Data Files samples / Builder

Kilnside Builders

Enquiries, site visits, quotes, contracts, stage payments, variations, retentions, job costs and the site diary for a small building firm.

Download 208 KB15 tables, 18 queries, 12 reports, 5 print templates and 7,978 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.

Enquiries.Client points at Clients
Enquiries.Visited By points at Staff
Quotes.Enquiry points at Enquiries
Quotes.Client points at Clients
Quote Lines.Quote points at Quotes
Jobs.Quote points at Quotes
Jobs.Client points at Clients
Jobs.Site Manager points at Staff
Job Stages.Job points at Jobs
Variations.Job points at Jobs
Variations.Invoice points at Invoices
Invoices.Job points at Jobs
Invoices.Client points at Clients
Invoices.Stage points at Job Stages
Invoice Lines.Invoice points at Invoices
Job Ledger.Job points at Jobs
Job Ledger.Supplier points at Suppliers
Job Ledger.Staff points at Staff
Site Diary.Job points at Jobs

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. (43 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

The people the firm works for, mostly householders, with a few landlords. (251 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 client's name, as it goes on the quote and the contract.
Phone	Short text	Their phone number.
E-mail	Short text	Where quotes and invoices go.
Address	Short text	The street address, which is also the address of the work.
City	Short text	The town.
Postcode	Short text	The postcode.
Payment Days	Whole number	Days the client has to pay an invoice: 7 for householders, 14 for landlords. Printed in the contract.
Notes	Long text	Anything to remember, such as a tenant to warn before a visit.

Staff

The firm's own people, and the crew each works in. (11 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.
Trade	Short text	What they do: Site Foreman, Carpenter, Labourer and so on.
Crew	Short text	A and B build extensions and lofts, C refits kitchens and bathrooms, D does repairs. Empty for office staff.
Hourly Cost	Currency	What an hour of their time costs the firm, with holiday pay and insurance. Each week's labour in the Job Ledger is costed at it.
Phone	Short text	Their work mobile.
E-mail	Short text	Their work e-mail.
Started	Date	The day they joined.

Suppliers

Everyone the firm buys from: builders' merchants, hire firms and subcontractors. (13 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's name.
Kind	Short text	Merchant, Hire or Subcontractor.
Trade	Short text	What they supply or do, such as Timber and joinery or Plastering.
Contact	Short text	The person you deal with.
Phone	Short text	Their phone number.
E-mail	Short text	Where orders and remittances go.
Address	Short text	Their street address.
City	Short text	The town.
Postcode	Short text	The postcode.
Payment Days	Whole number	Days you have to pay their invoices: 30 for merchants, 7 to 30 for subcontractors.
VAT Registered	Yes/No	Ticked if they charge VAT. Some sole-trader subcontractors are not registered and charge none.

Enquiries

Every call, e-mail or web form asking for a price, from the first contact to the job won or lost. (274 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	Who asked.
Received On	Date	The day it came in.
Work	Short text	Extension, Loft conversion, Kitchen, Bathroom or Repair.
Description	Long text	What they want, in their words.
Source	Short text	How they heard of the firm.
Status	Short text	New (not yet rung back), Visit booked, Visited (quote being written), Quoted, Won, Lost or Not for us.
Visit Date	Date	The day of the site visit, booked or made.
Visited By	Points at Staff	Who went to look.
Visit Notes	Long text	What was found and measured on the visit.

Quotes

A price for the work, written after the site visit. The Quotation print template prints one with its lines. (251 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's number, in date order with a new run each year: QUO-2026-0042.
Enquiry	Points at Enquiries	The enquiry it answers.
Client	Points at Clients, required	Who it is for.
Title	Short text	The work in a few words, such as Single-storey rear extension.
Quote Date	Date	The day it was sent.
Valid Until	Date	The last day the price holds: 60 days for extensions and lofts, 30 for the rest.
Status	Short text	Sent (waiting for an answer), Accepted, Declined or Expired.
Weeks on Site	Whole number	About how long the work takes once started.
Net	Currency	The price before VAT: the lines added up.
VAT	Currency	The VAT: each line's VAT rounded to the penny and added up.
Total	Currency	The price with VAT.
Notes	Long text	What the price assumes and leaves out, printed on the quote.

Quote Lines

The lines of each quote, in sections. (3,240 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.
Quote	Points at Quotes, required	The quote the line belongs to.
Line	Whole number	Its place in the quote: lines print in this order.
Section	Short text	The part of the work, such as Groundworks or Roof.
Kind	Short text	Labour, Materials, Subcontract or Contingency: what the money is for, so you can compare the quote with the costs later.
Description	Short text	The work or the goods, as the client reads it.
Quantity	Number	How many, in the unit.
Unit	Short text	m2, m3, m, each or item.
Rate	Currency	The price of one unit, before VAT.
Tax Rate	Number	The VAT rate as a fraction: 0.2 is twenty percent.

Jobs

An accepted quote, now a contract. The Contract print template prints it with its stage payments. (99 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, in the order contracts were signed: JOB-2026-0042.
Quote	Points at Quotes	The quote that was accepted.
Client	Points at Clients, required	Who the work is for.
Title	Short text	The work in a few words.
Work	Short text	Extension, Loft conversion, Kitchen, Bathroom or Repair.
Site Manager	Points at Staff	The crew lead in charge on site.
Signed On	Date	The day the contract was signed and the deposit invoiced.
Contract Sum	Currency	The agreed price before VAT, the same as the quote's.
Contingency	Currency	The contingency inside the contract sum, credited back on the final invoice.
Start Date	Date	The day work starts, when the crew is free.
Finish Date	Date	The day the work should be finished, as planned at signing.
Completed On	Date	The day the work was actually finished; empty until then.
Status	Short text	Booked (not started), On site, Defects period (finished, retention still held) or Closed.
Current Stage	Short text	Where the work has got to, kept up to date as stages are reached.
Retention Percent	Number	The percent held back from each stage invoice, 5 for most work and nought for repairs.
Defects Months	Whole number	How long after completion the firm puts defects right before the retention is released.
Retention Due	Date	The day the defects period ends.
Retention Released On	Date	The day the retention was invoiced back; empty while it is held.
Notes	Long text	What the price assumed, copied from the quote.

Job Stages

The stage payments of each contract: what is paid when, from the deposit to completion. (263 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 contract.
Stage	Whole number	Its number: nought is the deposit.
Name	Short text	The point reached, such as Roof on and watertight.
Payment Percent	Number	The share of the contract sum paid at this stage.
Amount	Currency	That share in money, before VAT.
Planned Finish	Date	When the stage should be reached.
Done On	Date	The day it was reached and invoiced; empty until then.

Variations

Changes to a contract once it is signed: extra work the client asks for, work found on site, or work taken out. The Variation order print template prints one to sign. (69 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 variation's number, in the order raised: VAR-2026-0042.
Job	Points at Jobs, required	The contract it changes.
Raised On	Date	The day it was written up.
Description	Long text	What changes, in plain words.
Reason	Short text	Asked for by the client, or Found on site.
Amount	Currency	What it adds to the contract sum, before VAT. Below nought for work taken out.
Extra Days	Whole number	Working days it adds to the finish date.
Status	Short text	Proposed (waiting for the client to sign), Agreed or Rejected.
Agreed On	Date	The day the client signed it.
Invoice	Points at Invoices	The stage invoice it was charged on; empty until then.

Invoices

Every invoice to a client: the deposit, each stage, completion, and the release of retention. The Stage invoice print template prints one. (255 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's number, in date order with a new run each year: INV-2026-0042.
Job	Points at Jobs, required	The contract it is for.
Client	Points at Clients, required	Who pays it.
Stage	Points at Job Stages	The stage it is for; empty for a retention release.
Kind	Short text	Deposit, Stage, Completion or Retention.
Invoice Date	Date	The day it was raised: the tax point.
Due Date	Date	The day it should be paid.
Gross	Currency	The work invoiced: the stage, any variations and, on completion, the contingency credited back. Before retention and VAT.
Retention	Currency	What is held back from this invoice.
Net	Currency	What is charged before VAT: gross less retention. Its lines add up to it.
VAT	Currency	The VAT: each line's VAT rounded to the penny and added up.
Total	Currency	What the client pays.
Paid On	Date	The day it was paid; empty while it is owed.

Invoice Lines

The lines of each invoice: the stage payment, each variation, the contingency credit, and the retention taken off. (485 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.
Line	Whole number	Its place on the invoice.
Description	Short text	What it is for.
Amount	Currency	Before VAT. Below nought for retention held back or the contingency credited.
Tax Rate	Number	The VAT rate as a fraction.

Job Ledger

Every amount that goes to a job's account. Its value: the contract sum when signed, each variation when agreed, and the contingency credited back. Its costs: each week's labour of each person on the crew, every merchant's invoice, every subcontractor's invoice and the skips. Added up, it gives the job's profit. (1,464 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.
Entry Date	Date	The day of the cost or the bill; for labour, the Friday of the week.
Kind	Short text	Contract, Variation or Contingency (the job's value); Labour, Materials, Plant or Subcontract (its costs).
Supplier	Points at Suppliers	The merchant, hire firm or subcontractor who sent the bill.
Staff	Points at Staff	For labour, the person whose week it is.
Description	Short text	What the cost is for.
Their Ref	Short text	The supplier's own invoice number.
Hours	Number	For labour, the hours worked on the job that week.
Net	Currency	The amount before VAT. Below nought for work taken out or the contingency credited back.
VAT	Currency	The VAT on a bill, nought if the supplier is not registered.
Due Date	Date	When a bill must be paid.
Paid On	Date	The day a bill was paid; empty while it is owed.

Site Diary

One entry per job for each working day on site, written by the crew lead. (1,259 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.
Diary Date	Date	The day.
Weather	Short text	The weather, which explains many delays.
On Site	Short text	The crew and subcontractors there that day.
Work Done	Long text	What was done.
Problems	Short text	Anything that held the work up.
Visitors	Short text	Building control, the engineer, the client or anyone else who came.

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