That Invoice Is How Old? (2025 Edition)

Have you ever picked up the phone, only to hear a vendor asking about payment on an invoice that's over a year old? You pause and think, "Who waits a year before following up?" But in the world of Accounts Payable, it happens more often than we'd like to admit.

Here are some of the top reasons we still see aging invoices turn into sudden payment requests:

1. The invoice was never properly submitted to AP.
In many cases, the invoice was sent to the purchaser instead of the centralized AP inbox—and never forwarded. Some organizations still lack the internal controls to ensure invoices reach AP on time.

2. Missing or incomplete documentation.
Vendors fail to include vital contact information or don't send a completed W-9 form. No W-9 = no payment.

3. Outdated vendor information.
"We mailed it to your old address." Sound familiar? AP teams move, but vendors don’t always get the memo.

4. Lack of follow-up.
Sometimes, vendors assume that sending the invoice once is enough. If it disappears into the void, they may not notice until their year-end reconciliation.

But let’s not pretend AP is always perfect either. This is where technology, clear processes, and communication come in.

Here’s what our community had to say over the years:

R.G. shared:
"I've had to tell many vendors and employees countless times to send invoices to our centralized A/P email. They still don't do it. So now I say: 'You want to get it paid? Send it to A/P.' Otherwise, we can't take responsibility for payment delays."

R.E. added:
"It's about educating your suppliers. We remind vendors at year-end to send in any old invoices, and warn that anything over a year old will be questioned."

N.S. commented:
"This highlights the need for audit trails and vendor setup controls. Don’t issue payments without verified contact info and a W-9."

Let’s open the floor again in 2025.

What’s the strangest excuse you've heard for a late invoice submission?

Drop your stories and insights in the comments below or join the conversation at APPG on LinkedIn.

---

Inspired by our classic 2016 post, this updated article highlights new perspectives and best practices in AP.