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Invoice generator (Download invoice)

Resource Management for Jira includes a Download invoice capability for time-and-material billing. It exports invoice-ready actuals (based on Jira worklogs) for one selected project and a selected date range.

This feature is available in Timesheets → Project view.

Who can use it​

The invoice generator is available to users who can access Timesheets → Project view:

RoleCan export invoices?
Instance Admin✅
Resource Management for Jira App Admin✅
Project Manager✅ (managed projects only)
Team Manager❌ (Team view only)
Viewer❌

What it exports​

Depending on the options you select, the export can include:

  • Summary (always included)
    • One row per resource on the selected project
    • Hours aggregated by day, week, or month
    • Totals and (optionally) overtime and cost totals
  • Details (optional)
    • A worklog-level breakdown (date, person, task key – task summary, comment, hours)
    • Optional Extra field column when you choose an issue field in the dialog. This can get handy for projects in Jira Service Management where some other fields are used to distinguish between various activities, e.g. "Client" or "Components"
  • Rates (optional, XLSX only)
    • Effective rate segments (standard / overtime / weekend) overlapping your selected date range

Formats:

  • XLSX: Summary + optional Details + optional Rates
  • CSV: Summary only

Key concepts (important for correct billing)​

  • Single project, explicit range: you always export for one project and a From/To date range.
  • Range limit: the selected date range must not exceed 92 days.
  • Submitted vs approved hours:
    • Submitted: what users submitted (including entries pending review).
    • Approved: what has been approved (useful for strict billing/compliance).
  • Overtime (when enabled): overtime can be exported as a separate column when you enable the “Show overtimes” option.
  • Effective rates: if you include rates/costs, the export uses effective rate periods (standard/overtime/weekend) maintained in Team Management by Team Managers.

How to generate an invoice (step-by-step)​

  1. Open Timesheets.
  2. Switch to Project view.
  3. Click Download invoice in the header.
  4. In the dialog:
    • Select From and To dates (max 92 days)
    • Select the Project (required)
    • Choose Format (XLSX or CSV)
    • Choose Aggregate data (day/week/month)
    • Choose Submitted or Approved hours
    • Optional: enable Include worklog details
    • Optional: enable Include effective resource rates (adds rates and costs)
    • Optional: enable Show overtimes (if overtime tracking is enabled)
    • Optional: enable Include extra field and select a Jira issue field (for example, Components or a custom field). The value of that field is looked up live for each issue and shown as the Extra field column on the Details sheet.
    • Optional: enable Apply saved filter when Timesheets currently has a Jira saved filter selected. The invoice will then only include worklogs whose issues match that saved filter (subject to the project + date range).
  5. Generate/download the file.

Notes and limitations​

  • Timesheets grid filters (resource name, title, team) are not applied to invoice exports. The export scope is defined by the selected project, date range, and (for Jira only, when enabled) the currently selected saved filter.
  • When Apply saved filter is enabled, the app resolves the saved Jira filter to issue keys and uses those keys to restrict the invoice worklogs. For performance and stability, very broad saved filters are rejected: if the filter matches more than the allowed issue cap, the UI shows a business error message and the filter cannot be applied.
  • Team view is out of scope: invoice export is provided only for Project view.
  • If approvals are not enabled (or no approvals exist), Approved exports may contain fewer hours than Submitted exports.