Accounts Payable Follow-Up Email Template (Copy/Paste + AP Info)

Most overdue invoices aren’t personal—they’re stuck in Accounts Payable. The fastest move is to send an AP-friendly email with the exact fields they need to release payment, then ask for the payment date.

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What to include for Accounts Payable (so it gets processed)

Invoice number: #{InvoiceNumber}
Invoice amount: {Amount}
Due date: {DueDate}
PO number (if any): {PONumber}
Vendor / legal name: {VendorName}
Vendor ID (if any): {VendorId}
Remit-to / payment details: {PaymentDetails}
Attachment: invoice PDF (optional but helpful)

Subject lines

AP: payment date confirmation — invoice #{InvoiceNumber}
AP status request: invoice #{InvoiceNumber}
Invoice #{InvoiceNumber} — payment status
Outstanding invoice #{InvoiceNumber} (due {DueDate})
Please confirm payment date — #{InvoiceNumber}

Email templates

Template 1 — AP status + payment date (best default)

Subject: AP status request: invoice #{InvoiceNumber}

Hi Accounts Payable,

Could you please confirm the status and expected payment date for invoice #{InvoiceNumber} ({Amount}), due {DueDate}?

PO: {PONumber}
Vendor name: {VendorName}
Vendor ID: {VendorId}
Payment details / remit-to: {PaymentDetails}

If you need anything else to process this, please let me know.

Thanks,
{YourName}
{Company}

Template 2 — “Who is the right AP contact?”

Subject: Who is the right AP contact for invoice #{InvoiceNumber}?

Hi {Name},

Could you point me to the right Accounts Payable contact for invoice #{InvoiceNumber} ({Amount}), due {DueDate}?
I’d like to confirm the payment date and provide any details AP needs.

Thanks,
{YourName}

Template 3 — Resend invoice + confirm payment date

Subject: Resending invoice #{InvoiceNumber} — please confirm payment date

Hi Accounts Payable,

Resending invoice #{InvoiceNumber} ({Amount}), due {DueDate}.
Could you confirm the payment date?

PO: {PONumber}
Vendor name: {VendorName}
Vendor ID: {VendorId}
Payment details: {PaymentDetails}

Thanks,
{YourName}
{Company}

When to switch to Accounts Payable (simple rule)

If you’ve emailed the client contact twice with no clear payment date → contact AP.
If the invoice is >5 business days overdue → contact AP with PO/vendor fields.
If AP confirms a date → stop escalating and follow up only if the date passes.

FAQ

Ask AP to confirm the payment status and the expected payment date. That turns a vague situation into a clear next step.

Accounts Payable Follow-Up Email Template (Copy/Paste + AP Info)

What to include for Accounts Payable (so it gets processed)

Subject lines

Email templates

When to switch to Accounts Payable (simple rule)

FAQ

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