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Data Files samples / 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.

Download 157 KB19 tables, 13 queries, 8 reports, 5 print templates and 4,183 invented records, dated back from 2026-10-22.

The everyday tasks of Fernleigh Estates, 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 home to sell

  1. Open the Clients form and press New. Give the next account in Account (CL- and the next number), the owner's name, address, phone and e-mail, set Kind to Seller and type today in Client Since.
  2. Open the Properties form and press New. Give the next reference (FE- and the next number), choose the Client and the Area, type the Address and Postcode, set Purpose to Sale, and type Kind, Bedrooms, Bathrooms, Price (the asking price), Energy Rating and the agreed commission in Fee Rate (0.012 for 1.2 percent). Set Listed On to today and Status to For sale.
  3. Open the query Applicants matching a property to see who is looking for a home like it, and call them.

2. Register an applicant and book a viewing

  1. Open the Applicants form and press New. Type their name, phone, e-mail and address, set Looking To to Buy or Rent, choose the Area, and type Min Bedrooms, Budget and Position. Type today in Registered On and leave Status as Active.
  2. Open the Viewings form and press New. Choose the Property and the Applicant, choose who will show them round in Accompanied By, and type Booked On (today), Viewing Date and Viewing Time. Leave Status as Booked.
  3. Open the print template Viewing confirmation from Print templates, choose the viewing and press Print or Save as PDF, and send it. Type today in Confirmation Sent.
  4. Each morning, open the report Viewing diary for the week ahead. After each viewing, set Status to Done, Cancelled or No-show and type the applicant's Feedback for the owner.

3. Put an offer to the owner and agree a sale

  1. When an applicant offers, open the Offers form and press New. Choose the Property and the Applicant, type Made On, Amount and Conditions, and leave Status as Awaiting decision.
  2. Open the report Offers to decide, call each owner, and when they answer set Status to Accepted or Rejected and type Decided On. Turn down any other offers waiting on a home whose owner has accepted one.
  3. For an accepted offer, open the Sales form and press New. Give the next number (SALE-, the year and the next number), choose the Property, the Offer and the Buyer, the Negotiator and both solicitors, and type Price, Accepted On, Target Completion, what is Included and the Fee Rate from the property. Set the property's Status to Under offer and the buyer's Status to Bought.
  4. Open the print template Memorandum of sale, choose the sale and press Print, and send it to the seller, the buyer and both solicitors. Type today in Memorandum Sent.

4. Move a sale on to completion

  1. Each week, open the report Sales progress. Call both solicitors about each sale and type the date each step was reached: Solicitors Instructed, Searches Back, Mortgage Offered, Exchanged On.
  2. Change Stage as each step is reached, so the queries Sales in progress and Sales by stage show where things are.
  3. On completion, type Completed On, set Stage to Completed and type the Fee (the price times the fee rate). Set the property's Status to Sold.
  4. Open the Agency Invoices form and press New: give the next number, choose the seller in Client and the Sale, type Invoice Date and Due Date, and add an Invoice Lines record with Kind Sale commission, the Property and the Net fee. Type Net, Tax and Amount on the invoice, then print the Commission invoice and send it to the seller's solicitor.
  5. If a sale falls through, set Stage to Fell through, say why in Notes, and set the property back to For sale.

5. Let a home and start the tenancy

  1. Enter the landlord in Clients with Kind set to Landlord, and the home in Properties with Purpose set to Let, the monthly rent in Price and Status set to To let.
  2. Book viewings for rent applicants as for a sale. When the landlord chooses a tenant, set the property's Status to Let agreed and the applicant's Status to Rented.
  3. Open the Tenancies form and press New. Give the next reference, choose the Property and the Tenant, and type Signed On, Start, End, Monthly Rent, Rent Day, Deposit, the Service, the Management Fee and the Letting Fee. Type in Rent Paid To and Repairs To who the tenant pays and calls, as the agreement should say them.
  4. Open the print template Tenancy agreement, choose the tenancy, print two copies and have them signed. When the deposit is protected, type the scheme's reference in Deposit Ref.
  5. Raise the letting fee as an Agency Invoice with one line of Kind Letting fee. For a managed let it is taken from the first month's rent on the landlord's statement.

6. Collect the rent and arrange repairs

  1. At the start of each month, open the Rent Charges form and press New for each tenancy whose rent you collect: choose the Tenancy and type Period, Due Date and Amount.
  2. When rent reaches the client account, find the month's charge and type Received and Received On. Open the report Rent arrears each week to chase anything late.
  3. When a tenant reports a problem at a managed home, open the Repairs form and press New: choose the Property and Tenancy, type Reported, Problem and Priority, choose a Contractor and type the Quote. For work over 250, set Status to Awaiting approval and ask the landlord first; then type Approved On and set Status to Booked with the Booked For day.
  4. When it is done, type Done On and Cost and set Status to Done. Open the query Open repairs each morning to see what is still waiting.

7. Pay the landlords at the month end

  1. On the third working day of the month, open the query Rent collected and owed to landlords, or the report Rent for landlords, to see each landlord's rent, fees and what they are owed.
  2. For each landlord, open the Landlord Statements form and press New: give the next number (STM-, the year and the next number), choose the Client, type Period and Statement Date. Add Statement Lines: a Rent received line for each rent that came in, a Management fee line for each home, a VAT on fees line, and a Repair line for each finished repair.
  3. Type Rent Collected, Deductions and Paid Out (the first less the second) on the statement, pay the landlord, and type Paid On. Type the statement in the Statement field of each rent charge and repair it covers.
  4. Raise the month's management fees as an Agency Invoice for each landlord, with a line for each home. Print the Landlord statement and the Commission invoice together and send them.
  5. Open the report Commission by month to see what the agency earned, and the query Paid to landlords by month for the year so far.

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