Data Files samples / Repair shop
Ironbridge Repairs
Jobs, devices, quotes, parts, invoices, warranties and payments for a shop that mends phones, tablets, laptops and small appliances.
Download 455 KB16 tables, 20 queries, 9 reports, 6 print templates and 20,564 invented records, dated back from 2026-10-22.
The everyday tasks of Ironbridge Repairs, 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. Book a device in and print the receipt
- Open the Customers form and look the person up by name or phone. If they are new, press New and type their name, phone and how they want to be told (Contact By). If they bring work for a business with an account, choose it in Account.
- Open the Devices form, press New, choose the customer in Customer, then fill in Kind, Make, Model, Serial and Colour. A device that has been in before already has a record: use that one.
- Open the Jobs form and press New. Type the next job number in Number (JOB-2026- and the next number in the run), choose the device in Device and the technician in Technician, and fill in Booked In, Fault, Left With It and Promised. For a fixed-price repair such as a screen, type the price in Quote and tick Quote Approved.
- With the job on screen, open the print template Booking-in receipt from Print templates, and press Print. The customer signs one copy and keeps it.
2. Quote after diagnosis, and hear back
- When the bench has found the fault, open the Quotes form and press New. Type the next number (QUO-2026-...), choose the job in Job, and set Quoted On to today and Valid Until to thirty days on.
- In Quote Lines, add a Part line with the part's name and price and a Labour line with the hours and the bench rate, VAT included in both. Put the total in Total and in the job's Quote, and set the job's Status to Awaiting approval.
- Open the print template Quote, choose the quote, and press Save as PDF to e-mail it, or Print.
- Each morning open the query Quotes awaiting approval and ring anyone who has not answered. When they answer, fill in Answer and Answered On on the quote, and on the job tick Quote Approved or set the outcome to Quote declined.
3. Order a part for a job and take a deposit
- If the part is not on the shelf (In Stock on the Parts form), open the Part Orders form, press New, choose the supplier, the part and the job, and fill in Quantity, Unit Cost, Ordered On and Expected. Set the job's Status to Awaiting parts.
- For a part ordered in specially, take its price as a deposit: type it in the job's Deposit, then open the Payments form, press New, choose the job, and record the amount with Kind Deposit and the next receipt number.
- When the part arrives, type Received On on the part order and set its Status to Received. The query Awaiting parts shows what is still on its way.
4. Finish a repair, invoice it and give the warranty
- On the Jobs form, add the job's lines in Job Lines: the part fitted (Kind Part, the part, its name in Description, Quantity 1 and its price) and the labour (Kind Labour, what was done, the hours in Quantity and the rate in Unit Price). Fill in Done On on each.
- Set the job's Status to Ready and Outcome to Repaired, type today in Finished, the total of the lines in Charge, and in Warranty Until the day 90 days on.
- Open the Invoices form and press New. Type the next number (INV-2026-...), choose the job, choose the account if it is business work, and fill in Invoice Date, Due Date, Net, Tax, Total, Deposit and Balance. Then on each of the job's lines choose the new invoice in Invoice.
- Open the Warranties form, press New, type the next number (WTY-2026-...), choose the job and say in Covers what was fitted and done.
- Open the print templates Invoice and Warranty certificate, choose the new records, and press Save as PDF to e-mail them, or Print to put them in the bag with the device.
- Ring or text the customer: the query Ready for collection is the list, with how each wants to be told.
5. Hand a device back and take payment
- Find the job on the Job board query or the Jobs form by its number from the customer's receipt, and check the serial on the device against Devices.
- Open the Payments form, press New, choose the job, type the amount left to pay, the Method and Kind On collection, with the next receipt number. On the invoice fill in Paid On; on the job type Collected, tick Paid and set Status to Collected.
- With the job on screen, open the print template Collection receipt and press Print. The customer signs that the device came back in working order.
6. Send the business accounts their statements
- At the month end, open the report Account invoices due to see what each business owes, and how late.
- Open the print template Account statement from Print templates. It makes one statement for each record in Accounts; choose the accounts that owe something, and press Save as PDF to e-mail each one to the address on its Accounts record.
- When a business pays, open the Payments form, record each invoice paid with Kind On account and Method Bank transfer, fill in Paid On on the invoice, and tick Paid on the job.
7. Reorder parts and do the VAT
- Every Monday, open the report Parts to order: a page for each supplier with what has fallen to its reorder level and what a full order costs. Place the orders and record them in Part Orders.
- At the end of each VAT quarter, open the report VAT by month and add up the three months' Net Sales and VAT for the return.
- The query Parts margin shows what each part has earned over its cost, with the VAT taken out of the price.