Accounts Payable Phone Scripts for Unpaid Invoices

One good AP call can replace a week of email ping-pong. Use these scripts to confirm approval, uncover blocks, and get a scheduled payment date you can rely on.

When to use / when to send

• Use when you can’t get a scheduled payment date by email and the invoice keeps stalling.
• Best after 1–2 reminders where the reply is vague (“processing,” “AP handles it”).
• Goal is to obtain a specific scheduled payment date and the reason if it can’t be scheduled.
• Call during AP business hours and follow up with a written recap afterward.
• If the call reveals a missing item, fix it same day and request the new scheduled date.

Checklist / what to include

• Your identity: {{YourName}} from {{Company}} and callback {{Phone}}
• Invoice #{{InvoiceNumber}} and amount {{Amount}}
• Due date {{DueDate}} and current status (overdue)
• Key ask: scheduled payment date (not just “status”)
• Pay link {{PayLink}} ready to share if they can process immediately

Copy/paste templates

How to use these templates

Recommended timing / follow-up plan

• Call AP after two vague email replies or one week of silence
• Send an email recap immediately with invoice #{{InvoiceNumber}} and the agreed date
• If they can’t provide a date, request the blocker in writing
• Fix missing info the same day and ask for the updated scheduled date
• If delays continue, set {{DeadlineDate}} and move to escalation

Best practices / common mistakes

• Do: insist on a scheduled payment date, not generic status
• Do: ask “what prevents scheduling today?” to surface real blockers
• Don’t: leave the call without next steps and an owner
• Don’t: rely on verbal promises—confirm by email
• Do: keep the tone professional; AP responds to clarity

FAQ

Related templates

• Accounts payable status check email
• Vendor setup missing info email
• Payment confirmation request email
• Collections warning email before collections