Frequently Asked Questions

Asana has never built native PDF export functionality despite years of user requests on their community forum. The built-in "Print" option produces poorly formatted output that captures the entire web interface -- sidebars, navigation, and all -- rather than generating a clean document.

This is a known gap in Asana's feature set. While Asana excels at task management, their focus has been on the in-app experience rather than document generation. Many project managers and agencies need to share project status with external stakeholders who don't use Asana, making PDF export essential.

Project PDF was created specifically to fill this gap, providing professional-quality PDF exports designed exclusively for Asana data.

PDF exports are essential for sharing project status with clients, stakeholders, and executives who don't have Asana access. Common use cases include:

• Client reporting: Send professional status updates to clients without giving them Asana access
• Executive summaries: Create concise project overviews for leadership reviews
• Time tracking invoices: Generate detailed time reports for billing and invoicing
• Project documentation: Archive project data in a portable, permanent format
• Stakeholder presentations: Share project progress in meetings without screen-sharing Asana

PDFs provide a universal, offline-friendly format that anyone can open, regardless of whether they use Asana.

Browser print-to-PDF captures the entire Asana interface -- navigation bars, sidebars, buttons, and all UI elements. The result is messy, hard to read, and unprofessional. It also only captures what's visible on screen, missing collapsed sections and paginated data.

Project PDF generates clean, purpose-built documents that contain only the relevant project data. Key differences:

• Clean layout: No Asana UI clutter -- just your project data in a professional format
• Complete data: Includes all tasks, subtasks, and details -- not just what's visible on screen
• Custom branding: Add your company logo, colours, and styling
• Structured format: Proper headings, tables, and page breaks
• Shareable links: Generate a link to share the PDF without email attachments

Asana2Go is a browser extension that exports Asana data to various formats. While it's been around for years, Project PDF offers several advantages:

• No browser extension required: Project PDF is a web app that works on any device
• Professional templates: Purpose-designed PDF layouts vs. generic formatting
• Custom branding: Add your company logo, colours, and headers/footers
• Time tracking reports: Dedicated time report format not available in Asana2Go
• Shareable links: Share PDFs via link without downloading and re-uploading
• Actively maintained: Regular updates and dedicated support

Project PDF focuses exclusively on producing beautiful PDF documents, rather than trying to be a general-purpose export tool.

Coupler.io and Skyvia are data integration platforms that can export Asana data to spreadsheets and databases. They're powerful but designed for data syncing, not document generation.

• Purpose-built for PDF: Project PDF creates formatted documents, not raw data exports
• No spreadsheet step: Go directly from Asana to a polished PDF -- no intermediate CSV/Excel
• Much simpler: Connect Asana, pick a project, click export. No data mapping or configuration
• Lower cost: Starting at $0/month vs. $49+/month for data integration tools
• Client-ready output: PDFs you can send directly to clients without further formatting

If you need raw data exports for analysis, Coupler.io and Skyvia are great choices. If you need professional PDF documents, Project PDF is the right tool.

Project PDF currently supports two export types:

• Task List exports: A comprehensive list of all tasks in a project, including task names, descriptions, due dates, assignees, completion status, custom fields, and subtasks. Tasks are organised by section, matching your Asana project structure.
• Time Reports: Detailed time tracking reports showing hours logged by task, team member, or date range. Perfect for client billing and internal time analysis.

We're actively working on additional export types including project summaries and timeline views.

Yes! When creating an export, you can toggle which fields to include. Available fields for task list exports include:

• Task name and description
• Due date and start date
• Assignee
• Completion status
• Custom fields (text, number, enum, multi-enum, date)
• Subtasks (with configurable depth)
• Section grouping

Templates save your field preferences so you can reuse the same configuration across exports.

Pro and Team plans include full branding customisation. You can personalise your PDFs with:

• Company logo: Upload your logo to appear in the PDF header
• Brand colours: Set primary and accent colours to match your brand
• Headers and footers: Customise text that appears on every page
• Template designs: Save multiple branded templates for different clients or purposes

Free plan users get a clean, professional default template without custom branding.

Currently, each PDF export covers a single Asana project. This ensures the output is focused and well-formatted. To export multiple projects, create separate exports for each one. Each export counts toward your monthly PDF limit based on your subscription plan.

Yes! Project PDF recursively fetches and includes subtasks in your exports. Subtasks are indented under their parent tasks, making the hierarchy easy to follow. You can configure the depth of subtask nesting to include in your export.

Note that deeply nested subtasks (beyond 3-4 levels) may affect formatting. We recommend keeping subtask depth reasonable for the best-looking output.

Not yet, but timeline/Gantt export is on our roadmap. Currently, the Asana API doesn't provide timeline-specific data in a way that translates well to PDF. We're exploring creative solutions to deliver this feature. In the meantime, task list exports include start dates and due dates, which can help convey timeline information in a tabular format.

Time reports pull data from Asana's built-in time tracking feature and format it into a professional PDF. You can view time entries:

• By task: See total hours spent on each task
• By team member: See how each person's time was allocated
• By date range: Filter to a specific period (e.g., last week, this month, custom range)

Reports include totals, breakdowns, and summaries -- perfect for client invoicing or internal time analysis.

Time tracking is a premium feature in Asana itself -- it's only available on Asana Business and Enterprise plans. Since Project PDF reads time entries through the Asana API, the data is only accessible if your Asana workspace has time tracking enabled.

If you're on Asana Premium or a free plan, the time tracking API endpoints return no data, so there's nothing for us to export. Task list exports work with all Asana plan levels.

Not currently -- the Asana API does not distinguish between billable and non-billable time entries. All time entries are exported as logged. If you use custom fields or naming conventions in Asana to track billable status, those will appear in the export, but automated billable/non-billable separation is not yet available. This is a feature we're exploring for a future update.

We offer three plans:

• Free -- $0/month: 3 PDF exports per month, 1 template, 7-day file retention
• Pro -- $9/month: 10 PDF exports per month, 5 templates, custom branding, 90-day retention
• Team -- $29/month: Unlimited PDF exports, unlimited templates, custom branding, 365-day retention

All plans include both task list and time report exports. See our pricing page for full details.

Each time you generate a new PDF document, it counts as one export toward your monthly limit. Specifically:

• Generating a task list PDF = 1 export
• Generating a time report PDF = 1 export
• Re-generating an export (e.g., to refresh data) = 1 additional export

Viewing, downloading, or sharing a previously generated PDF does not count as a new export. Your export count resets at the beginning of each billing cycle.

When you reach your monthly export limit, you won't be able to generate new PDFs until your billing cycle resets. You can still:

• View and download previously generated PDFs
• Share existing PDF links
• Edit your templates and settings

To generate more PDFs immediately, you can upgrade to a higher plan. The upgrade takes effect instantly and gives you the new plan's export limit.

The Free plan lets you try the core export functionality with 3 PDFs per month. While it doesn't include custom branding, you can see the quality and format of our PDFs before upgrading. If you subscribe to Pro and it doesn't meet your expectations, you can request a refund within 14 days.

Not currently -- we only offer monthly billing at this time. Annual billing with a discount is something we're considering for the future. All plans are month-to-month with no long-term commitment required.

No. We do not store your Asana project data. Here's exactly what happens:

• When you request a PDF export, we fetch the relevant tasks/time entries from Asana's API
• We use that data to generate the PDF document
• The source Asana data is immediately discarded from memory
• Only the generated PDF file is stored (based on your plan's retention period)

Your Asana tasks, projects, time entries, and workspace data are never written to our database. See our Privacy Policy for full details.

We use Asana's official OAuth 2.0 authentication flow. Here's how it works:

• You click "Continue with Asana" and are redirected to Asana's website
• You log in to Asana (if not already) and grant permission to Project PDF
• Asana redirects you back to Project PDF with a temporary authorisation code
• We exchange that code for an access token, stored in a secure httpOnly cookie

We never see or store your Asana password. The access token expires after 1 hour, at which point you'll need to re-authenticate. This minimises risk if a token were ever compromised.

Project PDF requests read-only access to your Asana data. Specifically, we access:

• Your profile: Name and email for account identification
• Workspaces: List of workspaces to let you choose which to export from
• Projects: Project names and structure for the export picker
• Tasks: Task details (name, description, dates, assignee, custom fields, subtasks) for PDF generation
• Time entries: Time tracking data for time report exports

We do not request write access. Project PDF cannot create, modify, or delete anything in your Asana account.

Yes. Generated PDFs are stored securely with the following protections:

• Unique URLs: Each PDF has a unique, unguessable URL
• Encryption at rest: Files are stored with server-side encryption
• Automatic deletion: PDFs are automatically deleted after your plan's retention period (7, 90, or 365 days)
• Access control: Only you can manage your exports (view, download, delete, share)

Note that shared PDF links are accessible to anyone with the link. Only share links with intended recipients.

Yes. All connections to Project PDF use HTTPS (TLS 1.2+), ensuring your data is encrypted in transit. This includes the connection between your browser and our servers, and the connection between our servers and Asana's API. We enforce HSTS (HTTP Strict Transport Security) in production to prevent downgrade attacks.

Project PDF works with all Asana plans:

• Asana Basic (Free): Task list exports work fully
• Asana Premium: Task list exports work fully
• Asana Business: Task list exports + time tracking reports
• Asana Enterprise: Task list exports + time tracking reports

The only limitation is that time tracking reports require Asana Business or Enterprise, since time tracking is an Asana premium feature.

Yes! Project PDF works with both Asana organizations and workspaces. When you connect your Asana account, you'll see all workspaces and organisations you belong to. You can export projects from any of them.

If you belong to multiple workspaces or organisations, you can switch between them when selecting a project to export.

Yes, but with limitations. Project PDF can only access projects that your Asana account has permission to view. If you're a guest or limited-access member:

• You can export projects you have access to
• Projects you don't have access to won't appear in the project picker
• Tasks in shared projects that are restricted to certain members may not be visible

For the most complete exports, use a full-access Asana account.

Yes! Project PDF supports Asana custom fields in task list exports. Supported custom field types include:

• Text fields: Displayed as-is
• Number fields: Displayed with formatting
• Enum (dropdown): Shows the selected value with colour coding
• Multi-enum: Shows all selected values
• Date fields: Formatted consistently with other dates in the export

Custom fields appear as additional columns in the task list, making your exports comprehensive and informative.