Example vendor notification to setup email address(es)

VENDOR/CONTACT NAME ,

__________ County is moving to an electronic accounts payable system which will automatically import invoices sent from approved vendors.  As part of this process, we ask that invoices be emailed to the County rather than sent via mail.  This will help to ensure invoices are promptly paid and easily tracked.

To begin, please provide the email address, or email domain name, from which invoices will be sent. Example: 'name@company.com' or the domain of '@company.com ' to your County email address for setup.  Note: please allow 3 days for your account to be active prior to submitting invoices electronically.

To submit invoices, going forward, simply email the County Department's accounts payable email address at:  _________________________________

Invoices should be in an electronic pdf format and should be attached in the email to optimize processing.  An electronic pdf means that the invoice originated from an electronic document and was not printed and scanned.  Please do not provide further instructions within the body of the email, for that information will not be maintained.  Please do not address the invoice to multiple email addresses.

When you submit an invoice, you will receive an email notification once the invoice is received and imported into the application.  This email will receive a unique link that you can use to check for invoice status updates.