Most GSTR-2B mismatches happen because suppliers don't file correctly. You have 6 days (14th to 20th) to fix these issues. This guide gives you ready-to-use templates for GST portal messages, emails, WhatsApp, and SMS to get suppliers to fix their filing before your deadline.
GSTR-2B Supplier Follow-up: Simple Communication Templates That Actually Work
Why You Need to Talk to Your Suppliers (And Fast)
Look, I'll be honest with you. Most GSTR-2B problems aren't because you made mistakes in your books. It's because your suppliers messed up their filing.
Maybe they used the wrong GSTIN. Maybe they forgot to file completely. Maybe they filed in the wrong month. Whatever the reason, you have exactly 6 days to fix it.
Here's the timeline that keeps me up at night:
- 14th: GSTR-2B gets generated
- 20th: You have to file GSTR-3B
- Days in between: 6
That's it. Six days to chase down suppliers, get them to correct their mistakes, and claim your ITC properly.
If you don't? You either claim ITC without support (hello, notice and 18% interest) or you reverse it unnecessarily (goodbye, working capital for a month).
I've learned that the suppliers who cause these problems never respond to just one type of message. So I use all four channels at once. Here's what works for me.
For the reconciliation process itself (how to actually find these mismatches in the first place), check out our GST audit summary sheets guide.
Communication Method 1: GST Portal Message
The portal has a built-in messaging system. I use it for one reason only: documentation.
When you send a message through Services → User Services → Communication Between Taxpayers, the system automatically sends an SMS and email to the supplier. That creates an official record.
Reality check: Most suppliers don't check their portal inbox. I get maybe 30-40% response rate through this channel.
When I use it: Only for amounts over Rs 50,000 where I might need proof later that I tried to contact them.
The full procedure is on the government website: https://tutorial.gst.gov.in/userguide/returns/Manual_communication.htm
I send this on Day 15, then immediately follow up with email and WhatsApp. Don't wait for a portal response.
Communication Method 2: Email
This is my main weapon. Email gives you space to explain the problem clearly, and it creates a paper trail.
I use the same email format for everyone, just change the details:
Two days before the deadline, if they haven't responded, I send this:
After the deadline passes, I document what happened:
Communication Method 3: WhatsApp Message
This gets the fastest response. People check WhatsApp constantly.
I keep it short:
For multiple invoices:
When they fix it, I always send a thank you:
Best practices: Send these between 10 AM and 5 PM. If no response in 24 hours, call them.
Communication Method 4: SMS Text Message
For suppliers who don't use WhatsApp or email much, I send an SMS. Has to be short (160 characters max):
I send these at 10 AM or 2 PM - that's when people actually read messages.
If they don't respond in 4 hours, I call directly.
How I Track All These Communications
I keep a simple Excel sheet with these columns:
| Supplier | Invoice | ITC Amount | Portal | Phone | Status | ||
|---|---|---|---|---|---|---|---|
| ABC Suppliers | INV001 | 12,000 | 15-Jun | 15-Jun | 15-Jun | 17-Jun | Resolved |
| XYZ Trading | INV045 | 8,500 | - | 15-Jun | 16-Jun | - | Pending |
Priority rules:
- Over 50,000: All channels same day (portal + email + WhatsApp + call)
- 10,000-50,000: Email + WhatsApp on Day 15, phone on Day 17
- Under 10,000: Email + WhatsApp only
Action triggers:
- No response in 2 days: Call
- No resolution by day 18: Reverse ITC and document
Frequently Asked Questions
Related Resources from Learn With Amrut
What I've Learned
After doing this every month for years, here's what actually works:
Start on Day 15. Not Day 17, not Day 18. Day 15. That gives suppliers time to fix mistakes before your deadline.
Use all channels at once. Don't do email first, then wait, then try WhatsApp. Send everything the same day.
Be polite but direct. Don't write long explanations. People are busy. Tell them exactly what you need and when you need it.
Follow up fast. If someone doesn't respond in 24 hours, call them. Don't wait.
Document everything. Save your emails, screenshot your WhatsApp messages, note your phone calls. During audits, this documentation proves you tried.
About 70-80% of my GSTR-2B problems get solved through this communication system. The other 20-30% are genuine disputes or suppliers with bigger problems - those need different handling.
For the reconciliation process itself (how to actually find these mismatches in the first place), check out our GST audit summary sheets guide.
Build this system once. Use it every month. Your ITC claims get cleaner, your audits get easier, and you spend less time chasing suppliers because they learn you're serious about deadlines.
For consulting services or questions about implementing this system, contact us here.