When running workflows that send invoices via email, you may see workflow records stuck with this error message:
The accounting integration is temporarily unavailable. The workflow will automatically retry.
This article explains why these errors appear in your email send nodes and what happens next.
Why You're Seeing This Error
The error messages you see in the email send node are caused by accounting platform throttling that occurred earlier when the workflow tried to fetch invoice PDFs or files for email attachments.
The workflow will:
Pause sending for the affected records
Wait for the throttle window to expire
Automatically retry fetching the invoice PDFs
Clear the error message once the record is successfully updated
Resume sending emails with the correct attachments
You do not need to take any action. The system is designed to handle this automatically.
What Is Accounting Platform Throttling?
Accounting platforms like Xero, QuickBooks, and Sage implement rate limiting (also called "throttling") to protect their systems from being overwhelmed by requests. When workflows process multiple invoices simultaneously especially during bulk email sends Kolleno may temporarily exceed these limits while fetching invoice PDFs or attachments.
This is a normal operational behavior from the accounting platform, not an error with your integration or Kolleno.
Email Template Configuration: Critical Setting
Important: This error is directly related to your email template configuration.
If you have configured your email template to NOT send if invoice PDFs are not available, your workflows will not send emails when the accounting platform is being throttled.
Warning Message
When this setting is enabled, you will see a warning at the bottom of your email template configuration:
Your workflows will not send if the invoice PDFs are not available. We recommend that you select "Send if invoice PDFs are not available" if the PDF attachment is not critical to this email template.
This warning reminds you that emails will be blocked if PDFs cannot be retrieved from your accounting platform.