Payment Authorization Request Email for B2B Invoice

When a B2B invoice stalls at 'pending approval', you need clear confirmation—not just hopeful follow-ups. Use this to request direct payment authorization or a firm pay date from AP or the decision-maker.

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Full multi-email sequence plus templates and variations.

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When to use / when to send

Checklist / what to include

Invoice #{{InvoiceNumber}}, {{Amount}}, {{DueDate}}
Explicit ask: is this authorized to pay?
Pay link {{PayLink}}—for immediate action
Reply-by date {{ReplyByDate}}
Contact info: {{YourName}} at {{Company}}

How to use

Copy/paste template

Hi {{Name}},

We are following up on invoice #{{InvoiceNumber}} for {{Amount}} due {{DueDate}}. Could you confirm whether this is authorized for payment or waiting on any further approvals?

If it’s authorized now, payment can be made at: {{PayLink}}. Please reply by {{ReplyByDate}} with confirmation or the scheduled pay date.

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

Follow-up plan + common mistakes

If you get no reply by {{ReplyByDate}}, call or message the AP owner directly.
If they reply without a clear date or approval, repeat the ask—do not guess at status.
Don’t CC unrelated people unless chained delays persist.
Keep focus on approval and date, not on processing explanations.
Do not send more than one follow-up unless you escalate channel.

FAQ

Reply and ask for the exact date approval will be finished or the name of the person confirming authorization.