> ## Documentation Index
> Fetch the complete documentation index at: https://docs.timetracker.in/llms.txt
> Use this file to discover all available pages before exploring further.

# Export your data

> Download a complete copy of your TimeTracker workspace as JSON plus a CSV per entity. Who can request an export, what is inside it, and how long it takes.

You can take everything in a workspace with you, in open formats. Go to **Settings → Export** and click **Export all data**.

<Note>
  **Exports is a Pro feature.** On the Free plan the button carries a **Pro** label and clicking it explains what it needs. Export while you are still on Pro if you are planning to leave.
</Note>

## What is in the export

One download containing two views of the same data:

* **A single JSON file** with every record in the workspace, table by table.
* **A CSV per entity**, so you can open any part of it in a spreadsheet.

The JSON is versioned and always carries a key for every entity, even the empty ones, so its shape is predictable.

### What is covered

| Area                 | Included                                                                                                                               |
| -------------------- | -------------------------------------------------------------------------------------------------------------------------------------- |
| People               | Memberships, invitations                                                                                                               |
| Clients and projects | Clients, projects, sections, project shares, client approvals                                                                          |
| Tasks                | Tasks, comments, dependencies, attachments, task activity, estimate revisions                                                          |
| Rates                | Person rates, project member rates, exchange rates                                                                                     |
| Time                 | Time entries, running timers                                                                                                           |
| Money                | Budgets, task budgets, project financials, budget alerts, invoices, invoice lines, payments, expenses, invoice numbering and templates |
| Reports              | Saved views, project templates, scheduled reports                                                                                      |
| Notifications        | Notifications and notification preferences                                                                                             |
| History              | The audit trail                                                                                                                        |

### Two things worth knowing

* **Money is exported exactly as recorded.** Amounts are not re-formatted or rounded on the way out, so nothing drifts.
* **The CSVs are safe to reopen.** Cells that begin with a formula character are neutralised, so an imported `=cmd()` in a description cannot run when you open the CSV in a spreadsheet.

## How to export

<Steps>
  <Step title="Open Settings → Export">
    Under the **Data** group in the settings menu. The page is titled **Export** – "Take everything in this workspace with you, in open formats."
  </Step>

  <Step title="Click Export all data">
    The card lists what is included: clients, projects, time, rates, invoices and more, as JSON plus per-entity CSV.
  </Step>

  <Step title="Small workspace: the file downloads">
    You get a file named like `workspace-export-2026-07-31.json` straight away.
  </Step>

  <Step title="Large workspace: it is prepared in the background">
    A message says "Preparing your export. We'll notify you here when it's ready to download." Keep working – you do not have to stay on the page.
  </Step>

  <Step title="Download from your Inbox">
    When a background export finishes, a notification appears in your Inbox with a download link. The link is generated fresh for you when you click it.
  </Step>
</Steps>

## Who can export

Two things must both be true.

**1. You need the `data.export` capability.** Owners, admins and finance users hold it by default, and it can be granted to a custom role. Without it, **Export** does not appear in your settings menu at all.

**2. The Export all data button only enables for the workspace owner.** Under the button, the page says "Only the workspace owner can export all data."

So in practice, ask the owner. If you hold `data.export` but not ownership, you can reach the page and see what an export contains, but the owner runs it.

| Role                       | Sees the Export page | Can run the export |
| -------------------------- | -------------------- | ------------------ |
| Owner                      | Yes                  | Yes                |
| Admin                      | Yes                  | No                 |
| Finance                    | Yes                  | No                 |
| Project Manager            | No                   | No                 |
| Member, Contractor, Client | No                   | No                 |

<Note>
  The download link from a background export is scoped to the person who requested it, and only works while they still hold `data.export`. It is not a shareable URL.
</Note>

## Example

Maya Ellis is moving Northwind Studio's records into her accountant's system, and wants a full backup first.

1. She checks the plan at **Settings → Plan & billing**. Northwind is on Pro, so Exports is unlocked.
2. She opens **Settings → Export** and clicks **Export all data**.
3. Northwind is a busy 12-person workspace with years of time entries, so the toast says the export is being prepared.
4. She carries on approving invoices. A few minutes later a notification appears in her Inbox.
5. She clicks the download link and gets the bundle: one JSON file plus a CSV per entity – clients, projects, tasks, time entries, invoices, payments and the rest.
6. She opens `timeEntries` in a spreadsheet, and Sarah's 3 hours on "Homepage wireframes" are there with the exact \$300 billable value.

## Other exports in TimeTracker

This page covers the **full workspace** export. Individual screens have their own, narrower downloads.

| Export                | Where                                                         | Plan                  |
| --------------------- | ------------------------------------------------------------- | --------------------- |
| Full workspace bundle | **Settings → Export**                                         | Pro                   |
| A report as a file    | [Export a report](/reports/export-a-report)                   | Pro (`report.export`) |
| A timesheet           | [Export a timesheet](/timesheets/export-a-timesheet)          | –                     |
| Leave records         | [Export leave](/time-off/export-leave)                        | –                     |
| An invoice PDF        | [Download an invoice PDF](/invoicing/download-an-invoice-pdf) | Pro                   |

## Permissions

| Action                                | Capability                                                 | Roles by default      |
| ------------------------------------- | ---------------------------------------------------------- | --------------------- |
| See the Export page                   | `data.export`                                              | Owner, Admin, Finance |
| Run a full export                     | `data.export` **and** workspace ownership                  | Owner                 |
| Download a finished background export | `data.export`, and you must be the person who requested it | –                     |

Every full export is written to the workspace audit trail, with who ran it and when. The audit entry records that an export happened – it never records a rate, an amount or a cost.

## What happens next

* A small workspace downloads immediately. There is nothing to wait for.
* A large workspace gets a notification in the Inbox when the file is ready.
* Nothing in your workspace changes. Exporting is a read.
* You can export as often as you like.

## Common questions

<AccordionGroup>
  <Accordion title="Is exporting free?">
    No. Exports is a Pro feature. Export before a plan lapses, or upgrade for a period to take a copy out.
  </Accordion>

  <Accordion title="Can I export a single project or client?">
    The full export is workspace-wide. For a narrower slice, build a report and download it – see [Export a report](/reports/export-a-report).
  </Accordion>

  <Accordion title="How long does a background export take?">
    It depends on the size of the workspace. You are notified in your Inbox when it is ready, so you do not have to watch a spinner.
  </Accordion>

  <Accordion title="Can I share the download link with my accountant?">
    No. The link is scoped to the person who requested the export. Download the file, then share the file.
  </Accordion>

  <Accordion title="Does the export include attachments and receipts?">
    Attachment records are included. The files themselves are stored separately from the data bundle.
  </Accordion>

  <Accordion title="Are money amounts rounded in the CSV?">
    No. Amounts are exported exactly as recorded, so nothing drifts.
  </Accordion>

  <Accordion title="Does exporting delete anything?">
    No. It is a read. Your workspace is untouched.
  </Accordion>
</AccordionGroup>

## Troubleshooting

| Problem                                                                        | Cause                                       | Fix                                              |
| ------------------------------------------------------------------------------ | ------------------------------------------- | ------------------------------------------------ |
| No **Export** in the settings menu                                             | You lack `data.export`                      | Ask an owner or admin                            |
| The button is disabled and says "Only the workspace owner can export all data" | You are not the owner                       | Ask the owner to run it                          |
| The button shows a **Pro** label                                               | Exports needs Pro                           | Upgrade at **Settings → Plan & billing**         |
| "Export failed. Try again in a moment."                                        | The request did not complete                | Try again. If it keeps failing, contact support. |
| The download link says the file is unavailable                                 | The prepared file has expired or is missing | Run the export again                             |

## Related guides

<CardGroup cols={2}>
  <Card title="Your data" icon="database" href="/data/overview">
    Archive, Trash, delete and export.
  </Card>

  <Card title="Cancel or downgrade" icon="circle-minus" href="/billing/cancel-or-downgrade">
    Export before a plan ends.
  </Card>

  <Card title="Delete a workspace" icon="triangle-exclamation" href="/data/delete-a-workspace">
    Always export first.
  </Card>

  <Card title="Export a report" icon="file-export" href="/reports/export-a-report">
    A narrower slice of your data.
  </Card>

  <Card title="Free vs Pro" icon="scale-balanced" href="/billing/free-vs-pro">
    Why Exports sits on the paid side.
  </Card>

  <Card title="Roles and capabilities" icon="shield" href="/concepts/roles-and-capabilities">
    Who holds `data.export`.
  </Card>
</CardGroup>