Auto-Generate Developer Invoices & Compliance Reminders with Jira and Gmail

📘 Description This automation streamlines developer billing and compliance tracking by integrating Jira, Gmail, and n8n into a single intelligent workflow. It fetches all project issues from Jira, calculates logged hours per team member, identifies missing time entries, and automatically generates professional invoice summaries — complete with text attachments — which are then emailed to each developer. The system ensures no time logs are missed, billing remains accurate, and finance teams receive transparent, auditable records — all without manual follow-ups.

⚙️ What This Workflow Does (Step-by-Step)

🟢 When Clicking ‘Execute Workflow’ Starts the entire billing and compliance cycle manually or on schedule.

📋 Fetch All Project Issues with Time Data Retrieves all Jira issues across projects, including: Time spent (seconds → hours) Assignee, project, sprint, and status info Priority and issue summaries This serves as the foundation for billing calculations and compliance checks.

📊 Aggregate Hours by Team Member Groups issues by assignee and calculates total hours logged per person. Outputs per-user data with: Name & email Total logged hours Full issue breakdown (status, sprint, priority) Forms the core dataset for both invoice creation and reminder logic.

⚠️ Identify Issues with Missing Time Logs Scans aggregated data to find issues where time = 0 hours. Generates HTML reminders with: Table of unlogged issues (key, summary, sprint, status) Personalized note urging time entry completion Only sends reminders to users who actually missed logs. Prevents manual follow-up and ensures billing accuracy.

💰 Generate Invoice Summary with Text Attachment Creates text-based invoice documents for each user with logged hours. Includes: Itemized issue breakdowns Hourly rate (default: $50/hr) Total hours & billing amount Auto-generated timestamp Exports invoices as text attachments (Invoice_{Assignee}.txt) in base64.

🔗 Combine Reminder & Invoice Data Streams Merges invoice data and reminder data into one unified stream, ensuring: All users (with or without logged hours) are processed Emails contain correct context and attachments Enables complete communication coverage in a single workflow.

🔧 Reconcile JSON & Binary Attachments Smartly merges JSON email metadata and binary invoice files post-merge. Handles complex data cases (missing binary or JSON) using fallback logic. Guarantees each email has a valid recipient and invoice attachment.

📧 Send Invoices & Reminders to Team Sends personalized emails to each developer with: Subject: project name Body: hours summary & reminder message Attachment: invoice text file (if available) Emails are automatically delivered via Gmail with audit trails.

🧩 Prerequisites Jira Software Cloud API credentials Gmail OAuth2 connection Configured hourly billing rate (default: $50/hr) Active n8n instance (self-hosted or cloud)

💡 Key Benefits ✅ Eliminates manual invoice generation ✅ Ensures accurate time tracking & compliance ✅ Sends automated reminders for missing hours ✅ Provides transparent, auditable billing communication ✅ Saves finance & project teams hours of manual effort

👥 Perfect For Tech & IT service companies billing by developer hours Project managers tracking time compliance Finance teams ensuring timely invoicing Agencies managing multiple sprint-based projects