When Kolleno is set up to host your invoice and credit note PDFs via SFTP, your SFTP server acts as the single source of truth.
Kolleno retrieves PDFs from there first and by default, if a file is missing, no PDF is shown. Kolleno can enable an optional fallback: if a PDF is not found on SFTP, Kolleno will retrieve it directly from your connected accounting system (e.g., Business Central, Xero, QuickBooks, or NetSuite). This works for both invoices and credit notes.
How It Works
Priority order:
SFTP server — always checked first
Accounting system — only used if the PDF is missing from SFTP
Once a file is added to your SFTP server, Kolleno automatically reverts to serving that version, the accounting system copy is never used when an SFTP file exists.
Steps
To enable the accounting system fallback for your account:
Contact your Customer Success Manager or reach out to Kolleno Support.
Request that the accounting_system_pdf_fallback be enabled for your account.
Once enabled, Kolleno will automatically use your accounting system as a backup whenever a PDF is missing from your SFTP server no further action is required on your end.
Key Rules to Know
SFTP always takes priority. If the PDF exists on your SFTP server, that copy is used.
Your accounting system is only a backup. It is never consulted when an SFTP file is present.
This setting is off by default. It must be explicitly enabled for your account.
Works for both invoices and credit notes.