Email Template: Vendor Alert

Subject: Important Update! New AP and Payment Processing Partner!

Dear [Vendor Name],

We are reaching out to inform you of an upcoming change to our accounts payable and payment processing system.

Effective [Kickoff Date], [Your Company Name] will begin transitioning to Ottimate, a new AP and payment processing partner. This change is part of our ongoing efforts to streamline our financial operations, improve payment efficiency, and ensure a more seamless experience for our valued vendors.

What this means for you:

• vCard Transactions: You may receive communication from Ottimate regarding your ability to accept credit card payments if you’re not already confirmed as a vendor in their vCard program (virtual credit card). If you ARE already an Ottimate vCard vendor, you can accept future payments to be issued via vCards.

• ACH Transactions: If you are unable to accept vCards and we plan to continue to facilitate payments via ACH, you may receive an automated invitation from Ottimate to confirm your ACH details. In the event that we already have your bank details on hand, we may complete the invite on your behalf to skip the extra step. 

• Check Transactions: If you are unable to accept vCards and we plan to continue to facilitate payments via checks, you can expect no change to the process except that our checks may look a bit different than usual.

We are committed to ensuring a smooth transition and do not anticipate any disruption to our regular payment schedule. Please do not hesitate to reach out with any questions or concerns during the transition. The Ottimate team can be reached at support@ottimate.com, and they are happy to assist!

Thank you for your continued partnership and support.

Best regards,

 [Your Name]
 [Your Job Title]
 [Company Name]
 [Phone Number]
 [Email Address]