When Kolleno retrieves invoice PDF files from SFTP storage, it automatically sanitizes the file names to ensure they are compatible across systems and free from invalid characters.
What You Need to Do
You must notify Kolleno Support of the file naming format you want to use.
The format must use fields that Kolleno syncs with the invoice (e.g., reference number).
You can use a concatenation of fields, but the result must be unique per invoice.
⚠️ If your chosen format includes special characters (e.g., /, @, #, .), these will be replaced with underscores (_). For instance, if the invoice reference contains a slash.
Allowed Characters
Kolleno only allows:
Letters (
a-z,A-Z)Digits (
0-9)Underscores (
_)Hyphens (
-)
All other characters are automatically replaced with underscores when fetching the PDF from the SFTP.
Examples
Original Filename | Invoice Ref | Sanitized Filename |
| INV-001 |
|
| INV-001 |
|
| INV-001 |
|
| INV-001 |
|
When It Happens
Sanitization is automatic if:
Your company has SFTP invoice file retrieval enabled.
Kolleno pulls files from your configured SFTP location.
File names are generated using your agreed file format.
Why It Matters
Ensures compatibility across operating systems
Prevents file system errors
Guarantees predictable, consistent file naming