How to Create an Invoice App

Step-by-step guide to build an invoice app without code using Adalo: database setup, screens, calculations, user auth, email automation, and publishing.

Building an invoice app can be expensive and time-consuming, especially if you're targeting multiple platforms like web, iOS, and Android. Traditionally, development costs range from $40,000 to $60,000 and take months. But with Adalo, you can build and deploy a fully functional app for under $900/year in as little as 5-7 days - without writing any code.

Adalo's drag-and-drop interface simplifies the process. You can design screens, manage databases, and handle user authentication all in one platform. Plus, Adalo allows you to create a single app and build a web app published as a Progressive Web App (PWA) and natively to app stores, eliminating the need for separate builds.

Key Steps:

• Set Up Your Database: Create collections for invoices and clients, link them, and configure properties like invoice numbers, due dates, and payment status.
• Design Screens: Build a dashboard, client list, and invoice detail pages using customizable components.
• Automate Calculations: Add logic for subtotal, taxes, and total amounts, and format numbers in US currency.
• User Management: Enable secure logins, restrict data access, and filter records by user.
• Email Integration: Use tools like Zapier to send invoices automatically.

Adalo simplifies app creation with features like responsive design, automatic deployment to multiple platforms, and tools for managing payments and clients. Whether you're a freelancer or a business owner, this guide helps you build an app that saves time and money.

Setting Up Your Adalo Account

Creating Your Account

Head over to adalo.com and click on either "Sign Up" or "Get Started for Free." You can register using your email, Google account, or Apple ID. Once you've signed up, check your inbox to verify your email address - this step unlocks access to the Adalo builder.

If you're just starting with no-code development, the free plan is a great place to begin. It offers unlimited apps, basic database tools, and the ability to publish shareable web apps. This is perfect for testing features like invoice generation, client management, and email notifications. When you're ready to take the next step - like publishing your app on the Apple App Store or Google Play Store - you can upgrade to a paid plan. Paid plans start at $36/month and can be managed in the Billing and Usage section under your account settings.

To access billing options after you've created your account, click on your avatar in the top-right corner, select Settings, and navigate to Billing and Usage. Free plan users will see upgrade prompts here instead of detailed billing information. Once upgraded, this section will show your invoices, options for team member add-ons, publishing apps to app stores, and payment methods.

With your account ready, you’re all set to dive into Adalo’s builder and start crafting your app.

Learning the Adalo Interface

The Builder Canvas is where all the action happens. On the left-hand side, you’ll find the toolbar, which lets you add components, manage screens, and create databases for your app - perfect for setting up invoices and client records. As you build, make it a habit to use the Preview button to test how your app looks and functions.

Here’s a breakdown of the key tools in the left toolbar:

• Add Panel (+): Use this to add components or create new screens for your app.
• Branding: Customize your app’s color scheme and fonts here. Since these settings apply globally, it’s smart to choose them early on.
• Screens Tab: This shows all the pages in your app and their components.
• Database Tab: This is where you’ll set up collections to store data, like invoices or client details.
• Publish Section: Handles deployment of your app, whether it’s for the web or app stores.

At the top of the screen, you’ll notice some additional tools:

• App Switcher: Quickly toggle between different projects.
• Preview Button: Test your app live in a browser to see how it works in real time.
• Account Menu: Access help resources and account settings here.

One tip: Avoid working on multiple browser tabs while editing your app. This can cause issues with saving changes, so it’s better to stick to one tab at a time.

With these tools and tips, you’re ready to explore Adalo’s interface and bring your app ideas to life!

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Step 1: Building Your Database for Invoices and Clients

Creating a solid database is the backbone of your invoice app. In Adalo, this is done using Collections (essentially tables) and Properties (the fields within those tables), though you can also use Airtable as a database for more complex data management. For your app, you’ll need two main collections: one for invoices and another for clients.

Setting Up the Invoice Database

Start by opening the Database tab on the left sidebar. Click "+ Add Collection" and name it "Invoices." This is where all invoice details will be stored. Add the following properties:

• Invoice Number (Text or Number): This acts as a unique identifier for each invoice. Place it first, as Adalo uses the first property as the record label.
• Client: Add this as a Relationship property to link invoices to the Clients collection.
• Due Date: Use the Date property type, which formats dates as MM/DD/YYYY for US users.
• Subtotal, Taxes, and Total Amount: Set these as Number properties. This is important because Number types allow for automatic calculations, which you’ll configure later.
• Status (Text): Use this field to track whether an invoice is "Paid", "Pending", or "Overdue."

For monetary fields, set the number format to display values like $1,234.56. To ensure consistency, use the ROUND function in your formulas (e.g., ROUND(formula, 2)) so amounts always display with two decimal places.

Setting Up the Client Database

Next, create a collection called "Clients" to store customer details. Add these properties:

• Full Name (Text)
• Email (Text)
• Address (Text)
• Phone Number (Text): Store numbers in the standard US format, such as +1 XXX-XXX-XXXX.

Now, link the two collections by setting up a one-to-many relationship. In the Invoices collection, set the Client property to connect each invoice to a single client. This allows one client to have multiple invoices, while each invoice is tied to only one client. Adalo will automatically create a reciprocal property in the Clients collection - rename it to "Invoices" for better clarity.

This bidirectional relationship makes your database more dynamic. For instance, you’ll be able to view all invoices linked to a specific client or see which client an invoice belongs to. Once your database is ready, you can move on to designing app screens for a smooth user experience. When building your interface, be sure to include the three must-have screen types essential for any functional app.

Step 2: Designing Your App Screens

With your database set up, it's time to focus on creating an interface that's both functional and visually appealing. This step transforms your app into a practical tool for managing invoices and clients. Thanks to Adalo's drag-and-drop builder, you can design screens without needing to write a single line of code.

Building the Main Screens

Start by designing the key screens for your app. These include:

• A Dashboard to display important metrics at a glance.
• Client and Invoice Lists for browsing through records.
• An Invoice Detail screen for viewing specific invoice information.

Use Custom Lists to organize invoices by status, such as Paid, Pending, and Overdue. On your dashboard, include Summary Cards to highlight critical totals, like "Outstanding Balance: $12,450.75" or "Overdue Invoices: 3." Add a prominent "Create New Invoice" button to make adding invoices quick and straightforward.

Incorporate Forms to simplify data entry. Use number fields for inputting currency amounts, date pickers (formatted as MM/DD/YYYY) for due dates, and dropdown menus for selecting clients. These tools ensure accurate and efficient data collection. You can customize any element directly on the canvas, and with Magic Text, you can dynamically display data from your database - like client names or invoice totals - automatically.

Once your core screens are in place, focus on ensuring your design works seamlessly across different devices.

Making Your App Work on All Platforms

To make your app functional across web browsers, iOS, and Android devices, enable responsive design in the App Settings. Begin with a mobile-first approach and then adjust for larger screens. Use stacked containers and percentage-based widths to allow elements to adapt fluidly - for instance, setting invoice list items to take up 100% width on mobile and 50% on desktop.

Ensure buttons are easy to tap on smaller screens by making them at least 44x44 pixels. Test your design using the Preview App feature to see how it behaves on different devices. For real-world testing, use the "Share Your App" feature to generate a QR code and test it on actual hardware. Avoid fixed-width layouts, as they can lead to horizontal scrolling on smaller screens, which can frustrate users.

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Step 3: Adding Invoice Creation and Automatic Calculations

Set up invoice creation and automatic calculations to reduce manual errors and ensure invoices follow US-standard formatting.

Setting Up Invoice Creation Logic

Start by configuring the "Create New Invoice" button on your app's dashboard. Using Adalo's logic editor, assign a Create action to this button, which will generate a new record in your Invoices collection. Make sure your database includes two collections: Invoices and Line Items, connected through a one-to-many relationship. This setup allows a single invoice to contain multiple products or services.

Each line item should have Number properties to track quantities and prices. When users fill out your form with item details, the system first creates the Invoice record, then links the appropriate Line Items using the relationship property. To calculate totals for each line item, use Custom Formulas to multiply quantity by price, similar to how you would build a calculator app. For instance, if someone logs 15 hours at $85.00 per hour, the formula (Quantity) * (Price) will compute $1,275.00.

Next, calculate the subtotal by adding up all related line items. Apply an 8% tax by using the formula ROUND((Subtotal) * 1.08, 2). Once the logic is in place, focus on displaying these calculated amounts clearly.

Formatting Currency and Numbers

To ensure amounts are displayed correctly in US currency format, update the visual presentation. Format all values as $1,234.56. In Adalo's formula editor, wrap your calculations with ROUND(formula, 2) to avoid awkward decimals. Then, add the "$" prefix in your text component settings for proper currency display.

Enable automatic formatting for large numbers by inserting commas for thousands, so $15,000.00 is shown instead of $15000.00. This consistent formatting ensures your app looks professional and is ready to function seamlessly across different platforms.

Step 4: Managing Clients and Tracking Payments

Effectively managing clients and keeping track of payments is crucial for maintaining secure data and staying on top of invoices.

Setting Up User Login

Adalo simplifies user management with its built-in Users collection, which handles email/password registration, login, and password recovery automatically. To get started, create two screens: a Sign Up screen and a Login screen. Add form components to each screen and link the email and password fields to the properties in the Users collection. Adalo securely stores user credentials and creates a session as soon as someone registers.

To ensure data privacy, enable the "Logged-in Users Only" option for your Invoices collection. This setting restricts data access to authorized users. Next, establish a relationship between the Users collection and the Invoices collection using a one-to-many structure - allowing each user to manage multiple invoices. On your invoice dashboard, use Filtered Lists to show only records where the "User" matches the "Logged In User." This way, clients can view only their own invoices, keeping their data private.

"User authentication is the difference between an app and a website." - Adalo

With secure user sessions in place, you can confidently manage and monitor invoice data.

Tracking Invoice Payment Status

In your Invoices collection, add a Status property with options such as "Pending", "Paid", or "Overdue." Use color coding to make statuses visually distinct: green for "Paid", red for "Overdue", and gray for "Pending."

To simplify tracking, duplicate your invoice list and apply filters to display only "Overdue" or "Paid" invoices. If you're using Stripe for payment processing, you can set up a Custom Action to automatically update the Status to "Paid" when a transaction is successfully completed. This automation ensures that payment statuses are updated instantly and accurately.

Step 5: Sending Invoices by Email and Publishing Your App

Once your invoice app is up and running, the next steps are delivering invoices to your clients and making your app available to users.

Setting Up Email Notifications

Adalo offers Custom Actions to trigger external events, including sending emails. One of the most efficient ways to automate invoice delivery is by integrating Zapier. You can set up a workflow where a new invoice record automatically prompts an email. This email can include key details like the Invoice ID, Client Email, Subject, and Body text. To take it a step further, use a PDF generation service through Zapier to attach the invoice as a PDF.

Make sure to configure the automation with all necessary fields to ensure a polished and professional delivery. Before going live, switch your third-party integration keys from test mode to production mode. Test the entire process with sample invoices to make sure emails are sent correctly, complete with proper formatting and attachments.

"Adalo's app builder allows you to update your app without disrupting your users' experience." - Adalo

Once email notifications are set up to handle invoice delivery, you’re almost ready to launch your app.

Publishing to Web and App Stores

After automating invoice dispatch, the final step is preparing your app for public release. With your databases, user interfaces, and workflows in place, it’s time to wrap up the process and publish your app.

Adalo’s single-build system makes it easy to publish your app as a Progressive Web App (PWA) and as native apps for iOS and Android. Start by previewing your app in a staging environment, then configure your custom domain (available with paid plans starting at $36/month). To publish on app stores, you’ll need the appropriate developer memberships.

Design a standout app icon and take high-quality screenshots of your app’s key features, such as the invoice dashboard. Optimize the meta description with well-researched keywords to improve visibility on app stores. Keep in mind that Apple App Store reviews usually take 24 to 48 hours, while Google Play Store reviews might take a few days. Don’t forget to include visible links to your Privacy Policy and Terms of Service, as both app stores require these documents.

Adalo’s platform allows you to deploy your app as both a PWA and native apps for iOS and Android, all without the need for separate builds. This flexibility ensures a streamlined publishing process.

Conclusion

You've just explored the entire journey of creating an invoice app with Adalo - from structuring your database and designing intuitive screens to automating calculations, managing client information, and sending invoices via email. Every piece comes together to form a fully functional, no-code invoicing app that integrates backend, frontend, and actions seamlessly.

Adalo's track record speaks for itself. With over 1 million custom apps built, 2 million unique end-user accounts, and more than 20 million data requests processed daily, you're stepping into a platform that's been tested and trusted. In fact, Adalo apps have maintained an impressive average uptime of over 99% in the past year, ensuring your app will be dependable for your clients.

Make sure to preview your app frequently to catch any issues early. Start by publishing it on the web to gather user feedback before rolling it out to app stores. No-code platforms like Adalo can dramatically shorten development timelines, cutting them down from months to just weeks or even days.

Once your app is live, keep an eye on user behavior and leverage analytics to make iterative improvements. Whether you're a freelancer looking to streamline your billing or a business owner aiming to provide a polished invoicing system for your clients, this guide gives you the tools to bring your vision to life.

Adalo's capability to deploy your app as both a PWA and native app for iOS and Android from a single build ensures a streamlined and efficient process. This unified approach underscores the reliability and professionalism of your new invoicing solution.

FAQs

How does Adalo make building apps easy with its drag-and-drop tools?

Adalo’s drag-and-drop interface takes the complexity out of app creation. It lets you visually arrange components - like lists, forms, payment buttons, and navigation elements - right onto your app screen. The best part? No coding is needed! You can personalize colors, fonts, and icons to align with your brand, and linking components to your data is just a few clicks away. This means you can watch your app’s layout and functionality come to life in real time as you build.

With over 25 pre-designed components, Adalo simplifies tasks like creating responsive layouts and integrating native features such as Stripe payments. You can test interactions, adjust features, and add new screens seamlessly - all within the editor. These user-friendly tools make app creation quick, accessible, and flexible for anyone, even without coding experience.

What are the main features of Adalo's no-code platform for building an invoice app?

Adalo’s no-code platform lets you build a fully functional invoice app without writing a single line of code. Thanks to its intuitive drag-and-drop interface, you can easily incorporate over 25 pre-built components. These include Lists and Forms for organizing client and invoice details, Stripe-integrated Payments for seamless transaction processing, and date pickers to set and manage due dates effortlessly.

Adalo also comes with a built-in database to store invoices, client information, and even handle calculations. Need more flexibility? You can connect to external databases too. The platform supports user authentication, responsive app design, and even automated workflows - perfect for tasks like sending out email notifications or payment reminders. With these features, you can craft a professional invoice app that’s tailored to your specific requirements in no time.

How do I make sure my Adalo invoice app works well on all devices?

To make sure your Adalo invoice app works well on phones, tablets, and desktops, choose a responsive web app or Progressive Web App (PWA) project type. This ensures your app layout adjusts automatically to fit different screen sizes.

Use adaptive settings for components - set widths to 100% or enable stretch options so elements resize smoothly. Regularly test your app in Adalo’s preview mode to see how it appears on mobile, tablet, and desktop views. For a more accurate check, publish a test version and try it on actual devices. This lets you evaluate touch responsiveness, scrolling, and any device-specific features.

For mobile optimization, compress images, reduce animations, and simplify data queries to improve load times. If your app needs offline functionality or access to native features like the camera or GPS, enable the PWA option. This gives users a native app-like experience. Following these steps will help ensure your app runs effortlessly on any device.

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