaners, products and machines. Please make sure there is water and power at the property and that it is empty of furniture where the job says so. To book, call us on {Business.Phone} or reply to this quote with the day you would like. We invoice when the job is done; payment is due within seven days.
{Business.Document Footer}
Payslip
A cleaner's monthly payslip from Payslips: contract hours and job hours at their rates, holiday pay, and the gross pay. Deductions are left to payroll, which issues its own payslip with the pay after tax.
One for each record of Payslips, on A4 paper.
Payslip {Number}
Name · Pay period · Payroll reference · Paid on · From · To
A line for each record of Payslip Lines: Description, Hours, Rate, Amount
Hours worked · Gross pay
This shows your hours and gross pay for the period. Income tax, National Insurance and any pension are worked out by payroll from the gross pay and shown on the payroll's own payslip, with your pay after deductions.
Holiday pay is paid as 12.07 percent of the pay for the hours you work, with each month's pay. Questions about your hours: call the office on {Business.Phone}.
Site visit sheet
A sheet for each contract's site, printed for the cleaner to take: the address, access notes, the days and hours, every task with a box to tick, room for times and notes, and lines for the cleaner and the client to sign.
One for each record of Contracts, on A4 paper.
Visit sheet: {Site.Name}
Client · Contract · Address · Visit days · Postcode · Start at · On site · Hours a visit · Regular cleaner · Access
A line for each record of Contract Tasks: Area, Task, How often, Done
Date: .................... Time in: .............. Time out: .............. Hours: ........
Anything not done, and why, or anything the client should know (a breakage, supplies running low):
..........................................................................................................................
Signed: Cleaner, Signed off for the client
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