Invoice Approval Stalled Reminder Email

If approval is holding up your payment, don’t wait for silence. Use this template to nudge for status or get a timeline, showing you track every step in the process.

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When to use / when to send

Checklist / what to include

Invoice #[InvoiceNumber] and [Amount]
Original due date [DueDate]
Reference previous approval request
Ask for updated status and timeline
Direct pay link [PayLink]

How to use

Copy/paste template

Hi [ClientName],

We’re following up on invoice #[InvoiceNumber] for [Amount], awaiting approval since [DueDate].

Please update on the approval status, and confirm if there’s anything needed on our end.

If already approved, here’s the payment link: [PayLink].

Let us know by [DueDate].

Best,
[YourName]
[Company]

Follow-up plan + common mistakes

Follow up every 2 business days until resolved.
If no answer after two nudges, escalate to another contact.
Don’t stop after a generic update—ask for specific dates.
Don’t approve your own invoice—let their process complete.
Document all steps in writing.

FAQ

Follow up after 2–3 business days of no movement or whatever is typical for this client’s process.