If you handle payment of invoices in your company or are part of the account/finance team, then approval for payment emails falls in your ballpark.
Approval for payment email is an email sent to your employer or boss to request approval for payment.
Before sending an invoice approval email, there are boxes you must tick, i’s and t’s you must dot and cross, respectively. In this article, we will discuss all of this and include some samples to help you start writing your email.
What Is an Invoice Approval for Payment Email?
Approval for payment email is an email written to your boss regarding an invoice before or after the service is rendered, depending on the type of service or product.
These emails usually go straight to the person in charge of payment, but in some organizations, the invoice has to go through multiple approvals before it’s finally vetted for payment.
Tips to Bear in Mind Before Writing an Approval for Payment Email
Before sending an invoice approval letter, you must crosscheck and perform due diligence before writing to your boss. This way, you eliminate any back and forth and ensure the invoice is paid to avoid late fees or upsetting the vendor.
- Perform a quality check
Before sending the invoice in for approval, you must ensure you’re paying for a service rendered and, not only that it was rendered perfectly. Crosscheck the deliverables with what was eventually delivered, and make sure nothing was left out.
If you’re not part of the team specifically using the product or service, contact the team for confirmation.
- Reach out if there is any discrepancy
If after performing your check, you notice any discrepancy, reach out to the company or vendor before anything else. Based on their response, you can either send them a vendor termination letter or come to an agreement regarding the invoice.
- Email the right recipient
If you work in a large organization, there are chances that you could email the wrong person. And if they don’t respond to emails quickly, valuable time may be wasted before you realize you emailed the wrong person.
While you always ensure to message the right person, add that they get back to you as soon as possible. If there are penalties attached to late payment, also remember to reiterate that as well.
How to Write a Payment Request Email Sequence
- Confirm the right amount and account
When it comes to payments in general, getting the accounts wrong is a nightmare. Several things can go tremendously wrong. So, to ensure this error isn’t made, double-check to ensure you’re paying into the right account.
If you have a preferred payment method, also include this in your email and, more preferably, in your contract. This way, the vendor knows the account to send, and you reduce the chances of making a mistake.
Also, ensure the invoice contains the right amount correlated with the service rendered. If you are unsure of the right amount, contact the team or person(s) that actively used the service and confirm with them.
- Use the best medium
While this article is about writing an approval for payment email, sending an email may not be the best option. Depending on your company culture and preferred method of communication, emailing may not be the best option for a quicker response.
Although, for the sake of records, emailing may be the best option as it leaves a trail for reference purposes.
How to Write an Invoice Approval Email
Here’s a step-by-step guide on how to write invoice approval emails:
- Add the Context to The Subject Line
The subject line is one of the most important parts of your email, so you shouldn’t write it off-handedly. The subject line must cover what the email is about. An example of this is:
“Invoice Approval for Woculus.”
If the invoice is nearing or has passed the deadline, include a note of urgency in the subject line:
“URGENT: Invoice approval for Woculus.”
- Do Away with Introductions
You’re writing to your boss or manager, so there’s no need to be overly formal and include introductions. The recipient may be incredibly busy, and an introduction wastes time. Instead, be succinct and explain why you’re writing the email.
- Ask for Approval
Simply state that you’re sending the email to request their approval for payment. This shouldn’t be longer than it should be.
Also include that you’ve confirmed that the service was rendered and the product delivered. This way, they don’t have to waste valuable time confirming the invoice’s validity.
- Include only Relevant Information
When writing this section of your email, you should include the most important parts of the invoice. While the invoice should be attached to the email, the recipient may not have the time to go through the invoice, hence the importance of reiterating the information in the invoice.
- Request Feedback
In the closing of your email, include that you’re open to answering any questions or inquiries they may have. And also reiterate why they should reply promptly.
How to Reply Professionally To Vendors Requesting Payment
Invoice Approval Email Template One
Subject: Invoice Approval for (name of the vendor) Dear (Name of recipient), I’m sending this email to request approval to pay the invoice from (name of company) on (include date invoice was sent). Here are the details of the invoice: (include details of the invoice) I have contacted the (team that actively used the product or service), and they confirmed that the products were delivered and the invoice contains the correct amount. The invoice will be overdue in the next five business days, as a result, it is important that we pay it as soon as possible. Please let me know if you have any concerns or complaints. Kind Regards, (Your Name)
Invoice Approval Email for Overdue Invoice Template Two
Subject: OVERDUE: Invoice Approval for…
Dear (Name of recipient), I'm writing to request approval for payment of invoice (invoice number) from (name of the vendor) Here are the invoice details: We received the invoice on (date), as it has passed the due date. If we wait any longer before paying the invoice, we would be required to pay a 5% lateness fee. I have confirmed that the service was rendered as agreed. Please approve so I can proceed with paying the invoice. Please let me know if you have any questions or inquiries or if there's anyone I should reach out to instead. Thank you for your time. Kind Regards, (Your Name)
Invoice Approval Email Sample One
Subject: Invoice Approval for Woculus
Dear Boss, I’m sending this email to request approval for payment of the invoice from Woculus on 2nd June 2024. Here are the details of the invoice: Logo rebrand 5 Customized stickers New brochure design Custom Icons New Business card design Book cover design I have reached out to the marketing and design team, and they confirmed that the products were delivered and the invoice contains the correct amount. The invoice will be overdue in the next five business days, as a result, it is important that we pay it as soon as possible. Please let me know if you have any concerns or complaints. Kind Regards, Blessed Aimes
Invoice Approval Email for Overdue Invoice Sample Two
Subject: OVERDUE: Invoice Approval for Afrimash
Dear Ayo, I'm writing to request approval for payment of invoice 042 from Afrimash Here are the invoice details: 25-day-old chicks 5 Bags of animal feed 52 crates of eggs 1 tractor 20 Spades We received the invoice on 5th May 2024, as it has passed the due date. If we wait any longer before paying the invoice, we would be required to pay a 5% lateness fee. I have confirmed that the service was rendered as agreed. Please approve so I can proceed with paying the invoice. Please let me know if you have any questions or inquiries or if there's anyone I should reach out to instead. Thank you for your time. Kind Regards, Raven Wayne
Conclusion
When writing an invoice approval email, you must include all the relevant information in your email, as this speeds up the process and ultimately makes the process faster.