Q: How can system overload and rate limit errors be prevented when sending a large volume of invoices to Exact Online?
A: To prevent rate limiting errors when processing a high volume of invoices or tasks at once, a new configuration option for batch processing has been introduced.
This background queuing mechanism ensures compliance with Exact Online's API rate limits and manages tasks in batches to prevent system overload during high-volume submissions.
When activated, tasks such as submitting 100+ invoices for accounting synchronisation are no longer processed immediately. Instead, the "Send to Accounting" tasks are queued and processed asynchronously in batches.
This means that tasks such as submitting invoices may encounter a delay of around one minute during processing, depending on Exact Online's response time.
Important Note on Timing:
Processing Time: Because tasks are now placed in a queue, it may take slightly longer (a couple of minutes) before the invoices are fully synchronised with Exact Online. Immediate feedback, typical with previous quick submissions, will no longer occur.
Visual Status: While queued, the task status will temporarily display as an hourglass icon, indicating that the task is awaiting processing in the background queue.
Best Practice: Utilize the "fire-and-forget approach" by submitting invoices and continuing other tasks, as the system processes them automatically in the background.
Troubleshooting Unexpected Issues
If you believe there is an unusual delay:
Collect relevant details, such as example invoice numbers and submission timestamps.
Contact Qargo support with this information for investigation.
User Workflow Recommendations
To maximize efficiency:
Submit invoices in bulk where possible to leverage batching efficiency.
Monitor visual indicators like hourglass symbols to keep track of progress.
📚 This feature is enabled by default and, if required, must be manually disabled by your Onboarding Manager, Account Manager, or Support.