Google Sheets can be used as a lightweight database to build apps quickly and affordably, especially for small-scale projects or prototyping. By integrating Google Sheets with tools like Adalo, you can create functional apps without coding. Here's the process in a nutshell:
- Organize Your Data: Use clear column headers, unique IDs, and consistent data types. Avoid empty rows, merged cells, or special characters in headers.
- Set Up Permissions: Ensure your Google account has editing rights. Temporarily allow broad access during development but secure permissions before launch.
- Connect to Adalo: Use tools like SheetBridge for seamless two-way syncing. Every row in your sheet becomes a record in Adalo.
- Build App Features: Add lists, forms, and filters to display and interact with your data. Use conditional logic for role-based access or data validation.
- Enable CRUD Operations: Allow users to add, edit, and delete records directly in the app, with changes reflected in real-time in your Google Sheet.
- Test and Deploy: Verify syncing, offline functionality, and user roles. Publish as a web app or submit to app stores for mobile deployment.
Adalo simplifies app creation by allowing you to build once and deploy to both iOS and Android app stores without rebuilding. This approach saves time and money, making it ideal for businesses looking to streamline workflows or test ideas. Keep in mind, Google Sheets works best for datasets under 50,000 rows and can handle up to 10 million cells.
6-Step Process to Build an App Using Google Sheets as Database
Setting Up Your Google Sheets for App Integration
Before connecting your Google Sheets to Adalo, it's crucial to organize your data properly. A well-structured sheet ensures your app functions as intended.
Organizing Data in Google Sheets
Start by setting up clear column headers in the first row. Use underscores instead of spaces or special characters - think Customer_Name or Order_Date. This avoids parsing errors when Adalo processes your data. Make sure to include a unique identifier column, like ID or Order_Number, to differentiate records.
Consistency is key. Each column should stick to a single data type. For example, if a column is for dates, don’t mix in text or numbers. Similarly, if a column tracks prices, ensure all entries are numeric. Avoid merged cells, delete empty rows, and unhide any hidden columns to prevent integration hiccups. For more complex datasets, consider splitting your data into separate sheets, such as "Customers" and "Orders."
| Feature | Requirement for Adalo Compatibility |
|---|---|
| Row 1 | Must contain column headers |
| Merged Cells | Must be removed |
| Unique ID | Required for record identification |
| Special Characters | Avoid in headers; use underscores |
| Data Types | Must remain consistent within each column |
| Empty Rows | Should be deleted |
Use Data Validation rules to minimize errors when entering data manually. If you're working with formulas, keep them in separate columns instead of mixing them with raw data. For apps that handle large datasets, consider archiving older records (e.g., those older than 12 months) in a dedicated "Archive" sheet.
Once your data is organized, you'll need to configure your Google account to allow full synchronization.
Preparing Your Google Account
Your Google account must have Editor or Owner permissions - view-only access won’t work. Adalo requires the ability to create, update, and delete records for seamless data synchronization.
During development, set your spreadsheet’s sharing permissions to "Anyone with the link can edit." However, once your app goes live, tighten these permissions to protect your data. Be sure to copy and save the long string in your spreadsheet URL (found after docs.google.com/spreadsheets/d/) as it may be needed for manual API mapping. Lastly, always back up your spreadsheet before connecting it to external tools to safeguard your data during the initial sync process.
Connecting Google Sheets to Adalo
Once your spreadsheet is organized and your Google account is ready, it's time to connect it to Adalo. Adalo integrates with Google Sheets using SheetBridge, Zapier, or External Collections. Among these, SheetBridge stands out for its quick, two-way integration with minimal setup.
Authenticating and Granting Permissions
To get started, head over to sheetbridge.adalo.com and log in with your Adalo account. Click on "Connect Google Sheets" to allow Adalo access to your Google account. You'll need to grant permissions for Adalo to read, create, update, and delete records in your spreadsheets. Once done, SheetBridge will display a list of your spreadsheets stored on Google Drive.
If you're using the External Collections method (available with Professional plans starting at $52/month), you'll need to publish your Google Sheet to the web. To do this, go to File > Share > Publish to web in Google Sheets. Then, take the provided URL and convert it into a JSON endpoint, enabling API-level access.
Selecting and Linking Your Spreadsheet
After authentication, SheetBridge automatically detects your spreadsheet's schema. This includes column names, data types, and any relationships. Review the mapping to ensure everything aligns properly (e.g., Customer_Name as text, Order_Date as date).
For Zapier users, you’ll need to set up a trigger like "New or Updated Spreadsheet Row" and manually map each column to its corresponding field in Adalo.
With SheetBridge, each sheet is transformed into an Adalo collection, and every row becomes a record. If you’re working with multiple sheets, such as "Customers" and "Orders", relationships between them are automatically recognized based on shared unique identifiers. This setup process typically takes around 30 minutes.
Real-Time Synchronization
One of SheetBridge’s strengths is its near-instant bidirectional syncing. Any changes made in your app are reflected in Google Sheets within seconds, and updates in the sheet sync back to the app automatically . For apps with heavy traffic, SheetBridge uses incremental syncing, which updates only the changed records. This helps you stay within Google’s API limit of 300 requests per minute.
Keep in mind that Google Sheets supports up to 10 million cells, but performance can slow down with extremely large datasets. Additionally, Adalo apps have offline capabilities, caching changes locally when there’s no internet connection. Once the app reconnects, these changes are synced back to Google Sheets.
Building App Features with Google Sheets Data
Once you've connected your Google Sheets to Adalo, you're ready to start creating app features by linking your data to visual components. You can drag elements like lists, forms, or charts onto your canvas and connect them using the "Data" tab. Each row in your spreadsheet becomes a usable, interactive record. From there, you can display, filter, and apply conditional controls to craft a dynamic and functional app.
Displaying and Filtering Data
Lists are a straightforward way to showcase multiple records from your spreadsheet. After adding a list component to your screen, link it to your Google Sheets collection and decide which columns to display - like customer names, order dates, or status fields. For extensive datasets with over 5,000 rows, enable the "Load items as user scrolls" option. This keeps your app running smoothly and avoids exceeding Google's API request limits.
Want to add search functionality? Place a search bar above your list and configure it to scan specific fields in your spreadsheet, such as Customer_Name, Email, or Company. You can fine-tune the search logic to match phrases that "contain", "start with", or are an "exact match."
Filters give users more control over the data they see. Add input elements like dropdown menus, date pickers, or toggles, and set filter conditions in your list's properties. You can combine multiple conditions using AND/OR logic. For example, you might show orders where the Status is "Pending" and the Total is over $1,000.
Using Conditional Logic
Conditional logic lets you control which app components are visible based on specific values in your Google Sheets. For example, you can display a "Low Stock" warning when inventory drops below 10 units or hide a "Restock" button when stock levels are sufficient. These settings are easy to configure using the "Change Visibility" options, which allow you to create rules like "when inventory is below 10."
This logic is also useful for role-based access control. If your spreadsheet includes a Role column, you can set your app to show different data to different users. For instance, managers might see all records, while field staff only view their assigned tasks. You can also implement a "soft delete" system by updating a Status field to "Deleted" instead of removing rows entirely, then filtering out those records from the app's display.
A boutique retailer with multiple locations used conditional logic to manage inventory alerts. When stock levels fell below a set threshold, the app triggered low-stock warnings. This reduced stockouts by 40% and improved inventory accuracy from 75% to 95%. Out-of-stock items were automatically hidden from customer-facing screens, while managers received reorder alerts.
Conditional logic can also enhance data validation. For instance, you can prevent users from submitting forms until all required fields are filled or display error messages when certain conditions aren't met - like when a number exceeds a set limit or a mandatory field is left blank. This ensures that only clean, validated data is synced back to your Google Sheets, avoiding issues like "NaN" errors or null values.
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Managing Data: Create, Read, Update, Delete (CRUD)
Bring your app to life by allowing users to add, edit, and delete records. These essential operations, collectively known as CRUD (Create, Read, Update, Delete), turn a static app into a dynamic and interactive experience. With Adalo, setting this up is straightforward and code-free. By enabling CRUD functionality, your app can seamlessly handle dynamic data.
Creating New Records
To add new data, start by using a Form Screen. This screen lets you include input fields such as text, numbers, dates, or dropdown menus, which can be directly mapped to your spreadsheet columns (e.g., Customer_Name, Order_Date, Total). When users submit the form, configure the "Submit" button with a Create action that sends the data to your Google Sheets collection. Thanks to real-time bidirectional syncing, the new row will appear in your spreadsheet almost instantly.
To ensure data accuracy, mark key fields as Required and enforce specific data types. This helps prevent incomplete or incorrectly formatted entries. Additionally, always include a unique ID column (like ID or UUID) so the app can easily identify and manage individual records.
Updating and Deleting Data
For editing records, set up an Edit Screen that automatically pre-fills fields with data from the "Current Item." Configure the "Save" button to update the record. The app will use the unique ID to find the correct row in your Google Sheets and replace the old values with the updated ones.
When it comes to deletions, you have two options: a hard delete, which permanently removes the row, or a soft delete, which updates a Status field to values like "Inactive" or "Deleted." For soft deletes, you can filter your app's lists to hide records with these statuses, keeping the user interface tidy while preserving an audit trail. To prevent accidental deletions, always include a confirmation dialog before executing delete actions. These CRUD features make managing data in your app both efficient and user-friendly.
Testing and Deploying Your App
Before launching your app, it’s crucial to confirm that everything works as intended. Adalo provides several testing options, including browser previews, mobile device testing, and web previews, to help you validate your app's functionality. Start by checking bidirectional sync - create a record in your app and verify that it appears in your connected Google Sheet. Then, update a value directly in the spreadsheet and confirm that the change is reflected in the app. This ensures that data flows seamlessly between the app and the spreadsheet. These tests build on your earlier CRUD and integration setup.
It’s also important to test specific scenarios. For example, enable airplane mode on a physical device to check offline functionality and see if data syncs automatically once the connection is restored. Test form submissions with invalid data to make sure error handling works as expected. If your app includes role-based permissions, log in with different test accounts to confirm that users only have access to the screens and data relevant to their roles.
Once testing is complete, you’re ready to deploy your app. For web apps, you can publish instantly to a free Adalo subdomain (e.g., yourapp.adalo.com). If you’re on a paid plan, you can connect a custom domain by configuring DNS settings with a CNAME record. For mobile apps, deployment involves additional steps. You’ll need to enroll in the Apple Developer Program ($99/year) and create a Google Play Developer account ($25 one-time fee). Apple typically reviews apps within 24–48 hours, while Google Play’s review process takes 3–7 days. Be sure to prepare the required assets, such as app icons (ranging from 20pt to 1024pt for iOS, and a 512x512px icon plus a 1024x500px feature graphic for Android) and a privacy policy URL.
| Platform | Method | Review Time | Requirements |
|---|---|---|---|
| Web | Subdomain or Custom Domain | Instant | DNS CNAME configuration (for custom domains) |
| iOS | Apple App Store | 24–48 Hours | Apple Developer Membership ($99/yr), Privacy Policy |
| Android | Google Play Store | 3–7 Days | Google Play Account ($25 one-time), Store Assets |
Keep in mind that web app updates go live immediately, but updating a mobile app requires submitting the new version for review by Apple or Google. To use custom domains and publish to app stores, you’ll need at least the Adalo Starter Plan, which costs between $36 and $45 per month.
Conclusion
Creating an app using Google Sheets as a database with Adalo offers a simple and efficient way to transform your spreadsheet into a fully functional app in just days, not months. By following this guide, you’ve learned how to organize your data with clear headers, authenticate your Google account, link your spreadsheet to Adalo, and build features using filtering and conditional logic. You’ve also implemented full CRUD (Create, Read, Update, Delete) operations and thoroughly tested your app before deployment. This approach combines the ease of spreadsheets with the advanced capabilities of native mobile features - such as GPS tracking, camera access, and push notifications - that go far beyond what a spreadsheet alone can provide.
The time and cost savings are substantial. By integrating spreadsheets with tools like Adalo, development time can be reduced by up to 90% compared to traditional coding, while costs can be cut by approximately 70%. With Adalo’s pricing starting at $36 to $45 per month, you can deploy your app in weeks, all while keeping your data synced in real time. This means your team can always access the latest updates, whether they’re using the app or editing the spreadsheet directly. This streamlined process allows you to move quickly from an initial prototype to a scalable solution.
Before publishing, it’s essential to ensure your data is clean and verify that syncing works as expected. Test thoroughly to confirm that new and updated records appear correctly in both your app and spreadsheet. Keep in mind that Google Sheets has a 10 million cell limit, and performance can decline with datasets exceeding 50,000 to 100,000 rows. If your app outgrows the capabilities of a spreadsheet, Adalo provides a clear upgrade path to more advanced database solutions, so you can scale without starting from scratch.
Whether you’re building a project tracker, inventory system, or field operations app, this workflow empowers you to create practical mobile experiences without needing coding skills. Adalo’s visual builder, combined with the familiarity of Google Sheets, allows you to prototype quickly, adapt based on feedback, and maintain your app by simply updating your spreadsheet. The result? A polished, native mobile experience that’s easy to manage and delivers real value to your users.
FAQs
Is Google Sheets secure enough to use as a database for my app?
Google Sheets comes with some basic security features, like Google account permissions and the Sheets API, to help manage who can access your data. While these tools are useful, they fall short of offering advanced, enterprise-level security. This makes Google Sheets a better fit for apps dealing with simple or non-sensitive data. If you're working with sensitive information or require more complex security protocols, it’s worth exploring more secure database solutions.
What are the challenges of using Google Sheets as a database for app development?
Google Sheets is an excellent choice for quick prototypes or small-scale applications, but it does come with limitations that can affect its performance and scalability, especially for larger projects. For example, Sheets has a maximum capacity of 10 million cells per sheet, and its API imposes restrictions like 2 MB per data request and 300 reads per minute. These constraints can lead to errors or sluggish performance when handling large datasets or during periods of high traffic.
On top of that, Sheets lacks advanced database capabilities such as relational joins, indexing, or server-side transactions. This makes it challenging to manage complex data relationships or maintain consistency when multiple users are editing at the same time. While real-time collaboration works well for smaller teams, it can become less reliable with frequent updates or a growing number of users. Another drawback is its limited offline functionality, which can pose problems for apps used in areas with unreliable internet access.
Because of these limitations, Google Sheets is most effective for lightweight prototypes or internal tools that have modest data and user requirements. However, for applications that need to scale or require more advanced data management, moving to a dedicated backend solution is often the better path.
How does Adalo sync with Google Sheets in real time?
Adalo’s integration with Google Sheets makes real-time syncing a breeze by allowing your app to connect directly to a Google Sheet as an external data source. Thanks to the Google Sheets API, any updates made in the sheet are instantly visible in your app, and changes from the app are automatically written back to the sheet. This seamless connection ensures your data stays current without needing manual intervention.
Here’s how to get started: First, set up your Google Sheet by creating column headers for the fields you’ll use and adjust the sharing settings to allow access. Next, connect the sheet to Adalo, map the columns to the appropriate data types, and enable live reads and writes. Once everything is set, any edits - whether in the sheet or the app - will sync instantly, keeping your information accurate and up-to-date.
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