PO Mismatch Invoice Reminder Email Templates

PO mismatches are one of the easiest “invisible” payment blockers. Use this page to request the exact fix needed and get a scheduled payment date in writing.

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Full multi-email sequence plus templates and variations.

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When to use / when to send

Checklist / what to include

Invoice #{{InvoiceNumber}} and amount {{Amount}}
Due date {{DueDate}} and note: payment blocked by PO mismatch
Ask: which field is mismatched (PO #, line item, amount, vendor name, dates)?
Ask: who in AP owns the fix and the scheduled pay date
Include {{PayLink}} as alternate if they can override
Request a reply by {{ReplyByDate}}

How to use

Copy/paste templates

Hi {{Name}},

I’m following up on invoice #{{InvoiceNumber}} for {{Amount}} (due {{DueDate}}). We were told payment is blocked due to a PO mismatch.

Can you tell me exactly what doesn’t match (PO number, line item, amount, vendor name, dates) and what you need from us to correct it today?

Once corrected, please confirm the scheduled payment date. If an override is possible, payment can be completed here: {{PayLink}}.

Please reply by {{ReplyByDate}}.

Thanks,
{{YourName}}
{{Company}}
{{Phone}}

Hi {{Name}},

For invoice #{{InvoiceNumber}} ({{Amount}}) due {{DueDate}}, who in Accounts Payable is the owner for resolving the PO mismatch and scheduling payment?

Please forward to the correct owner and reply with the scheduled payment date once it’s queued. Link if you can process immediately: {{PayLink}}.

Reply by {{ReplyByDate}}, please.

{{YourName}}
{{Phone}}

Follow-up plan + common mistakes

If no reply in 24–48 hours: bump once asking for the specific mismatch field
Call AP and ask: “What prevents scheduling today?” then request a date
When you send corrected info, ask: “What date is it scheduled to pay?”
Do not accept “fixed” without a payment date
Avoid long threads—keep one clear question per message
If they can’t schedule, set {{DeadlineDate}} and escalate

FAQ

It means AP can’t match your invoice to their purchase order due to a field mismatch. Ask which field is wrong so you can fix it quickly.