Missing PO or Vendor Setup Delay Reminder Email

Stalled waiting for a PO or vendor ID? Use this direct email to unblock your invoice by prompting fast AP action. Get approvals moving without sounding pushy.

When to use / when to send

• You submitted your invoice but received notice a PO is missing
• The vendor setup process is holding up payment
• AP says setup is 'pending' but provides no completion timeline
• No vendor ID or PO after your initial follow-up
• You need a reference number for their system
• The invoice is approaching due or already past due
• See also: <a href="/seo-pages/vendor-setup-missing-info-email">Vendor setup info email</a> or <a href="/seo-pages/po-number-request-payment-reminder-email">PO number request template</a>

Checklist / what to include

• Invoice #[InvoiceNumber], amount [Amount], due [DueDate]
• Clear request: what info or PO is missing?
• Ask for timeline: when will setup/PO be issued?
• Original invoice and supporting docs attached
• Internal vendor contact details (if available)
• Reply-by date for action
• Pay link [PayLink] included in case early payment is possible
• Short subject line: 'Vendor setup needed' or 'PO required'
• Signature: [YourName] at [Company]
• Reference: <a href="/seo-pages/past-due-invoice-reminder-late-fee-warning">late fee warning template</a> if delays stretch

Copy/paste template

How to use this template

• Send after initial submission if there's any PO or setup block
• Reply promptly if AP asks for info—attach everything requested
• Escalate after 2 reminders with no clear timeline
• Offer to provide required info/certifications immediately
• Document each chase for compliance
• Include pay link even if they're waiting on setup
• For escalation tips see: <a href="/seo-pages/10-day-overdue-invoice-escalation-email">10-day escalation email</a>

Recommended timing / follow-up plan

• Initial: send as soon as you’re aware of missing PO/setup
• First follow-up: 2 business days later if no reply
• Second follow-up: escalate and ask for AP manager
• If due date is reached, request urgent update
• After setup is complete, resend invoice if required
• If setup stalls, consider phone escalation
• Reference: <a href="/seo-pages/accounts-payable-follow-up-email-template">AP follow-up template</a>

Best practices / common mistakes

• Always ask for estimated completion date, not just 'pending'
• Keep tone neutral and helpful, not frustrated
• Attach all paperwork at every step—reduces excuses
• Don't resend the same invoice without a new message context
• Confirm when setup/PO is done and reply back
• Avoid threatening collections at this early stage
• Single-thread your emails by invoice
• Check if pay link can be accepted pre-setup (rare, but possible)
• For further cases, link to: <a href="/seo-pages/accounting-reminder-email-to-vendor">accounting vendor reminder</a>

FAQ

Related templates

• Vendor setup missing info email
• PO number request payment reminder
• 10-day overdue invoice escalation email
• Past due invoice reminder + late fee warning
• Accounts payable follow-up email