AP Invoice Processing Status Follow-Up Email

When invoices disappear into the AP queue, a targeted follow-up gets you clarity on approval and payment dates. Use this to check status without sounding impatient and get the next concrete step.

When to use / when to send

• When you haven't received a payment update for invoice # [InvoiceNumber] after sending it to AP.
• If AP stated it was 'processing' but there’s no movement after [DueDate].
• When you need to know which run or approval step it's in.
• If your previous outreach went unanswered for 3+ business days.
• After reminders go silent but before you escalate.
• Useful when AP portals show 'pending' but no pay date.
• If a cycle has passed and no confirmation is received.
• See also: <a href='/seo-pages/accounts-payable-follow-up-after-payment-run-day'>AP follow-up after payment run day</a> or <a href='/seo-pages/net-30-overdue-invoice-follow-up-sequence'>Net 30 follow-up sequence</a>.

Checklist / what to include

• Invoice # [InvoiceNumber], amount [Amount], and due date [DueDate] clearly referenced.
• Summary of when you submitted the invoice.
• Polite request for status update (processing, approval, run date).
• Ask for scheduled or anticipated payment date if known.
• Include pay link [PayLink] to simplify next steps.
• Reply-by date for accountability.
• Avoid multiple requests in one email.
• Direct contact name if known.
• Reference AP process or invoice portal if relevant.
• Attach the invoice if you haven't in prior thread.
• Phone number for quick coordination.
• See also: <a href='/seo-pages/accounts-payable-confirmation-request-email-template'>AP confirmation request</a> or <a href='/seo-pages/firm-payment-reminder-email-template'>firm reminder email</a>.

Copy/paste template

How to use this template

• Send as a direct reply in the original invoice thread.
• Keep the message brief and focused only on status—not justification.
• If AP responds with process language but no pay date, follow up asking for date specifics.
• Log each outreach for your records and follow up in 2–3 business days if silent.
• If you receive a date, reply confirming it in writing.
• See also: <a href='/seo-pages/no-response-follow-up-email'>no response follow-up</a> or <a href='/seo-pages/accounts-payable-follow-up-email-b2b'>B2B AP follow-up</a>.

Recommended timing / follow-up plan

• First send 2–3 business days after submitting invoice.
• If AP says 'processing' with no date, follow up weekly.
• If approved but no scheduled pay date, escalate after 1–2 cycles.
• If response is vague, ask for exact timing/confirmation.
• If no response at all, follow up with a polite bump after 48 hours.
• If portal shows 'paid' but no receipt, reference payment issued timing.
• See also: <a href='/seo-pages/5-day-after-due-no-response-email'>5-day no response template</a> or <a href='/seo-pages/final-payment-reminder-before-escalation'>final reminder before escalation</a>.

Best practices / common mistakes

• Always reference the invoice number and due date.
• Never assume AP will process automatically after submission—confirm every step.
• Space out reminders to avoid sounding demanding.
• Don’t CC too many people unless necessary.
• Don’t use aggressive language; keep the tone procedural.
• Avoid long explanation threads in a single email.
• Use one clear CTA per message.
• Attach the original invoice only when necessary.
• Keep all communication in the same thread for tracking.
• Never threaten escalation in a status request.
• See also: <a href='/seo-pages/invoice-reminder-email-to-accounting'>email to accounting</a> or <a href='/seo-pages/escalation-sequence-3-step-overdue-invoice'>3-step escalation sequence</a>.

FAQ

Related templates

• Missing PO / vendor setup delay email
• Resend invoice + payment request
• AP call phone script template
• Collections warning (soft notice)
• Partial payment follow-up template