Vendor EFT Onboarding Letters
The client-signed letter template that announces the move from checks to EFT and directs vendors to PBI's secure ACH enrollment form.
| Field | Value |
|---|---|
| Owner | Unassigned — needs an owner |
| Department | Accounts Payable |
| Effective date | Not set in source |
| Scope | The letter a client sends to its vendors when moving from check payments to EFT. Covers the template, the variables that change per client, and the deadline structure. Does not cover collecting or validating the banking details vendors submit — see the NACHA policy. |
| Source | Accounts Payable Department/3. Payment Processing/ — Vendor Letter (EFT Onboarding).docx, Ember Vendor Letter (ACH Onboarding).docx, ERC Brew Vendor Letter (EFT Onboarding).docx, plus two ERC Brew PDFs |
The letter comes from the client, not from PBI — it is signed by the client's owner or principal and refers to PBI as "my accounting partner." That framing matters: vendors are far more likely to act on a payment change announced by their customer than by a third party they've never heard of.
The source library holds three near-identical Word versions of this letter (a generic one plus Ember and ERC Brew variants) and two ERC Brew PDFs. They are consolidated here into one template with a variable table, so a change to the wording only has to be made once.
Variables to set per client
Fill each of these before sending. The Company ID is the one vendors most often get wrong, because it is not the client's business name.
| Variable | Description | Example |
|---|---|---|
| Client signatory | Name and email of the client owner signing the letter | Mike Arndt, mike@natmodusa.com |
| Effective date | The date after which no checks will be issued | 12/1/2025 |
| Submission deadline | The date vendor banking details must be received by — set it before the effective date | 11/15/2025 |
| Company ID | The identifier vendors must enter on the enrollment form | nationalmodular |
| PBI contact | The PBI accounting manager's name, email, and phone | Erica Willis, erica@yourprofitbuilders.com, +1 (316) 927-4630 |
Set the submission deadline at least two weeks before the effective date. Vendors who miss the deadline will not be paid until banking information is received, so a deadline that lands too close to the cutover creates a wave of payment escalations.
Letter template
Dear Vendor,
We hope this message finds you well. We are writing to inform you of an important
change to our payment process.
Effective {{EFFECTIVE_DATE}}, I have instructed my accounting partner, Profit Builders,
to no longer make payments via check. All payments after this date will be made
exclusively via Electronic Funds Transfer (EFT) with remittance details provided to you
through email.
To facilitate this transition, we are working to securely collect and manage vendor
banking information. In order to continue receiving timely payments, we kindly ask that
you complete Profit Builders' Secure ACH Enrollment Form (http://bit.ly/achenroll) as
soon as possible. Please see below for specific instructions as it relates to the form:
- Company ID: Please enter "{{COMPANY_ID}}"
- Account Classification: Please choose the appropriate classification as it relates
to your account needs.
Please submit your information no later than {{SUBMISSION_DEADLINE}} to avoid any
disruption in payment. Any vendors who have not submitted banking information by this
date will not be paid until their banking information is received so that they may be
paid via EFT.
If you have any questions or concerns about this transition, please reach out to my
Accounting Manager, {{PBI_CONTACT_NAME}}, directly at:
Email: {{PBI_CONTACT_EMAIL}}
Phone: {{PBI_CONTACT_PHONE}}
We appreciate your continued partnership and cooperation in helping us make our payment
process more secure.
Warm regards,
{{CLIENT_SIGNATORY_NAME}}
{{CLIENT_SIGNATORY_EMAIL}}Account classification reference
The letter asks vendors to choose an account classification. Include these definitions so vendors can self-select correctly rather than calling PBI.
| Code | Use for | Remittance detail |
|---|---|---|
| PPD | ACH transactions between a business and an individual — direct deposit of payroll or recurring bill payments. Requires consumer authorization. | Limited |
| CCD | ACH transactions between businesses — the common choice for vendor payments and corporate transfers. Requires a business agreement. | Minimal, with one optional addenda record |
| CTX | Complex business-to-business payments requiring detailed remittance information — used when multiple invoice details must accompany a transaction. | Thousands of addenda records |
Most vendor payments are CCD. Reach for CTX only when the vendor genuinely needs multiple invoices itemized on a single payment.
After a vendor enrolls
Enrollment through the form does not complete the setup. The submitted details still have to be validated:
- Validate the banking information by calling the vendor, ideally reaching someone other than the person who submitted the form. See the NACHA policy.
- Update the vendor master data in Intacct and set the Vendor Type to Bank File (or ACH, depending on the payment path).
- Record the validation date, the vendor contact, and the responsible employee on the vendor record.
Related documents
- Bank (NACHA) file payment processing policy — the controls governing everything vendors submit through this letter
- Enable ACH payments for a vendor — the Intacct configuration after validation
- Secure ACH Enrollment Form — bit.ly/achenroll