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How do you train your staff to recognize and report suspicious invoices or payment requests?

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Invoicing is a crucial part of any business, but it can also expose you to various types of fraud. Scammers may try to trick you into paying fake invoices, diverting funds to their accounts, or compromising your data. To protect your business and your customers, you need to train your staff to recognize and report suspicious invoices or payment requests. Here are some tips on how to do that effectively.

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Becky Dwyer

Accounting Technician at Accountability Edinburgh

1 Know the common signs of invoice fraud

Invoice fraud can take many forms, so it is important to watch out for signs such as invoices from unknown or unverified vendors, those with unusual amounts, dates, terms, or payment methods, or those that ask to update bank details. Additionally, be wary of invoices containing errors, typos, poor grammar, or lacking essential details. Invoices that pressure you to pay urgently, threaten legal action, or offer discounts for early payment should also be considered suspicious. Finally, pay attention to invoices coming from unexpected or unfamiliar email addresses, domains, or attachments with links or requests to download files.

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Becky Dwyer

Accounting Technician at Accountability Edinburgh
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Remember: no legitimate business expects you to pay by using gift cards. And if you hear the word bitcoin you should definitely think twice!

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2 Verify every invoice before paying

Verifying every invoice before paying is the best way to prevent invoice fraud. Start by checking the sender's identity and contact details, and then compare the invoice with your purchase orders, contracts, and previous invoices. Make sure to confirm the bank details and payment instructions with the vendor, and use a secure and traceable payment method. Additionally, review the invoice for any red flags or anomalies, and ask for more information or clarification if needed. Lastly, keep a record of every invoice and payment, and reconcile them regularly with your bank statements and accounting software.

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Becky Dwyer

Accounting Technician at Accountability Edinburgh
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When you check bank details, always use a third method of contact, don't call the number on the email or invoice. You can call your sales rep, or you can just google the business and get the number that way.

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Becky Dwyer

Accounting Technician at Accountability Edinburgh
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If your business has many suppliers, a purchase order system will stop almost all invoice fraud. If all invoices require a purchase order, then you're less likely to pay to something you didn't plan to. An alternative to a purchase order system is an approval system so that every invoice gets checked by two people before being paid. But watch out for click fatigue! Some people will approve anything without reading it.

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Richard Pigott

? Lets Talk About AP Automation ?
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You may want to consider the checks and balances that an accounts payable automation can provide. i.e. Vision360 Enterprise validates invoices to be sure they are legitimate automatically and flags any invoices that be fraudulent.

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3 Report any suspicious invoices or payment requests

If you receive or encounter any suspicious invoices or payment requests, you should alert your manager, finance team, IT department, or security officer immediately. You should not open any attachments, click on any links, or download any files from the suspicious invoice or email. Additionally, do not reply to the sender, provide any personal or financial information, pay the invoice, or cancel or reverse the payment if you have already made it. Furthermore, mark the invoice or email as spam and delete it from your inbox and trash folder. Additionally, alert your vendor, customer, or partner if you suspect they have been impersonated or compromised. Finally, report the incident to the relevant authorities such as the Federal Trade Commission, the Internet Crime Complaint Center, or your local police.

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Becky Dwyer

Accounting Technician at Accountability Edinburgh
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The best way to combat fraud is with good communication. From your manager? Pick up the phone and call them. From your supplier? Pick up the phone and call them. Suspicious phone call? Take a message and get a second opinion. You may feel a but dumb, but you'd feel more dumb if you fell victim to the fraud.

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4 Educate your staff on invoice fraud prevention

To help your staff recognize and report suspicious invoices or payment requests, it’s important to provide them with clear and updated policies and procedures on invoicing and payment processes. Educate them on the common types and signs of invoice fraud, as well as how to verify and report them. Regular training sessions, workshops, or webinars on invoice fraud prevention can be beneficial, using real-life examples or scenarios to test their knowledge and skills. Encourage questions, raise concerns, or seek help if they are unsure or suspicious about any invoice or payment request. Additionally, creating a culture of awareness, trust, and collaboration among your staff can be beneficial, rewarding them for reporting suspicious invoices or payment requests. By taking these steps you can reduce the risk of invoice fraud and protect your business and customers from financial losses and reputational damage.

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5 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Becky Dwyer

Accounting Technician at Accountability Edinburgh
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Remember that anyone can be a victim of fraud. People with high degrees and positions in the business, people who are smart and always on the ball, even people who train others in fraud prevention. Being a victim of fraud feels rubbish, but it doesn't mean it's your fault. Sometimes it's just the result of a bad day.

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How do you train your staff to recognize and report suspicious invoices or payment requests?

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1 Know the common signs of invoice fraud

2 Verify every invoice before paying

3 Report any suspicious invoices or payment requests

4 Educate your staff on invoice fraud prevention

5 Here’s what else to consider

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