{"id":14849,"date":"2024-10-31T17:50:37","date_gmt":"2024-10-31T17:50:37","guid":{"rendered":"https:\/\/trustpair.com\/blog\/how-to-identify-fake-invoices\/"},"modified":"2025-05-13T14:34:09","modified_gmt":"2025-05-13T14:34:09","slug":"how-to-identify-fake-invoices","status":"publish","type":"post","link":"https:\/\/trustpair.com\/gb\/blog\/how-to-identify-fake-invoices\/","title":{"rendered":"The 7 Tell-Tale Signs of a Fake Invoice"},"content":{"rendered":"<p>A Scottish grandmother was sentenced to jail for invoice fraud. She repeatedly stole from the family scrap metal business she worked at, with losses amounting to <strong>nearly $2M<\/strong>. Because management didn\u2019t know how to identify <strong>fake invoices<\/strong>, the scam continued for many years. Keep reading to learn how to recognize fake invoice red flags and protect your business from the many types of invoice scams.<\/p>\n<p>At Trustpair, we prevent invoice fraud and block fake invoice payments. We constantly monitor your supplier data so you\u2019re 100% protected against B2B payment fraud. <a href=\"https:\/\/trustpair.com\/gb\/demo-5\/\">Request a demo to learn more!<\/a><\/p>\n<p><!--HubSpot Call-to-Action Code --><\/p>\n<p><span id=\"hs-cta-wrapper-da811cb8-a05b-4781-a174-88c951500f10\" class=\"hs-cta-wrapper\"><span id=\"hs-cta-da811cb8-a05b-4781-a174-88c951500f10\" class=\"hs-cta-node hs-cta-da811cb8-a05b-4781-a174-88c951500f10\"><!-- [if lte IE 8]>\n\n\n<div id=\"hs-cta-ie-element\"><\/div>\n\n\n<![endif]--><a href=\"https:\/\/cta-redirect.hubspot.com\/cta\/redirect\/5278241\/da811cb8-a05b-4781-a174-88c951500f10\"><img decoding=\"async\" id=\"hs-cta-img-da811cb8-a05b-4781-a174-88c951500f10\" class=\"hs-cta-img\" style=\"border-width: 0px;\" src=\"https:\/\/no-cache.hubspot.com\/cta\/default\/5278241\/da811cb8-a05b-4781-a174-88c951500f10.png\" alt=\"New call-to-action\" \/><\/a><\/span><script src=\"https:\/\/js.hscta.net\/cta\/current.js\" charset=\"utf-8\"><\/script><script type=\"text\/javascript\"> hbspt.cta.load(5278241, 'da811cb8-a05b-4781-a174-88c951500f10', {\"useNewLoader\":\"true\",\"region\":\"na1\"}); <\/script><\/span><\/p>\n<p><!-- end HubSpot Call-to-Action Code --><\/p>\n<h2>What is an invoice scam?<\/h2>\n<h3>Invoice scam definition<\/h3>\n<p>An invoice scam (or invoice fraud) happens when an ill-intentioned person gets your company to pay for an <strong>illegitimate invoice<\/strong>.<\/p>\n<p>It can happen through cyberattacks, but mainly occurs through <a href=\"https:\/\/trustpair.com\/gb\/blog\/what-is-social-engineering-fraud-and-how-does-it-work\/\">social engineering<\/a> or email compromise, with someone impersonating your real suppliers.<\/p>\n<p>For example, you\u2019ll receive an invoice from your supplier with different vendor account details. As you know the vendor, you don\u2019t question it, so send the transfer to their new payment details. Only when your supplier follows up on their unpaid invoice do you realize that you fell victim to <a href=\"https:\/\/trustpair.com\/gb\/blog\/how-to-detect-and-prevent-invoice-fraud\/\">invoice fraud<\/a>.<\/p>\n<h3>The impact of invoice fraud on businesses<\/h3>\n<p>Invoice fraud has multi-layered negative impacts on your business:<\/p>\n<ul>\n<li><strong>Direct financial losses:<\/strong> the money you send to the criminals is, in most cases, lost forever. By the time anyone realizes what has happened, the bank account has been emptied and the fraudsters, are long gone. According to our <a href=\"https:\/\/trustpair.com\/gb\/resources\/2025-uk-fraud-trends-and-insights\/\">recent fraud survey<\/a>, <strong>the average third-party fraud loss amounts to $100.000 per event<\/strong> (and fake invoice fraud ranks highly in it).<\/li>\n<li><strong> Indirect financial losses<\/strong>: the money and resources you spend reporting, investigating, and correcting the fraudulent activity. You can also be fined for non-compliance with your applicable AML regulations.<\/li>\n<li><strong>Damaged relationships with your suppliers<\/strong>: the business relationships you\u2019ve worked all this time to foster can be gone overnight if you don\u2019t learn how to identify fake invoices. Fraud scams can snowball into a conflict over who is responsible for it, or your vendors simply won\u2019t appreciate the delay in paying them, which is a <a href=\"https:\/\/trustpair.com\/gb\/blog\/vendor-management-best-practices\/\">bad vendor management practice<\/a>.<\/li>\n<li><strong>Reputational losses:<\/strong> if word gets out that you were a victim of financial fraud, business can turn very sour. Your other vendors, but also your customers\u2019, and investors\u2019 trust in your company will take a hit.<\/li>\n<\/ul>\n<h2>What are the most common types of fake invoices?<\/h2>\n<p>There are many types of invoice fraud \u2014 which is why it\u2019s hard to learn how to identify fake invoices. However, there are some common schemes:<\/p>\n<ul>\n<li><strong>Invoice tempering<\/strong>, where impersonators tamper with the invoice of your real suppliers. For example, they\u2019ll swap your real vendor\u2019s bank account information for their own. Every time you think you\u2019re paying your vendors, you\u2019re actually sending money to criminals.<\/li>\n<li><strong>Duplicate invoices and overbilling<\/strong>, where ill-intentioned people send a real invoice a second time or inflate the amount that was due to them. The latter happens when an employee (or manager) from your vendor\u2019s business decides to overcharge you and pocket the extra funds.<\/li>\n<li><strong>Fake vendor fraud<\/strong>, where fraudsters set up a legitimate company and send invoices to your business for goods or services never delivered. That\u2019s what happened to <a href=\"https:\/\/www.cnbc.com\/2019\/03\/27\/phishing-email-scam-stole-100-million-from-facebook-and-google.html\">Google and Facebook<\/a> in 2019, which lost $100M to a scammer.<\/li>\n<li><strong>Internal fraud<\/strong>, where employees leverage their knowledge and access to your accounts payable processes for their own gain (like with the Scottish grandmother from our introduction).<\/li>\n<\/ul>\n<p>To protect yourself against these kinds of fraudulent schemes, you need to adequately prevent invoice fraud.<\/p>\n<h2>The 7 Red Flags of a Fake Invoice<\/h2>\n<p>Here are some of the ways you can identify fake invoices:<\/p>\n<h3>New or changed information<\/h3>\n<p>The name, payment address, contact info, email, and bank account details on the invoice don\u2019t match with your previously recorded data. Paying attention to any of these changes is key, as they are the biggest red flag of invoice fraud.<\/p>\n<h3>Discrepancy between documents<\/h3>\n<p>The invoice doesn\u2019t match the purchase order or what you have on your records. It\u2019s essential to keep records and to include various verification steps throughout your procurement process<\/p>\n<h3>Increased invoice frequency<\/h3>\n<p>A vendor that used to invoice you once a quarter now does it once a month. That could be a sign scammers are copying your supplier and sending invoices in their name, with their bank details.<\/p>\n<h3>Unusual numbers<\/h3>\n<p>The invoice number follows a random pattern, or the total amount always comes with a specific round number ($1,500) without explanation. <strong>Anything that feels off is worth double-checking<\/strong>, as it\u2019s better to be safe than sorry.<\/p>\n<h3>Low-quality images<\/h3>\n<p>The company\u2019s logo is pixelated, or the colors on the invoice are a slightly different shade. This could mean that scammers have tried to replicate a real company\u2019s graphic scheme to impersonate them.<\/p>\n<h3>Numerous typos<\/h3>\n<p>There are spelling mistakes in the company\u2019s name, your contact info, the sender\u2019s email address, or the body of the invoice. Scammers might not have English as their first language, or not pay that much attention to details. With the help of AI, this is less likely, but still a warning sign to watch out for.<\/p>\n<h3>Sense of urgency<\/h3>\n<p>Fraudsters usually create a sense of urgency to encourage employees to pay the fake invoice ASAP, inciting employees to overlook details.<\/p>\n<p>For example, they\u2019ll say that payment is due within 7 days and threaten you with being reported to management or legal forces in escalatingly threatening business emails.<\/p>\n<h3>The challenge of detecting invoice fraud<\/h3>\n<p>Note that even if your invoice doesn\u2019t show any of those warning signs, it can still be fake. Criminals can be very thorough!<\/p>\n<p><strong>Detecting and preventing invoice fraud<\/strong><strong> is challenging, <em>especially<\/em> if your business deals with a high volume of invoices, or relies on processing them manually.<\/strong> In the day-to-day hustle, it\u2019s easy for a fake invoice to slip through, which is what scammers rely on. That\u2019s why <strong>you need a proactive anti-fraud solution<\/strong>.<\/p>\n<h2>How to prevent fake invoices from being successful<\/h2>\n<p><strong>96% of US businesses were targeted by at least one fraud attempt in 2023.<\/strong> With fraud on the rise, it\u2019s not about <em>if<\/em> fraud will happen, but a matter of <em>when<\/em>. Being proactive means you are less likely to fall victim to financial fraud. Along with learning how to identify fake invoices, here\u2019s what we at Trustpair recommend implementing in your company:<\/p>\n<h3>Stronger security measures<\/h3>\n<p>Scammers only require one tiny gap to infiltrate your accounts payable workflow and steal from you.<\/p>\n<p>That\u2019s why phishing emails and <a href=\"https:\/\/trustpair.com\/gb\/blog\/business-email-compromise-what-it-is-why-it-matters-and-how-to-avoid-it\/\">Business Email Compromise (BEC)<\/a> scams are so dangerous \u2014 often, they\u2019re only the first step to a more elaborate (and costly) scheme.<\/p>\n<p>Tightening up your security processes to avoid invoice fraud looks like:<\/p>\n<ul>\n<li>Using the <a href=\"https:\/\/trustpair.com\/gb\/blog\/why-is-the-segregation-of-duties-so-important-in-managing-fraud-risk\/\">segregation of duties<\/a> principle to ensure <strong>no one employee has total control<\/strong> over the invoice payment process.<\/li>\n<li>Mandating <strong>stronger password use and double authentication<\/strong> to access your ERPs and payment\/procurement software.<\/li>\n<li>Having a<strong> strong email filter<\/strong> to block suspicious-looking emails.<\/li>\n<\/ul>\n<p>These are a good starting point to reduce fraud risk that focuses on the human component. To be completely protected against fraudulent invoices, you need to incorporate automation.<\/p>\n<h3>Anti-fraud software<\/h3>\n<p>Using a good anti-fraud solution is what guarantees that you won\u2019t be a victim to fraud \u2014 with fake invoices or other <a href=\"https:\/\/trustpair.com\/gb\/blog\/common-types-of-fraud-and-their-punishment-in-law\/\">types of fraud<\/a>.<\/p>\n<p>At Trustpair, we automatically check your vendor data, in real-time, before every transaction is sent to your vendors.<\/p>\n<p>It means that <strong>even if a fake invoice slipped through your internal processes, we will catch it before it is paid. <\/strong><\/p>\n<p>We have access to otherwise hard-to-reach databases internationally, allowing us to do international <a href=\"https:\/\/trustpair.com\/gb\/automated-account-validation\/\">account validation<\/a>.<\/p>\n<p>Anti-fraud software is also more effective than manually checking each and every invoice that passes through your company. Manual invoice processing isn\u2019t only time-consuming, it is also error-prone. Trustpair is your go-to solution to eliminate the risk of fake invoice scams and third-party fraud in your company.<\/p>\n<p><!--HubSpot Call-to-Action Code --><\/p>\n<p>Learn more about B2B fraud in our latest fraud study!<\/p>\n<p><!--HubSpot Call-to-Action Code --><span id=\"hs-cta-wrapper-5cd3b94d-1cf8-4b63-9112-aeb90bc31fe7\" class=\"hs-cta-wrapper\"><span id=\"hs-cta-5cd3b94d-1cf8-4b63-9112-aeb90bc31fe7\" class=\"hs-cta-node hs-cta-5cd3b94d-1cf8-4b63-9112-aeb90bc31fe7\"><!-- [if lte IE 8]>\n\n\n<div id=\"hs-cta-ie-element\"><\/div>\n\n\n<![endif]--><a href=\"https:\/\/cta-redirect.hubspot.com\/cta\/redirect\/5278241\/5cd3b94d-1cf8-4b63-9112-aeb90bc31fe7\"><img decoding=\"async\" id=\"hs-cta-img-5cd3b94d-1cf8-4b63-9112-aeb90bc31fe7\" class=\"hs-cta-img\" style=\"border-width: 0px;\" src=\"https:\/\/no-cache.hubspot.com\/cta\/default\/5278241\/5cd3b94d-1cf8-4b63-9112-aeb90bc31fe7.png\" alt=\"New call-to-action\" \/><\/a><\/span><script charset=\"utf-8\" src=\"https:\/\/js.hscta.net\/cta\/current.js\"><\/script><script type=\"text\/javascript\"> hbspt.cta.load(5278241, '5cd3b94d-1cf8-4b63-9112-aeb90bc31fe7', {\"useNewLoader\":\"true\",\"region\":\"na1\"}); <\/script><\/span><\/p>\n<p><!-- end HubSpot Call-to-Action Code --><strong>Key Takeaways:<\/strong><\/p>\n<ul>\n<li>Fake invoice fraud is on the rise. While there are red flags to spot invoice fraud, there can be subtle and don\u2019t guarantee you won\u2019t send funds to scammers.<\/li>\n<li>The best solution to protect yourself against third-party fraud is to use anti-fraud software like Trustpair. We do automated checks of your vendor data in real time.<\/li>\n<\/ul>\n","protected":false},"excerpt":{"rendered":"<p>A Scottish grandmother was sentenced to jail for invoice fraud. She repeatedly stole from the family scrap metal business she worked at, with losses amounting to nearly $2M. Because management didn\u2019t know how to identify fake invoices, the scam continued for many years. Keep reading to learn how to recognize fake invoice red flags and [&hellip;]<\/p>\n","protected":false},"author":2,"featured_media":14850,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[117],"tags":[],"class_list":["post-14849","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-fraud-protection-gb"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.5 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>Preventing fake invoices: what every business should know<\/title>\n<meta name=\"description\" content=\"Discover how to identify fake invoices, verify their authenticity, and protect your business from fraud with automated detection strategies.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/trustpair.com\/gb\/blog\/how-to-identify-fake-invoices\/\" \/>\n<meta property=\"og:locale\" content=\"en_GB\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Preventing fake invoices: what every business should know\" \/>\n<meta property=\"og:description\" content=\"Discover how to identify fake invoices, verify their authenticity, and protect your business from fraud with automated detection strategies.\" \/>\n<meta property=\"og:url\" content=\"https:\/\/trustpair.com\/gb\/blog\/how-to-identify-fake-invoices\/\" \/>\n<meta property=\"og:site_name\" content=\"Trustpair\" \/>\n<meta property=\"article:published_time\" content=\"2024-10-31T17:50:37+00:00\" \/>\n<meta property=\"article:modified_time\" content=\"2025-05-13T14:34:09+00:00\" \/>\n<meta property=\"og:image\" content=\"https:\/\/trustpair.com\/wp-content\/uploads\/shutterstock_2520382625-scaled-e1730391054629.jpg\" \/>\n\t<meta property=\"og:image:width\" content=\"800\" \/>\n\t<meta property=\"og:image:height\" content=\"450\" \/>\n\t<meta property=\"og:image:type\" content=\"image\/jpeg\" \/>\n<meta name=\"author\" content=\"Locuri P. 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