AP teams pay invoices they can match, approve and schedule - so the fastest way to get paid is an email that contains every reference they need in one place. This is the workhorse version; copy it, fill in the placeholders, attach the invoice, and send. Four more variants for specific blockers follow below.
Subject: Invoice [Invoice number] / PO [PO number] - now past due
Hello Accounts Payable team, Invoice [Invoice number] (PO [PO number]) for [Outstanding amount] was due on [Original due date] and is showing as unpaid on our side. Invoice number: [Invoice number] PO number: [PO number] Invoice date: [Invoice date] Amount: [Outstanding amount] Supplier: [Your company name], supplier ID [Supplier ID] I've attached a copy of the invoice. Could you confirm it is approved for payment and let me know the scheduled payment date? Thank you, [Your name] [Phone / email]
The 5 accounts payable email templates
1. Standard overdue invoice follow-up
When to use it: Your default AP email once an invoice passes its due date. Lead with reference numbers so AP can match it in their system instantly.
Checklist: Attach: copy of the invoice. Reference: invoice number, PO number, amount, due date.
Subject: Invoice [Invoice number] / PO [PO number] - now past due
Hello Accounts Payable team, Invoice [Invoice number] (PO [PO number]) for [Outstanding amount] was due on [Original due date] and is showing as unpaid on our side. Invoice number: [Invoice number] PO number: [PO number] Invoice date: [Invoice date] Amount: [Outstanding amount] Supplier: [Your company name], supplier ID [Supplier ID] I've attached a copy of the invoice. Could you confirm it is approved for payment and let me know the scheduled payment date? Thank you, [Your name] [Phone / email]
2. Request for a confirmed payment date
When to use it: AP has acknowledged the invoice but not committed to a date. Make the date the only ask so the reply is easy.
Checklist: Reference: invoice number, PO number, prior correspondence date. No new attachments usually needed.
Subject: Payment date for invoice [Invoice number]?
Hello [AP contact name], Thanks for confirming that invoice [Invoice number] (PO [PO number], [Outstanding amount]) is in your system. Could you share the scheduled payment date? If it's already in a payment run, the run date is all I need for our records. Kind regards, [Your name]
3. Missing purchase order or reference
When to use it: AP cannot process the invoice because a PO number or internal reference is missing or does not match. Fix their blocker in one email.
Checklist: Attach: corrected invoice. Reference: original invoice number, correct PO number, name of the person who placed the order.
Subject: Corrected reference for invoice [Invoice number]
Hello [AP contact name], I understand invoice [Invoice number] could not be processed due to a missing or mismatched purchase order reference. The correct reference is PO [PO number], approved by [Approver name] in your [Department] team. I've attached an updated copy of the invoice showing this PO number. Could you confirm the invoice can now be processed, and the expected payment date? The original due date was [Original due date], so I'd appreciate it being included in your next payment run. Thank you, [Your name]
4. Invoice not found in the AP system
When to use it: "We never received it" - the most common AP response. Resend everything and ask for receipt confirmation so it cannot go missing twice.
Checklist: Attach: invoice copy, proof of original delivery (send timestamp or portal submission ID). Reference: invoice number, PO number, original send date.
Subject: Resending invoice [Invoice number] - please confirm receipt
Hello Accounts Payable team, I understand invoice [Invoice number] is not showing in your system. I originally sent it on [Original send date]; it may not have reached you. I've reattached the invoice (PO [PO number], [Outstanding amount], due [Original due date]). Could you reply to confirm receipt, and let me know the expected payment date given the invoice is now past its original due date? If your team needs anything else to register it - supplier forms, bank verification, portal submission - tell me and I'll provide it today. Thank you, [Your name] [Phone / email]
5. Escalation after no response
When to use it: Two or more follow-ups have gone unanswered. Copy your business contact or the finance manager, summarize the history, and set a reply-by date.
Checklist: Attach: invoice copy. Reference: dates of each previous follow-up, invoice and PO numbers, total days overdue. CC: your business contact or finance manager.
Subject: Escalation: invoice [Invoice number] unpaid, [X] days overdue
Hello [Finance manager name], I'm escalating invoice [Invoice number] (PO [PO number]) for [Outstanding amount], now [X] days past its due date of [Original due date]. I contacted accounts payable on [date of first follow-up] and [date of second follow-up] but haven't received a payment date. A copy of the invoice is attached. Could you confirm by [reply-by date] when payment will be made? If there is an issue with the invoice, I'm happy to resolve it immediately - please just let me know what's needed. Regards, [Your name] [Your company name] [Phone / email]
AP attachment and reference checklist
Before any AP follow-up, confirm your email or attachments cover every item below. One missing reference can push payment to the next run cycle.
- Correct legal entity (bill the company name AP has on file, not the brand name)
- Invoice number
- PO number or internal reference
- Invoice date
- Due date
- Amount and currency
- Supplier ID (if you're registered in their system)
- Payment details (bank account, remittance email)
- Copy of the invoice attached as PDF
- Proof of delivery or approval, when relevant
- A named contact person and phone number
- Your requested payment date
AP follow-up timeline
Timeline: AP follow-up plan
- Day 1 Standard overdue follow-up to AP
- Day 4-7 Payment-date request (or blocker fix)
- Day 8-11 Second follow-up, CC your business contact
- Day 12-17 Escalation to finance manager
- Day 18-29 Firm reminder with reply-by date
- Day 30+ Final notice and formal past-due process
Related templates
- 2nd payment reminder email - when your contact is a person, not an AP inbox.
- Past due notice template - the formal notice format for 30/60/90 days.
- Invoice follow-up schedule - the day-by-day timing strategy.
- Final notice for an unpaid invoice - the last step before escalation.
- Invoice chasing software - tools that run this whole sequence automatically.
Stop chasing AP inboxes manually
ChaseAI drafts reference-complete follow-ups from your invoice and sends them on schedule until you're paid.
