Large companies don't just pay your invoice when it arrives — it goes through an internal approval chain. Understanding that process is the fastest way to cut 15–30 days off your payment time.
🐕 TL;DR
Get a PO number before starting work. Submit your invoice to the AP department, not just your contact. Reference the PO on every invoice. Then let Chaser handle automated follow-up so you don't have to chase manually.
Enterprise companies process hundreds or thousands of supplier invoices every month. Without a structured approval process, anyone could approve fraudulent invoices, overspend budgets, or pay for work that was never delivered. The approval process exists to prevent all three.
A typical enterprise invoice approval process flows like this:
Each step can add days. If your invoice gets stuck at step 1 because your contact is on holiday, you might wait 3 weeks before it even reaches AP. This process can easily add 15–30 days to your payment time beyond the stated terms.
When you win a new enterprise client, ask: “What's your invoice approval process? Who should I send invoices to, and do you need a PO number?” This single question saves weeks of confusion later.
A PO number is the single biggest factor in how fast your invoice gets approved. When a PO exists, AP can immediately match your invoice to an approved budget line — no approval chain needed. PO-linked invoices often get paid in under 10 days.
If the client says they “don't use POs for contractors” — push back politely. Ask if there's a budget code, cost centre, or job number you can reference instead.
Many freelancers email invoices to their project contact. That person then has to forward it internally — adding delay and risk. Instead, ask for the AP department email directly and CC your contact.
Large companies often have invoice portals (Coupa, SAP Ariba, Basware). Ask if one exists and register before your first invoice — late portal registrations can delay payment by a full cycle.
Most enterprise AP systems require PDF invoices with specific fields: your company name, address, tax number, invoice number, line items, and total. Some require Excel. Some require UBL XML for automated processing. Ask once — then save a template.
This sounds obvious but is frequently missed. Every invoice to an enterprise client should include the PO number prominently — in the header, in the line items, and in the invoice notes. If the AP system can't find the PO reference automatically, a human has to do it manually.
A Purchase Order is a promise from the buyer to pay a specific amount for specific work. Your invoice is the fulfilment of that promise. When they match — same PO number, same amounts, same line items — the approval process is largely automated.
| Scenario | Typical approval time |
|---|---|
| Invoice matches PO exactly | 3–10 days |
| Invoice has PO number, minor discrepancy | 10–20 days |
| Invoice without PO number | 20–40 days |
| Invoice submitted to wrong contact | 30–60+ days |
If your client says your invoice is “in the approval process”, don't just wait. Here's a timeline:
The key insight: your day-to-day contact often has no power to release payment. Go directly to AP.
Enterprise clients are not exempt from your payment terms. If your invoice says Net 30 and day 31 arrives without payment, Chaser's automated escalation kicks in — regardless of whether they're “in approval”.
This matters because it creates a paper trail and signals that you are tracking. Most AP departments respond faster when they know the freelancer has an automated system watching the due date. The first automated reminder on day 3 often triggers an internal “chase” that speeds the process up.
Add your enterprise invoice, set the due date, and Chaser sends professional escalating reminders automatically. Free for up to 3 invoices.
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An invoice approval process is the internal workflow a company uses to verify, authorise, and schedule payment of supplier invoices. Typically it involves the receiving manager confirming delivery, the finance team checking amounts against budgets, and the accounts payable (AP) department releasing the payment.
Typical enterprise invoice approval takes 7–30 days from submission. Without a PO number or submitted to the wrong contact, it can stretch to 45–60 days. Submitting to the AP department directly and referencing a PO can cut this to under 10 days.
A PO (Purchase Order) number is a reference code the buyer's company issues before the work starts. It links your invoice to an approved internal budget line. Invoices with a matching PO number bypass several approval steps and are processed significantly faster.
Contact the Accounts Payable (AP) department directly, not just your day-to-day contact. AP is the team that physically processes payments. Email them with your invoice number, PO number (if applicable), and submission date.
Yes. Tools like Chaser send automated escalating reminders even for enterprise clients on Net 30 or Net 60 terms. You set the due date; Chaser handles follow-up on day 3, 7, 14, and 30 after the due date — keeping you professional without you having to chase manually.