Reminder Email for Invoice Awaiting Final Approval

Sometimes the last hold-up is waiting for the final approval step. Use this reminder to gently prompt your contact for a timeline and confirm when {{InvoiceNumber}} for {{Amount}} will be cleared.

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When to use / when to send

Checklist / what to include

Invoice #{{InvoiceNumber}} and amount {{Amount}}
Current approval status (if provided)
Request for next approval or pay date
Direct pay link {{PayLink}} in case it moves quickly
Kind ask for update or expected timeline

How to use

Copy/paste template

Hi {{Name}},

Checking on invoice #{{InvoiceNumber}} for {{Amount}}—can you confirm if it’s still pending final approval?

If it’s cleared or sent for scheduling, could you share the estimated pay date? If payment is ready, here’s the link: {{PayLink}}.

Let me know if I should contact anyone else about this.

Thanks,
{{YourName}}
{{Company}}

Follow-up plan + common mistakes

If no answer, reply once more after 2 business days
If they reply ‘awaiting approval’, ask for expected date
Don’t pressure the AP contact over chain-of-command delays
Don’t add unrelated managers to CC unless requested
Don’t delay escalation more than a week after status stuck

FAQ

Only if the AP contact suggests it or you have worked with the manager previously.