You’re sipping your coffee, checking emails, and there it is—an invoice from a vendor you think you remember. It’s got a logo, a due date, and a passive-aggressive “Final Notice.” You panic. You pay or you send it to your bookkeeper to pay. You’ve just funded someone’s beach vacation in the Bahamas.
Welcome to the wild world of fraudulent email invoices, where the only thing more fake than the invoice is the urgency.
Why It Works (And Why It Shouldn’t)
Scammers know that small businesses and non-profits are juggling a million things—bookkeeping, QuickBooks catch up, and wondering if that intern actually sent the receipts. So they send invoices that look just real enough to slip through the cracks.
Check out the sample below to see how it looks like the email came from your team when no email is noted. Since this fake email was simply typed in, soon we expect they will be typing in an email address that was not ever sent, as well.
It’s like phishing, but with better fonts.
How to Outsmart the Invoice Impostors
- Channel your inner detective: If you don’t recognize it, don’t pay it.
- Call, don’t click: Verify with the vendor via a phone call. Not the email link.
- Keep your books tidy: A clean ledger is your best defense. You will know what you owe by entering bills as they arrive. (Also, it makes you feel like you have your life together.)
Final Thoughts
Fraudulent invoices are like glitter—once they’re in your system, they’re hard to get rid of. So stay sharp, stay skeptical, and remember: if an invoice feels off, it probably is.
Because in the world of accounting for small businesses, the only thing worse than paying your own bills… is paying someone else’s. If you need accountability and support for your organization, contact us today- we are here to help!
