Fernhollow Cleaning

Clients, sites, contracts, the rota, visits, one-off jobs, supplies, payslips and invoices for a cleaning company.

Download 228 KB16 tables, 14 queries, 8 reports, 5 print templates and 13,796 invented records, dated back from 2026-10-22.

How the tables are related

A line runs from a field that points at another table's record to that table. Data Files keeps a record from pointing at one that is not there, and a query with both tables joins them by it.

Sites.Client points at Clients
Visits.Contract points at Contracts
Visits.Cleaner points at Cleaners
Visits.Invoice points at Invoices
Contracts.Client points at Clients
Contracts.Site points at Sites
Contracts.Cleaner points at Cleaners
Contract Tasks.Contract points at Contracts
Jobs.Client points at Clients
Jobs.Site points at Sites
Jobs.Cleaner points at Cleaners
Job Items.Job points at Jobs
Invoices.Client points at Clients
Invoices.Site points at Sites
Invoices.Contract points at Contracts
Invoices.Job points at Jobs
Invoice Lines.Invoice points at Invoices
Supply Movements.Supply points at Supplies
Supply Movements.Contract points at Contracts
Payslips.Cleaner points at Cleaners
Payslip Lines.Payslip points at Payslips

Start Here

The guide to this database: the everyday tasks a step at a time, each step saying which table, form, query, report or print template to open. Open its report, Start Here, to read or print it. Delete the table when you no longer need it; nothing else uses it. (34 records in the sample.)

Field	Type	What it holds
ID	AutoNumber	The number Data Files gives each record. Other tables point at a record by it.
Order	Whole number	The order the steps are read in.
Task	Short text, required	The everyday task the step belongs to.
Step	Whole number	The step's number within its task.
What To Do	Long text	What to open and what to do there.

Business

The business's own details, in one record. Every document it prints, an invoice, a receipt, a statement or a letter, takes its name, address and payment details from here, so they are changed in one place. (1 records in the sample.)

Field	Type	What it holds
ID	AutoNumber	The number Data Files gives each record. Other tables point at a record by it.
Name	Short text, required	The name printed at the top of every document.
Address	Short text	The street address.
City	Short text	The town or city.
Postcode	Short text	The postcode or ZIP code.
Country	Short text	The country.
Phone	Short text	The phone number customers call.
E-mail	Short text	The address customers write to.
Website	Short text	The website, if there is one.
Tax Number	Short text	The VAT or sales tax registration number, printed on invoices. The sample has a placeholder.
Company Number	Short text	The registered company number, where the business is a company. The sample has a placeholder.
Bank Details	Short text	Where customers pay by transfer: the bank, account name and number. The sample has a placeholder.
Payment Terms	Short text	The words printed under an invoice's total, such as "Payment within 30 days".
Tax Rate	Number	The usual rate of VAT or sales tax as a fraction: 0.2 is twenty percent. Lines may carry a rate of their own.
Currency	Short text	The currency the business trades in, as its three-letter code.
Document Footer	Long text	A line or two at the foot of every document: thanks, opening hours, returns policy.

Clients

Everyone the company cleans for: businesses on contract, households, and people who have had a one-off job. (107 records in the sample.)

Field	Type	What it holds
ID	AutoNumber	The number Data Files gives each record. Other tables point at a record by it.
Name	Short text, required	The business name, or for a household the person's name, as it goes on an invoice.
Kind	Short text	Commercial, Domestic, or One-off for someone who has only had a single job.
Contact Name	Short text	The person to deal with: the office manager, the practice manager, or the householder.
Address	Short text	Where invoices are sent.
City	Short text	The town or city.
Postcode	Short text	The postcode.
Phone	Short text	The client's phone number.
E-mail	Short text	Where invoices and quotes are sent.
Payment Days	Whole number	How many days after the invoice date payment is due: 30 for most businesses, 7 for households.
Client Since	Date	When they first became a client.
Notes	Long text	Anything worth knowing, such as a client who pays late.

Sites

The places that are cleaned. A client can have more than one: two offices, or a home and a flat they let out. (120 records in the sample.)

Field	Type	What it holds
ID	AutoNumber	The number Data Files gives each record. Other tables point at a record by it.
Client	Points at Clients, required	Whose site it is.
Name	Short text, required	What the site is called, such as Head office or the householder's street.
Site Type	Short text	Office, Surgery, Nursery, Showroom, Shop or Home, which decides the usual schedule of tasks.
Address	Short text	The street address of the site.
City	Short text	The town or city.
Postcode	Short text	The postcode, for planning the rota.
Site Contact	Short text	The person on site who lets the cleaner in or signs off the visit.
Access Notes	Long text	How the cleaner gets in: who holds the key, where to park, the alarm (the code itself is never written here).

Cleaners

The cleaners, each paid by the hour. (12 records in the sample.)

Field	Type	What it holds
ID	AutoNumber	The number Data Files gives each record. Other tables point at a record by it.
First Name	Short text	Their first name.
Last Name	Short text, required	Their family name.
Payroll Ref	Short text, unique	Their reference with payroll, printed on the payslip: CL-0007.
Phone	Short text	Their mobile, for the rota.
E-mail	Short text	Their e-mail address.
Hourly Pay	Currency	What they are paid an hour now. Each visit keeps the rate it was paid at.
Most Hours	Number	The most hours a week they want to work, for planning the rota.
Started	Date	The day they joined.
Vetted On	Date	When their background check was done.
Left On	Date	The day they left; empty while they work here.
Active	Yes/No	No once they have left; their visits and payslips stay in the records.

Visits

Every visit on the rota, booked ahead and then recorded as it went: the heart of the database. (4,447 records in the sample.)

Field	Type	What it holds
ID	AutoNumber	The number Data Files gives each record. Other tables point at a record by it.
Contract	Points at Contracts, required	The contract the visit is for, which gives the client and the site.
Cleaner	Points at Cleaners	Who goes, or went. A cover cleaner when the regular one is away.
Date	Date, required	The day of the visit.
Start Time	Short text	When the cleaner starts, such as 06:00 or 17:30.
Planned Hours	Number	The hours the contract allows for the visit.
Hours Worked	Number	The hours the cleaner actually worked; empty until the visit is done.
Hours Charged	Number	The hours the client is charged: the planned hours, or only those worked when the visit was cut short; nought when it was missed.
Charge Rate	Currency	The contract's rate an hour at the time of the visit.
Pay Rate	Currency	The cleaner's pay an hour at the time of the visit.
Status	Short text	Booked (still to come), Done, Short (done, but for fewer hours), Missed or Cancelled (by the client).
Signed Off	Yes/No	Yes when the client signed the site book or the visit sheet.
Signed Off By	Short text	Who signed it off.
Notes	Short text	Why a visit was short, missed or covered.
Invoice	Points at Invoices	The invoice the visit was charged on. Empty means not invoiced yet.

Contracts

One for each site cleaned under contract: how often, how long, at what rate, from when and on what notice. A contract renews each year until either side gives notice. (44 records in the sample.)

Field	Type	What it holds
ID	AutoNumber	The number Data Files gives each record. Other tables point at a record by it.
Number	Short text, unique	The contract's number, given in the order contracts start, a new run each year: CON-2026-0012.
Client	Points at Clients, required	Who the contract is with.
Site	Points at Sites, required	The site it covers.
Cleaner	Points at Cleaners	The regular cleaner.
Start Date	Date	When the contract first started.
End Date	Date	When the current year of the contract ends; it then renews for another year unless notice is given.
Last Renewed	Date	When it last renewed, at the rate it has now.
Visits per Week	Number	How many visits a week: 0.5 for every other week.
Days	Short text	The days of the week the visits fall on.
Start Time	Short text	When each visit starts.
Hours per Visit	Number	The hours each visit is booked and charged for.
Rate	Currency	What an hour is charged at, before VAT. Reviewed at each renewal.
Monthly Estimate	Currency	What the contract comes to in an average month, before VAT: visits a week, times hours, times the rate, times 52, divided by 12.
Notice Days	Whole number	The notice either side must give to end it.
Status	Short text	Pending (signed, not started), Active, Notice given or Ended.
Notice Given On	Date	The day notice was given.
Ended On	Date	The last day of cleaning under it.
Notes	Long text	Why it ended, or anything agreed beyond the schedule.

Contract Tasks

The schedule of work for each contract: what is done in each area and how often. It prints on the contract and on the site visit sheet. (315 records in the sample.)

Field	Type	What it holds
ID	AutoNumber	The number Data Files gives each record. Other tables point at a record by it.
Contract	Points at Contracts, required	The contract the task belongs to.
Order	Whole number	Where it comes in the list.
Area	Short text	The part of the site, such as Kitchen or Washrooms.
Task	Short text, required	What is done there.
How Often	Short text	Every visit, Weekly or Monthly.

Jobs

One-off work: end of tenancy cleans, carpets, ovens, deep cleans. A job starts as a quote and is booked, done and invoiced, or declined. (94 records in the sample.)

Field	Type	What it holds
ID	AutoNumber	The number Data Files gives each record. Other tables point at a record by it.
Number	Short text, unique	The quote and job number, given in the order quotes go out, a new run each year: JOB-2026-0031.
Client	Points at Clients, required	Who asked for it.
Site	Points at Sites	Where the job is.
Kind	Short text	What kind of job it is.
Quoted On	Date	When the quote went out.
Valid Until	Date	The last day the quoted price holds.
Booked For	Date	The day the job is booked for.
Cleaner	Points at Cleaners	Who does it.
Estimated Hours	Number	The time on site the quote was worked out on.
Hours Worked	Number	The time it actually took, paid at the job rate.
Net	Currency	The quote before VAT: its items added up.
VAT	Currency	The VAT on the items, each rounded to the penny, added up.
Total	Currency	The quoted price with VAT.
Status	Short text	Quoted, Booked, Done or Declined.
Signed Off By	Short text	Who checked the work at the end.
Notes	Short text	Anything about the job.

Job Items

The priced parts of a job's quote, which become the lines of its invoice. (143 records in the sample.)

Field	Type	What it holds
ID	AutoNumber	The number Data Files gives each record. Other tables point at a record by it.
Job	Points at Jobs, required	The job the item belongs to.
Description	Short text	What is done, such as Oven clean or Carpet clean, one room.
Quantity	Number	How many: rooms, items or hours.
Unit Price	Currency	The price of one, before VAT.
Tax Rate	Number	The VAT rate as a fraction: 0.2.

Invoices

A monthly invoice for each contract, listing its visits and any supplies, and an invoice for each one-off job when it is done. (487 records in the sample.)

Field	Type	What it holds
ID	AutoNumber	The number Data Files gives each record. Other tables point at a record by it.
Number	Short text, unique	The invoice number, given in date order and once only, a new run each year: INV-2026-0042.
Client	Points at Clients, required	Who is invoiced.
Site	Points at Sites	The site the work was done at, printed on the invoice.
Contract	Points at Contracts	The contract invoiced, for a monthly invoice.
Job	Points at Jobs	The job invoiced, for a one-off job.
Period	Short text	The month invoiced, or the job and its date.
Invoice Date	Date	The date on the invoice.
Due Date	Date	When payment is due, from the client's payment days.
Net	Currency	The lines added up before VAT.
VAT	Currency	Each line's VAT, rounded to the penny, added up: the figure the printed invoice shows.
Total	Currency	Net and VAT together: what the client owes.
Paid On	Date	The day it was paid; empty while it is owed.
Status	Short text	Sent or Paid.

Invoice Lines

The lines of each invoice: a line for each visit, a line for each kind of supply recharged, or the items of a job. (4,808 records in the sample.)

Field	Type	What it holds
ID	AutoNumber	The number Data Files gives each record. Other tables point at a record by it.
Invoice	Points at Invoices, required	The invoice the line is on.
Date	Date	The day of the visit, or of the job.
Kind	Short text	Visit, Supplies or Job.
Description	Short text	What the line says, as printed.
Quantity	Number	Hours for a visit; how many for supplies or a job item.
Unit Price	Currency	The rate an hour, or the price of one.
Tax Rate	Number	The VAT rate of the line as a fraction: 0.2.

Supplies

What the company buys and keeps in its store: cleaning products, cloths and mops, and washroom supplies some clients are charged for. (12 records in the sample.)

Field	Type	What it holds
ID	AutoNumber	The number Data Files gives each record. Other tables point at a record by it.
Name	Short text, required, unique	The supply. Each name is used once.
Unit	Short text	How it is bought and used, such as a 5 l can or a case of 36.
Unit Cost	Currency	What one unit costs to buy.
Rechargeable	Yes/No	Yes for washroom supplies charged to commercial clients on their monthly invoice.
Sell Price	Currency	What one unit is charged at, for a rechargeable supply.
In Stock	Whole number	How many are in the store now: the movements added up.
Reorder Level	Whole number	When stock falls to this, more is bought.
Reorder Quantity	Whole number	How many to buy each time.

Supply Movements

Every supply bought, taken out to a site, or corrected at a stock count. Added up, they give what is in the store. (2,738 records in the sample.)

Field	Type	What it holds
ID	AutoNumber	The number Data Files gives each record. Other tables point at a record by it.
Supply	Points at Supplies, required	The supply that moved.
Date	Date	The day it moved.
Kind	Short text	Bought, Used or Adjusted.
Quantity	Whole number	How many: above nought coming in, below nought going out.
Unit Cost	Currency	What one unit cost.
Contract	Points at Contracts	The contract it was used on, for supplies used.
Reference	Short text	The order or what the movement was for.

Payslips

One for each cleaner for each month they worked: their hours and gross pay. Tax and deductions are left to payroll. (135 records in the sample.)

Field	Type	What it holds
ID	AutoNumber	The number Data Files gives each record. Other tables point at a record by it.
Number	Short text, unique	The payslip number, a new run each year: PAY-2026-0042.
Cleaner	Points at Cleaners, required	Whose pay it is.
Period	Short text	The month it covers.
Period Start	Date	The first day of the month.
Period End	Date	The last day of the month.
Pay Date	Date	The day the pay goes into their account.
Contract Hours	Number	Hours on contract visits.
Job Hours	Number	Hours on one-off jobs, paid at the job rate.
Hours	Number	All the hours of the month.
Gross	Currency	The pay before deductions: the lines added up.

Payslip Lines

The parts of each payslip: contract hours, job hours and the holiday pay on them. (299 records in the sample.)

Field	Type	What it holds
ID	AutoNumber	The number Data Files gives each record. Other tables point at a record by it.
Payslip	Points at Payslips, required	The payslip the line is on.
Description	Short text	What the line is for.
Hours	Number	The hours, where the line is for hours.
Rate	Currency	The rate an hour.
Amount	Currency	What the line comes to.

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