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.

The everyday tasks of Fernhollow Cleaning, 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. Take on a new contract client

Open the Clients form and press New. Type the Name, set Kind to Commercial or Domestic, and fill in the Contact Name, address, Phone, E-mail and Payment Days.
Open the Sites form and press New. Choose the Client, type the site's Name, Site Type, address, Site Contact and Access Notes (who holds the key; never the alarm code).
Open the Contracts form and press New. Type the next Number (such as CON-2026-0019), choose the Client, Site and regular Cleaner, and type the Start Date, End Date (a year on), Visits per Week, Days, Start Time, Hours per Visit, Rate, Monthly Estimate and Notice Days. Set Status to Pending.
In the Contract Tasks below, add each task with its Area, Order and How Often.
Open the print template Cleaning contract from Print templates, choose the contract, and press Print or Save as PDF for the client to sign.
On the first day of cleaning, set the contract's Status to Active.

2. Plan the week's rota

Open the Visits form and press New for each visit of the coming weeks: choose the Contract and the Cleaner, type the Date, Start Time and Planned Hours, and the contract's Rate in Charge Rate and the cleaner's Hourly Pay in Pay Rate. Status is Booked.
When a cleaner is on holiday, change the Cleaner on their visits to the one covering, and say so in Notes.
Print the report Rota: a page for each cleaner with where they go each day of the next seven days.
For a new site, open the print template Site visit sheet, choose the contract, and print a sheet for the cleaner to take.

3. Record the visits as they are done

Each day, open the Visits form at each of yesterday's visits. Type the Hours Worked, set Status to Done, and Hours Charged to the Planned Hours.
If the visit was cut short, set Status to Short, Hours Charged to the hours worked, and give the reason in Notes. If nobody went, set Status to Missed and Hours Charged to 0.
When the client signed the site book or the visit sheet, tick Signed Off and type who in Signed Off By.
Run the query Missed or short visits each week to see what needs putting right.

4. Invoice the month's contracts

On the first working day of the month, run the query Work to invoice to see the visits done and not yet invoiced.
Open the Invoices form and press New for each contract: type the next Number (INV-2026-0144), choose the Client and Contract, type the Period (such as September 2026), the Invoice Date and the Due Date.
In the Invoice Lines, add a line for each visit (Date, Kind Visit, Description, Quantity the hours charged, Unit Price the charge rate, Tax Rate 0.2) and a line for each rechargeable supply used.
Type the invoice's Net, VAT (each line's VAT added up) and Total. Put the invoice in the Invoice field of each visit it covers.
Open the print template Invoice, choose the invoice, and press Print or Save as PDF. When it is paid, type Paid On and set Status to Paid; the query Invoices overdue lists what has not been.

5. Quote for a one-off job, then do it

Open the Jobs form and press New. Type the next Number (JOB-2026-0080), choose the Client (add them first in Clients, Kind One-off, with a Site, if they are new), the Site and the Kind, and type Quoted On and Valid Until.
In the Job Items below, add each priced part: Description, Quantity, Unit Price. Type the job's Net, VAT and Total and the Estimated Hours.
Open the print template Quote, choose the job, and send it. The query Quotes waiting lists those not yet answered.
When the client says yes, set Status to Booked, type Booked For and choose the Cleaner. After the job, type the Hours Worked and Signed Off By, set Status to Done, and add an Invoice for it with the job's items as its lines.

6. Run the month's pay

At the month's end, run the query Hours by cleaner, last 30 days, to check each cleaner's visits and hours against their own record.
Open the Payslips form and press New for each cleaner: the next Number, the Cleaner, the Period, Period Start and End, the Pay Date, and their Contract Hours, Job Hours and Hours.
In the Payslip Lines, add the contract hours at their pay rate, the job hours at the job rate, and holiday pay at 12.07 percent of those two. Type the Gross.
Open the print template Payslip, choose the payslip, and print it for the cleaner. Send the report Pay summary to payroll, who work out tax and National Insurance.

7. Keep the store stocked and review contracts

When supplies go out to a site, open the Supply Movements form and press New: the Supply, the Date, Kind Used, the Quantity below nought, and the Contract. Bring In Stock on the Supplies form down to match.
Each Monday run the query Supplies to reorder; when an order arrives, add a Bought movement for it and bring In Stock up.
Each month run Contracts up for renewal and Contract profitability: a contract with a thin margin is one to re-price when it renews.

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