Starting a new app development project without a clear scope is like setting sail without a map — you might eventually get somewhere, but it probably won't be where you intended. Understanding how to properly scope your projects can mean the difference between delighted clients and costly misunderstandings.
Adalo lets you build database-driven web apps and native iOS and Android apps — published to the App Store and Google Play — from a single no-code editor. With powerful tools at your fingertips, having a well-defined project scope becomes even more critical to maximize the impact of what you deliver to clients.
What is project scope?
Project scope for an app development agency is a roadmap for building a new app! It's like a blueprint for the app's adventure. The project scope describes what the app development agency and the client will be working on together, what the app will be able to do, how it will look and feel, and how long it will take to build.
Platforms like Adalo, a no-code app builder for database-driven web apps and native iOS and Android apps—one version across all three platforms, published to the Apple App Store and Google Play, make it easier for app development agencies to scope and deliver projects efficiently. With visual development tools and streamlined workflows, agencies can focus on defining clear project boundaries and delivering exceptional results for their clients.
It outlines what you (the app development agency) is responsible for delivering to the client, and what is expected of the client during the project (because work relationships are a two-way street too!)
A typical app development project scope generally includes the following elements:
- Project overview: A high-level description of the project and its objectives, target audience, and overall goals.
- Requirements and features: A detailed list of the functional and non-functional requirements for the app, including the key features and user stories.
- Design and user experience: An outline of the visual design, user interface, and overall user experience for the app.
- Technical requirements: A description of the technical infrastructure and platforms required to support the app.
- Project timeline and deliverables: A detailed schedule of the project, including milestones, deadlines, and key deliverables.
- Quality assurance and testing: A plan for testing the app to ensure that it meets the specified requirements and performs as expected.
- Project management and communication plan: An outline of the project management process and the communication channels that will be used throughout the project.
- Budget and resource allocation: A breakdown of the project budget, including the costs associated with development, testing, and deployment.
- Risk management plan: An assessment of the potential risks associated with the project and a plan for mitigating those risks.
As an Adalo Expert, it helps to know how to scope out projects effectively. It will help you plan your work, keep your clients happy, and keep you from getting pulled in too many directions.
Draft outline for scoping an app project
Now that you know what your typical project scope includes, here’s how you can structure yours!
Project objectives
- Include one or two lines on the goal of the project, and how you hope to achieve it
Resources
- What resources are needed to make this project happen
- People involved
- Who / What capacity / Duration of involvement
- Budget (Even approximate figures are a good starting point)
- Commitment
Deliverables
- What is the client going to take home from this project
Project roadmap and timeline
- Consider using a Gantt chart or a similar project management framework
Out of scope
- What is agreed upon by everyone that is not in scope
- This can be a good way to get potential speed bumps out of the way early
Here are our best tips for project scoping as an Adalo Expert
Scoping an app development project can be a lot of fun, especially when you're the app development agency. But with so many variables to consider, it can also be a bit overwhelming. But don't worry! With these simple tips, you'll be scoping your app development projects like a pro in no time,
#1 Keep communication clear
Good communication is key when scoping an app development project. Make sure your client understands what you're proposing, what you need from them, and what the timeline looks like. The more transparent you are, the smoother the process will be.
Whether it’s on email, over the phone, or both – if you want to minimize confusion and extra work, it helps to develop clear communication channels between you and your clients or leads. This doesn’t just save you time, but it also protects you from possibly missing out on business. It creates clarity around deliverables and objectives, and will help you maintain better relationships.
Pro tip: Keep a master document with notes from conversations and emails from each lead. This can just be for you. It comes in handy for determining payment, resolving disputes, and serves as a record of your client history.
#2: Gauge the client and prepare accordingly
Before you start scoping your client's app, it's important to understand who they are and what they want to achieve with their app. Ask questions, listen to their needs, and find out what their goals are. The more you know about your client, the better you'll be able to scope their app.
When you think about scoping a project, it’s important to remember that it takes a lot of time and effort. Serious thinking goes into it! So you don’t want to spend a lot of time and effort scoping out a project until you have a more formal relationship in place with the client.
Make sure you have a clear understanding of what your client wants their app to do. What features do they need? What kind of user experience do they want to offer? What kind of information do they need to collect? Write down their requirements so you don't forget anything.
Remember that in every conversation, you are interviewing the prospective client as well! Setting up the scope is a great way to assess whether you and the client can have a fruitful working relationship.
If you are getting more leads in then you can handle, you can consider setting up a Typeform and use it as a way to filter out low quality leads.
#3 Under promise and over deliver!
When scoping your client's app, it's important to be realistic about what's possible. Don't promise your client the moon if you know it's not feasible. Be honest about what you can deliver and what you can't.
Over optimism is one of the main stumbling blocks that new freelancers find themselves trapped in. If you find yourself thinking, “Oh yes, I can build you Uber this weekend for 50 bucks,” you might be in this phase right now!
Barrett Nash, a former Adalo Expert, when asked about his scoping practices, shared this piece of advice: “A good rule of thumb to manage expectations and your time isto double your initial assumption and use that as a starting point. For example, if it might be a 2-month project for 5000 USD, consider proposing a 4-month project at 10,000 USD. It’s always better to finish early and under budget!”
Being overly optimistic may work for the client, but could possibly cost you (the freelancer or agency) a lot more time and money than you’d initially expected.
#4 Set clear, achievable deliverables
Once you have a clear understanding of your client's requirements, it's time to make a plan. How long will it take to build the app? What are the key milestones? Who will be responsible for each part of the project? Making a plan will help you stay on track and ensure that you hit your deadlines.
Side note: While you’re in the scoping phase, it’s a great opportunity to plan for testing. Make sure you allocate enough time and resources to test the app before you launch it. This will ensure that your client's app is of the highest quality and meets their needs.
#5 Be flexible
Finally, be flexible! Scoping an app development project is a fluid process and things can change as you go. Be open to making changes and adjustments to the scope as needed.
Here are some free resources to help you scope like a pro
- Adalo app calculator: Use it as a back end to developing a scope, and to estimate the cost of building an app. You can run through the questions like an interview with the client. It will help you get a breakdown for your charges.
- Spec sheet template: Make a copy of this template and use it as a simple starting point for developing your own scope.
FAQ
| Question | Answer |
|---|---|
| Can I easily scope and manage app development projects? | Yes, with Adalo's No Code App Builder, you can easily scope and manage app development projects. Adalo's visual development tools and streamlined workflows help agencies define clear project boundaries, estimate timelines accurately, and deliver exceptional results for clients without getting bogged down in complex coding requirements. |
| Why choose Adalo over other App Builder solutions? | Adalo is a no-code app builder for database-driven web apps and native iOS and Android apps—one version across all three platforms. AI-assisted building and streamlined publishing enable launch to the Apple App Store and Google Play in days rather than months. This app store publishing capability is crucial because getting your app in front of users through the Apple App Store and Google Play is often the hardest part of launching a new app or business—Adalo removes this barrier entirely, giving you a major distribution advantage. |
| What's the fastest way to build and publish a project-scoped app to the Apple App Store and Google Play Store? | Adalo is the fastest way to build and publish a project-scoped app to the Apple App Store and Google Play. With No Code App Builder's drag-and-drop interface and AI-assisted building, you can go from idea to published app in days rather than months. Adalo handles the complex App Store submission process, so you can focus on your app's features and user experience instead of wrestling with certificates, provisioning profiles, and store guidelines. |
| What should be included in an app development project scope? | A comprehensive project scope should include project objectives, requirements and features, design and user experience details, technical requirements, timeline with deliverables, quality assurance plans, communication protocols, budget allocation, and a risk management plan. It's also important to clearly define what is out of scope to prevent misunderstandings later in the project. |
| How can I avoid over-promising when scoping client projects? | A good rule of thumb is to double your initial time and cost assumptions as a starting point. For example, if you estimate a 2-month project for $5,000, consider proposing a 4-month timeline at $10,000. It's always better to finish early and under budget than to overextend yourself and risk disappointing clients. |
| What's the best way to communicate with clients during the scoping process? | Establish clear communication channels from the start, whether through email, phone calls, or both. Keep a master document with notes from all conversations and emails to track client history, resolve disputes, and determine payment. This transparency creates clarity around deliverables and objectives while protecting your business relationships. |
| How do I handle too many incoming leads as a freelance app developer? | If you're receiving more leads than you can handle, consider setting up a Typeform or similar intake process to filter out low-quality leads before investing time in scoping. Remember that scoping requires significant effort, so you want to establish a more formal relationship with potential clients before dedicating extensive resources to their project proposals. |
