Invoice Rejected by Accounts Payable: Fix-and-Resubmit Email

A rejection is not a refusal to pay—it is usually a missing PO, wrong format, or wrong vendor portal field. Get the exact reason in writing, fix it once, and resubmit a clean package.

What to gather first

• Screenshot or forward of the rejection notice (reason codes matter).
• PO number, cost center, and the AP contact who owns the queue.
• Your original invoice PDF plus W-9 / banking details if they asked.
• Portal URL and any required fields you left blank the first time.

Free template: ask for the reject reason

Replace every [bracket] before sending.

Hi [AP Contact / Client Name],

I saw invoice [Invoice #] ([Amount], due [Due Date]) was rejected in [Portal / system].

To resubmit correctly today, please reply with:
1) The exact reject reason / code
2) Required PO / job / cost center
3) Preferred file format or portal fields I must complete

I will send a corrected package the same day so payment can stay on [Original Due Date or New Date].

Thanks,
[Your Name]
[Your Business]

Free template: resubmit after the fix

Replace every [bracket] before sending.

Hi [AP Contact],

Resubmitting invoice [Invoice #] for [Amount] for [Project / PO #].

Attached / uploaded:
• Corrected invoice PDF
• [PO #] referenced on line 1
• [W-9 / banking / portal confirmation]

Please confirm it is in the queue and the expected pay date. Happy to adjust anything else the same day.

Thanks,
[Your Name]

How to avoid a second rejection

• Mirror their PO number on the invoice header exactly as they store it.
• Ask once for a sample "good" invoice from another vendor if rules are unclear.
• CC the project owner so the business side unblocks AP if needed.
• If they go silent after rejection, follow up in 3 business days with the same checklist.

Free mini-pack: 3 more follow-up templates (HTML + PDF), no signup.

Related guides

• Email accounts payable unpaid invoice
• How to follow up on an unpaid invoice
• Net-30 still unpaid
• Client not responding to invoice
• Friendly reminder after due date

Practical communication guidance only, not legal advice. Payment terms, late fees, and collection options depend on your contract and jurisdiction.