Vendor Setup Missing Information Email Templates

Many overdue invoices aren’t “refused”—they’re stuck in vendor setup or missing fields. Use these templates to uncover what’s missing and get a scheduled pay date fast

When to use / when to send

• Use when Accounts Payable says payment can’t be processed due to vendor setup or missing details.
• Also useful when the contact goes quiet—missing info is a common reason.
• Send as soon as you suspect a setup issue, not weeks later.
• The goal is to get a concrete list of missing items and a new scheduled pay date.
• If they don’t respond, call and ask what exact fields are needed using {{Phone}}.

Checklist / what to include

• Invoice #{{InvoiceNumber}}, amount {{Amount}}, due {{DueDate}}
• A direct question: what exact information is missing?
• A request for the new scheduled payment date once info is provided
• Payment link {{PayLink}} if they can pay without setup
• Reply request by {{ReplyByDate}}

Copy/paste templates

Recommended timing / follow-up plan

• Send vendor-setup email as soon as you suspect a block
• If no reply in 24–48 hours, follow up with a short bump
• Call AP and ask for the exact missing fields and the owner name
• Once you send the missing info, request a scheduled payment date immediately
• If they won’t confirm a date, set a deadline using {{DeadlineDate}}

Best practices / common mistakes

• Do: ask for an exact list of missing fields (not “what’s the status?”)
• Do: request the scheduled payment date after the fix is delivered
• Don’t: resend long threads—keep the request operational and short
• Don’t: assume setup is the only issue if they avoid giving specifics
• Do: keep {{PayLink}} available in case they can pay without setup

FAQ

Related templates

• Accounts payable status check email
• Second notice overdue invoice email
• Payment confirmation request email
• Collections warning email before collections