How to make an app for a birthday party planner

Most birthday parties fall on weekend evenings, so on a busy Saturday you may have four setups across the city, each with a different theme, entertainer and return gift. A birthday planner app keeps each party's details, which props and theme kit go where, and who is paid what.

Updated 2026-11-09

Who uses the app

The owner and the setup team. If your decorators should see their party details and checklists on their own phones, connect your own Supabase database. Parents don't need the app; you confirm with them on WhatsApp.

The screens a birthday party planner app needs

Parties: Each booking: child's name and age, date, time, venue, theme, package, children expected and advance paid
Theme kits: Backdrops, props, cutouts and cake table items for each theme, and which party has them that day
Entertainers: Magicians, game hosts and other artists with their rates and the parties they are booked for
Setup checklist: What to carry and set up for each party, ticked off by the team at the venue
Return gifts: Gift items in stock, the price per child, and how many each party needs
Payments: Package price, advance, balance, and what you owe entertainers and vendors

Features worth asking for

A warning when a theme kit or entertainer is already booked at the same time
A setup checklist per party, made from the theme and package chosen
Return gift stock that goes down when a party is marked done
A party quote as a PDF to share with the parents on WhatsApp
A WhatsApp button with a ready message to the magician or game host with the address and time
A reminder from the phone the morning of each party, in the installed app

Where the data lives

If only you use the app, the data can stay on your phone. If your setup team uses it on their own phones, connect your own Supabase database; to take advances online, connect your Razorpay account as well.

How to make it with AppCub, step by step

Decide what the app does. List the screens you need, for example: Parties, Theme kits, Entertainers, Setup checklist, Return gifts.
Describe it to AppCub. Paste the request below, changed to your own business and details.
Check the plan. AppCub shows the screens and features it will build. Change them in the chat until they are right; seeing the plan is free.
Try it on your phone. The app runs live next to the chat. Scan the QR code to install it, and ask for changes.
Share it. Share it as a web link, an APK file, or publish it on Google Play from your own developer account.

Copy this request, change the details to match your birthday party planner, and paste it into AppCub:

Make an app for my birthday party planning business, Confetti Tales in Pune. Screens: parties, theme kits, entertainers, setup checklist, return gifts and payments. Each party has the child's name and age, date, time, venue, theme, package, number of children and advance. Theme kits (jungle, unicorn, superheroes, space) can't go to two parties at the same time; the same for each entertainer. Make a setup checklist from the theme and package. Reduce return gift stock when a party is done. Make a quote PDF and add a WhatsApp button to send entertainers the address and time. Pink and yellow colours.

Tips for a birthday party planner app

List every theme kit with its props before you start, so the clash warning knows what you own.
Write the setup checklist for your most popular theme first and copy it for the others.
Enter entertainers' rates as they charge them, per show or per hour, so the payment list matches.
Take a photo of each finished setup and attach it to the party record, ready for your next quote.
Ask AppCub for Hindi labels if your setup team prefers them.

What it costs

Describing your app and seeing AppCub’s plan for it is free.
A new app usually takes 60 to 110 credits. Start with the 2-day trial for ₹99 (150 credits, enough for one app and a few changes) or the one-time App Pack for ₹499. Starter is ₹1,599 a month for 700 credits.
Google Play needs a paid plan (it includes the Play Store bundle and your app’s signing key) and your own Google Play developer account, a one-time US$25 fee to Google.
Work that fails or is rolled back costs no credits.

See all plans

Good to know

The app doesn't send messages to parents or entertainers on its own, and it doesn't track the setup van. Messages go out when you tap the WhatsApp button.
AppCub builds Android apps. You can also share the app as a web link that opens on any phone; for the iPhone App Store, AppCub’s team can do it for you.

Questions

Can the app stop me from sending the same theme kit to two parties?

Yes. Ask for each theme kit to be booked by time, and the app warns if it is already out for another party.

Can my decorators tick off the setup checklist at the venue?

Yes. With your own Supabase database and sign-in, each decorator opens their party's checklist on their phone and ticks items as they go.

Can the app count return gifts?

Yes. Gifts in stock go down when a party is marked done, and you can see what to buy before a busy weekend.

Can I keep photos of each setup in the app?

Yes, you can attach photos to a party. If many photos should be seen by the whole team, connect the database so they are stored online.

Can parents pay the advance in the app?

If you make a parents' screen, they can pay through your own Razorpay account once Razorpay and Supabase are connected. Many planners simply send a UPI QR on WhatsApp.

Make your birthday party planner app

Seeing the plan is free. Building starts with a 2-day trial for ₹99.

Start building