Reminder Email for Unpaid Invoice Pending Approval

If your invoice is slow because it’s ‘pending approval’ with AP, use this reminder to get a clear payment schedule or status update. Stay focused on confirming the process, not placing blame.

Generate free preview

Starter

$39

One-time payment for a basic reminder pack.

Generate base pack

Pro

$89

Full multi-email sequence plus templates and variations.

Generate an overdue reminder pack

When to use / when to send

Checklist / what to include

Invoice #{{InvoiceNumber}} and {{Amount}}
Original due date {{DueDate}}
Ask for approval status or date
Pay link {{PayLink}} (if approval is done)
Reply-by date {{ReplyByDate}} for follow-up

How to use

Copy/paste template

Hi {{Name}},

Following up on invoice #{{InvoiceNumber}} for {{Amount}}, due {{DueDate}}. Can you confirm whether this is approved and scheduled for payment?

If still pending, please let me know if you need anything further. If approved, payment can be completed here: {{PayLink}}. Please reply by {{ReplyByDate}} with the status or expected schedule.

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

Note: These templates are for information only and not legal advice.

Follow-up plan + common mistakes

If they respond without a timeline, repeat ask for expected approval or pay date.
If AP is silent by deadline, escalate to process owner.
Don’t pressure with threats—just request clear steps.
Don’t assume approval just because it’s ‘in process’.
Don’t send daily reminders; allow at least 1 business day.

FAQ

Ask for the expected approval date or who can provide one. Clarity on timeline is the only real metric.