Overdue Invoice Approval Delay Escalation Request

If your invoice is late because of approval delays—not payment runs—this template is for you. Use it to escalate directly to the decision maker and demand a scheduled release date.

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When to use / when to send

Checklist / what to include

Invoice #{{InvoiceNumber}} and {{Amount}}
Due date {{DueDate}}
Reference to previous approval delay
Request for release date or immediate action
Pay link {{PayLink}} included

How to use

Copy/paste template

Hi {{Name}},

Invoice #{{InvoiceNumber}} for {{Amount}} (due {{DueDate}}) is delayed pending approval. Can you confirm when approval will be completed and the date payment will be released?

If payment can be made now, use this link: {{PayLink}}.

Please escalate to the appropriate approver if needed.

Thank you,
{{YourName}}
{{Company}}

Follow-up plan + common mistakes

Escalate to a manager or approver if AP can’t confirm date
Confirm any promised approval/release date in writing
Don’t accept endless 'pending approval' status—ask for specifics
If no clear date, switch to your escalation step after 2 days
Keep messages concise and focused on the release date

FAQ

Escalate your message to the actual approver or their supervisor for a direct answer.