How To Create An App using Xero data

Want to build an app that works with Xero data without writing code? Here's how you can create a custom app for web, iOS, and Android using Xero's API and Adalo's no-code platform. This guide covers everything from setting up a Xero developer account to designing and deploying your app. You'll learn how to connect real-time financial data, sync invoices, manage expenses, and more - all in one build.

Key Steps:

• Set up Xero Developer Account: Register for free, generate API credentials, and test with Xero's Demo Company.
• Integrate Xero API with Adalo: Use tools like DreamFactory to manage API calls and securely connect data.
• Design Your App in Adalo: Build screens for invoices, expenses, and dashboards with a drag-and-drop editor.
• Add Authentication and Logic: Secure your app with OAuth 2.0 and enable real-time data updates.
• Test and Launch: Validate functionality with demo data, then deploy to web, iOS, and Android without rebuilding.

Adalo lets you build one app and deploy it seamlessly across platforms, saving time and effort. Whether you're a small business owner or a developer, this guide simplifies the process of creating a tailored financial management app.

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Step 1: Set Up Your Xero Developer App

To start integrating with Xero's platform, you'll need a Xero developer account. This account allows you to generate the credentials required for secure API communication. The process is free and supports up to 25 organizations. Here's how to get started.

Create a Xero Developer Account

Your Xero developer account acts as the secure link between your app and Xero, enabling real-time data integration.

Begin by signing up for a free account on the Xero Developer Portal. Once logged in, head to the "My Apps" section and create a new OAuth 2.0 application. You'll need to provide an app name and a URL - if you're still in the planning phase, placeholders will work just fine.

After submitting the details, Xero will generate two important credentials: a Client ID (public) and a Client Secret (private). Make sure to copy and securely store the Client Secret immediately, as it will only be displayed once. Use a password manager or an encrypted environment variable to keep it safe.

For testing purposes, enable the Xero Demo Company in your developer account. This sandbox environment includes sample data like invoices, contacts, and transactions, giving you the freedom to test your app without affecting real client data.

Configure API Scopes and Redirect URI

API scopes determine the specific data your app can access. Only request the permissions your app truly needs. Common scopes include openid, profile, and email for user identity, as well as accounting.transactions for handling invoices, bank transactions, and receipts. If your app requires continuous access without users logging in every 30 minutes, include the offline_access scope to obtain a refresh token.

You'll also need to set a Redirect URI, which is the secure URL where Xero will send users after they authorize your app. For production, use an HTTPS URL, while http://localhost works fine for local testing. Ensure the Redirect URI you configure in the Xero Developer Portal is an exact match to what you use in your code - any discrepancy will cause the authentication process to fail.

Keep in mind that Xero access tokens expire after 30 minutes, while refresh tokens last for 60 days. By carefully selecting your scopes and securely storing your credentials, you'll ensure your app maintains reliable, long-term access to the financial data it requires.

Step 2: Connect Xero Data to Adalo

Once your Xero developer account is set up, the next step is to connect your financial data to Adalo for real-time updates. To do this, you'll integrate Xero's API with Adalo using DreamFactory. This tool handles authentication, data formatting, and API calls, making the process smoother.

Setting Up DreamFactory for API Management

Start by creating a new DreamFactory service. Under "Remote Service", use the HTTP Service connector to set it up. When naming the service (e.g., "Xero_API"), remember that this name becomes part of the namespace for your API URI structure.

Next, retrieve the remote API URL from Xero's documentation and input it into the Config Overview section in DreamFactory. Define the required parameters and specify which HTTP verbs (like GET and POST) are allowed. To secure the API, DreamFactory uses RBAC (Role-Based Access Control) tied to an API key. This key is passed to Adalo in the header as "X-DreamFactory-API-Key."

"DreamFactory specializes in REST API generation... an underrepresented benefit is the ability to mount and manage any third-party API via an HTTP service connector. This gives you the ability to generate documentation and secure an existing API as if it were created natively."

• Spencer Nguyen, Content Moderator, DreamFactory

Enable caching to boost performance and help manage API rate limits. If your app serves multiple Xero organizations (multi-tenant scenarios), make sure your DreamFactory service references the correct tenant ID, which you can retrieve from the Xero connections endpoint.

Once DreamFactory is configured, you can move on to integrating these endpoints into Adalo as an external collection.

Adding Xero Data as an External Collection in Adalo

With DreamFactory ready, it's time to add your Xero data to Adalo. Go to the Database menu in Adalo, select "Add Collection", and choose "External Collection." Configure the external collection with the following:

• Base URL: Your DreamFactory endpoint (e.g., https://api.example.com/api/v2/xero/_table/invoices)
• Headers: Include "X-DreamFactory-API-Key" and Xero-specific headers like "Xero-tenant-id" and "Authorization: Bearer [access_token]"

For the "Get All" endpoint, set the Results Key to "resource." DreamFactory organizes record collections under this JSON key. If this field is left blank, Adalo won't recognize the data.

Each JSON object returned by the API needs a unique ID so Adalo can properly list and differentiate records. If Xero's default response doesn't include a clear ID field, you can use DreamFactory's scripting engine to modify the data before it reaches Adalo.

Testing Data Fetching and Synchronization

Before connecting live data, test the setup using Xero's Demo Company. In Adalo, use the "Run Test" button on the Endpoints screen during the External Collection setup. This will confirm that your API key, Base URL, and Results Key are correctly configured.

"The quickest way to try out the API is to set up your demo company and dive into the API Explorer. Most of the API functionality is supported and you can quickly start playing with real calls against demo data."

• Xero Developer

Run tests for common scenarios, such as retrieving unpaid invoices or financial summaries, to ensure the data syncs as expected. Make sure your test calls include the "Xero-tenant-id" header to verify that the app pulls data from the correct organization. Additionally, validate the API response with a JSON validator (like JSONLint) to confirm proper formatting before finalizing the connection.

Adalo simplifies app development by allowing you to deploy your app as a progressive web app (PWA) and as native iOS and Android builds - all from a single platform. This streamlines the launch process and helps you get your app into users' hands faster.

Step 3: Design Your App in Adalo

With your Xero data connected, it’s time to dive into designing the screens your users will interact with. Adalo’s drag-and-drop visual builder makes it easy to create a fully functional financial management app - no coding required. Plus, Adalo’s AI tools can help set up your database structure and initial screen layouts, giving you a solid starting point.

Build Screens for Financial Management

Start by creating a list screen that displays invoice summaries, including details like InvoiceNumber, Contact.Name, Total, and Status. Link this screen to a detail view where users can see a complete invoice breakdown, including individual line items. For the detail screen, use a repeating section to show details such as item descriptions, quantities, and unit amounts.

To make your app more user-friendly, use visual cues like conditional visibility or color coding. For example:

• Green for "PAID" invoices
• Orange for "AUTHORISED" invoices

You can also add a search function using Xero’s SearchTerm parameter, allowing users to quickly locate specific invoices by number or reference. Once your screens are ready, connect them to your database to display real-time data dynamically.

Map Xero Data to Adalo's Database

To ensure your app works seamlessly, map Xero’s data to Adalo’s database while keeping formatting consistent for U.S. users. For example:

• Format numbers like 1800.00 as $1,800.00 by using a dynamic text variable to add the dollar symbol.
• Convert dates from Xero’s YYYY-MM-DD format to the U.S. standard MM/DD/YYYY.
• Use the Status field to control button visibility. For instance, show a "Pay Now" button only when the invoice status is "AUTHORISED" or "SUBMITTED".

Store unique identifiers such as ContactID and InvoiceID in your database to ensure accurate synchronization and prevent duplicate entries.

Xero API Field	Adalo Component	Suggested Formatting
InvoiceNumber	Text / Header	Display as the main identifier
Total	Text	Format as $1,800.00
AmountDue	Text	Use red text if greater than $0
DueDate	Text	Format as MM/DD/YYYY
LineItems	Custom List	Nested list in the detail screen
Status	Chip / Label	Control button visibility

With your data mapped correctly, your app will be ready to provide a smooth and accurate user experience.

Design for Multi-Platform Use

To make your app functional across web, iOS, and Android, enable responsive design in Adalo’s App Settings. This ensures your layout adjusts well to different screen sizes. Here are a few tips for multi-platform optimization:

• Summary Cards: Use these to display key metrics like Total Balance or Monthly Spending, ensuring they scale properly on all devices.
• Mobile Features: Add swipe actions to list items, letting users quickly edit or delete transactions. A Floating Action Button is great for mobile users to access "Add Transaction" or "Create Invoice" screens instantly.
• Desktop Features: Implement pagination with "Load More" functionality to handle large datasets efficiently. Load 20 to 50 items at a time to maintain smooth performance. For quick access, include a Quick Actions row in the header or sidebar.

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Step 4: Add Functionality and User Authentication

At this stage, it's time to focus on making your app functional and secure. This involves integrating real-time data from Xero, setting up user authentication, and implementing filters to help users navigate the data with ease.

Set Up Actions and Logic for Real-Time Data

To enable real-time data access, you'll rely on Xero's OAuth 2.0 authentication system. During the authorization flow, your app will exchange a verification code for an access token and a refresh token. To maintain continuous access, include the offline_access scope in your initial request. You'll also need to configure your Adalo logic to send a POST request to:

https://identity.xero.com/connect/token

This request should include the parameter grant_type=refresh_token whenever a token refresh is necessary. Once authorization is complete, use Xero's /connections endpoint to retrieve the tenantId. This identifier is essential - it must be included in the xero-tenant-id header for all API requests. To streamline future API calls, store the tenantId in your Adalo user collection.

Finally, integrate these steps with Adalo's authentication system to ensure user data remains secure and accessible only to authorized individuals.

Implement User Authentication and Permissions

For secure logins, combine Adalo's authentication system with Xero's "Sign In with Xero" feature. Request the openid, profile, and email scopes to automatically create user accounts in Adalo based on their Xero profiles. To guard against forgery attacks, always include a unique state parameter in your authorization requests, as Xero advises:

"The state parameter should be used to avoid forgery attacks. Pass in a value that's unique to the user you're sending through authorisation."

Ensure sensitive data, like tokens, is stored securely using encryption, and avoid hardcoding your Client Secret. If your app connects to multiple Xero organizations, implement multi-tenant management by saving each user's tenantId and switching between them as needed. Keep in mind that uncertified apps are capped at 25 tenant connections.

Add Logic for Filtering and Visualizing Data

With user access secured, shift your focus to organizing and presenting the data. Adalo's visual tools allow you to build filtering logic using an "AND/OR" interface. For example, you can set filters to display invoices based on criteria like date range, status, or amount. A practical filter might show invoices marked "AUTHORISED" with due dates in the next 30 days.

For apps handling large datasets, enable server-side pagination to load records in batches of 50 to 100, ensuring smooth performance. Adding a "Refresh" button that triggers a new API call to Xero can help users access the latest financial data without delays. If your app requires more advanced data processing, middleware tools like n8n or Latenode can help filter and transform Xero data before it reaches Adalo.

To make financial data more digestible, use Adalo's Component Marketplace to integrate charts and summary cards. For instance, you could display metrics like a "$12,450.00 Total Outstanding Balance" and use conditional formatting to highlight overdue invoices in red or paid invoices in green.

Adalo's flexibility allows you to deploy your app as a progressive web app (PWA) or natively to iOS and Android - all from a single build. This ensures a smooth and professional experience for your users.

Step 5: Test, Launch, and Publish Your App

Once you've built and integrated your app, it's time to validate its performance before launching. This step ensures your app works seamlessly in real accounting scenarios and is ready for users across platforms.

Test Your App with Xero Demo Data

Use Xero's Demo Company, pre-loaded with sample data, to test your app. According to Xero's developer documentation:

"The quickest way to try out the API is to set up your demo company and dive into the API Explorer. Most of the API functionality is supported and you can quickly start playing with real calls against demo data."

To get started, enable the Demo Company in your Xero developer account. During the OAuth 2.0 authorization process, select the Demo Company as the tenant. This allows you to test the entire connection process - authorization, data fetching, and more - without risking actual business data. Use Xero's API Explorer to simulate test calls and ensure your app handles edge cases like negative numbers, decimals, and empty fields. If you're using Custom Connections for premium integrations, you can link them to the Demo Company for free during development.

Adalo’s Preview feature and QR code are great tools for testing your app on web, iOS, and Android. Make sure filters display the correct invoices, calculations are accurate with proper currency formatting, and data shows up as expected across all platforms.

Deploy Across Platforms with Adalo's Single Build

After thorough testing, you can deploy your app to web, iOS, and Android - all from a single build.

For web deployment, head to the "Publish" menu in Adalo and select "Web App." You can publish your app to a free Adalo subdomain or use a custom domain if you’re on a paid plan.

For mobile deployment, Adalo creates true native apps for the Apple App Store and Google Play, not just web-based versions. The platform simplifies the technical process for you. Before submitting your app, prepare an app icon, screenshots for different screen sizes, and a concise description. Keep in mind, you'll need an Apple Developer account ($99/year) for iOS and a Google Play Console account ($25 one-time fee) for Android.

Publish to App Stores and Monitor Performance

Use Adalo's step-by-step submission workflow to publish your app to the Apple App Store and Google Play. This process includes uploading your app icon, screenshots, and writing a compelling store listing before submitting your app for review.

Once your app is live, monitor its performance and user feedback through app store reviews and Adalo's built-in tracking tools. Keep an eye on how users interact with Xero data to ensure filters work smoothly and calculations remain accurate. Be prepared to address edge cases, such as handling null values or large data sets. If your app needs to connect with more than 25 Xero organizations, you’ll need to apply for Xero App Partner certification to lift this restriction.

Adalo’s platform ensures your app is ready for deployment as a progressive web app and as native iOS and Android applications - all from the same build. This eliminates the need for separate rebuilds and delivers a production-ready solution.

Conclusion

This guide has walked you through the process of integrating Xero data into your custom app step by step. From setting up your Xero developer account to deploying your app, you now have a clear roadmap to create a tailored solution. Along the way, you connected data using API management tools, designed an intuitive app interface, implemented authentication and logic, and tested your app for seamless functionality. The result? A production-ready tool that handles invoices, expenses, and financial reports, customized to meet your specific needs.

By combining Xero's powerful API with Adalo's visual app builder, you've eliminated the need for extensive coding or a dedicated development team. This approach can save time and reduce errors - automating data entry can cut bookkeeping time by up to 70% and decrease invoice errors by over 90%. With Xero's platform trusted by over 4 million small businesses and 200,000+ accountants and bookkeepers worldwide, you're leveraging a system with proven reliability.

Your custom app now delivers real-time financial insights across devices, whether your team is at their desks or on the move. Thanks to Adalo's single-build functionality, updates are instantly reflected on web, iOS, and Android platforms. This ensures your app remains aligned with your workflow, offering a personalized solution instead of a generic tool.

Key Takeaways

• Start by testing your app with Xero's Demo Company to avoid working with live financial data prematurely.
• Use OAuth 2.0 to establish secure and reliable connections.
• Incorporate clear error logging and deep linking to guide users directly to specific Xero pages when needed.
• You can connect up to 25 Xero organizations before requiring App Partner certification.

Adalo’s platform lets you deploy your app as a Progressive Web App and as native iOS and Android apps - all from a single build. This streamlined approach ensures your app is ready for production without the hassle of separate rebuilds.

FAQs

How can I securely connect Xero data to my app?

To keep the connection between Xero and your no-code app secure, here’s what you need to do:

• Authenticate with OAuth 2.0: Start by registering your app in the Xero Developer Portal to get a client ID and secret. Use these credentials to generate secure tokens. Make sure you never hard-code tokens; instead, store them in an encrypted format to keep them safe.
• Minimize permissions: When setting up authorization, request only the scopes your app truly needs, like accounting.transactions or accounting.reports. This limits access to just the essential data.
• Secure communication channels: Always use HTTPS with TLS 1.2 or higher for API calls to ensure data is encrypted during transfer.
• Add multi-factor authentication (MFA): Encourage users to enable MFA for their Xero accounts. This extra layer of security helps protect sensitive information during the integration process.

Additionally, stay proactive by regularly monitoring and rotating credentials, securely refreshing tokens, and revoking any that are no longer in use. These steps will help maintain a strong security posture and safeguard the data exchange between Xero and your app.

What are the advantages of using Adalo to create apps for multiple platforms?

Adalo lets you create a no-code app and launch it effortlessly on both iOS and Android. There's no need to build separate versions for each platform. Its step-by-step publishing process walks you through everything - preparing your assets, testing your app, and submitting it to the Apple App Store and Google Play Store - making the process straightforward and stress-free.

The platform’s responsive editor takes care of adjusting your app to fit various screen sizes, ensuring a seamless experience for users across phones, tablets, and web browsers. This eliminates the need for separate designs for different devices, saving you time and effort.

Using Adalo’s drag-and-drop tools, anyone can design professional, fully customized apps without writing a single line of code. By combining simplicity, multi-platform deployment, and responsive design, Adalo helps you quickly launch your Xero-powered app and connect with a larger audience.

How can I manage Xero's API rate limits and keep my app's data in sync?

Xero enforces a limit of 5,000 API calls per connection (per Xero organization), so managing your integration efficiently is crucial. To stay within this limit, focus on strategies like batching requests, requesting only the necessary data, and using pagination to break down large datasets into smaller, manageable chunks. Additionally, Adalo’s data actions can help by caching responses locally and refreshing only when changes are detected, reducing redundant API calls.

For smooth synchronization, combine pull-based polling with Xero’s webhooks. Webhooks are particularly useful as they notify your app in real time about events such as new invoices or payments, allowing for instant updates without excessive polling. When polling is required, such as for retrieving historical data, use timestamps to limit requests to only new or updated records since the previous sync. And if you hit the rate limit and receive a "Too Many Requests" response, handle it gracefully by pausing and retrying after a brief delay.

By efficiently batching requests, taking advantage of webhooks, and caching data locally, you can stay within Xero’s API limits while keeping your app’s financial data accurate and up-to-date.

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