Missing PO or Vendor Setup Delay Follow-Up Email

Unpaid invoices due to missing PO or vendor setup are common, but easily solved with the right nudge. Send this to get clarity on the delay and unlock payment approval now.

When to use / when to send

• If payment is delayed because a PO is missing for invoice # [InvoiceNumber].
• When vendor setup is cited as reason for payment hold.
• Immediately after receiving notification of 'pending vendor setup'.
• When AP says they'll pay, but setup stalls for multiple cycles.
• After your initial approval but before an escalation.
• When payment timeline is unclear due to setup steps.
• If you've sent documents and have no status after 5 days.
• See also: <a href='/seo-pages/accounts-payable-follow-up-after-payment-run-day'>AP follow-up after run day</a> and <a href='/seo-pages/invoice-reminder-email-for-payment-run-date'>reminder for payment run date</a>.

Checklist / what to include

• Reference invoice # [InvoiceNumber] and [Amount].
• State due date [DueDate] and reason AR gave (PO or setup).
• Reference the date and method you submitted paperwork.
• Politely ask if anything is missing.
• Include pay link [PayLink] in case it's already cleared.
• Request confirmation of next pay run date.
• Express appreciation for help in resolving speedily.
• Attach compliance docs again if helpful.
• Phone contact if they want to call.
• Reply-by date for next update.
• See also: <a href='/seo-pages/vendor-setup-missing-info-email'>missing info vendor setup</a> or <a href='/seo-pages/invoice-reminder-email-for-approval-hold'>approval hold reminder</a>.

Copy/paste template

How to use this template

• Send once you learn of missing PO/setup as the pay block.
• If you already sent paperwork, remind them of the date.
• Attach everything in one PDF if you re-send documents.
• Reply directly to the thread for audit trail.
• If the reply gives a date, confirm it and schedule follow-up.
• If nothing after 2–3 days, escalate using your process.
• See also: <a href='/seo-pages/no-response-follow-up-email'>silent response follow-up</a> or <a href='/seo-pages/accounts-payable-confirmation-request-email-template'>AP confirmation request</a>.

Recommended timing / follow-up plan

• First email within 24 hours of learning PO/setup is outstanding.
• If no update in 2 business days, send a gentle bump.
• Attach all docs again on second send if needed.
• If approval is ‘soon’ but no firm date, request clearance date.
• If still delayed, escalate to AP manager or main contact.
• If cleared, confirm and move to pay confirmation follow-up.
• See also: <a href='/seo-pages/payment-request-email-for-deposit-invoice'>deposit request</a> or <a href='/seo-pages/final-demand-payment-email-deadline'>final demand deadline</a>.

Best practices / common mistakes

• Be factual, not frustrated: restate who/when submitted docs.
• Don’t assume they’ve seen attachments—resend if needed.
• Outline all items submitted for ease of review.
• Avoid CC’ing unrelated roles unless escalation is needed.
• Keep thread focused on clearance—not payment schedule yet.
• Only escalate if all documentation was correctly sent.
• Ask for confirmation or target approval date in writing.
• Don’t reattach files with each follow-up unless requested.
• Use segmented PDFs for large paperwork sets.
• See also: <a href='/seo-pages/invoice-reminder-email-for-bank-details-change'>bank details change reminder</a> or <a href='/seo-pages/accounts-payable-follow-up-email-b2b'>B2B AP reminder</a>.

FAQ

Related templates

• AP invoice processing status
• Vendor setup missing info email
• Invoice approval hold reminder
• Invoice reminder to new AP contact
• Accounts payable confirmation request