Supplacement of invoices: what is and how to protect your company against fraud
What is the impersonation of invoices?
It is a fraud where a third person makes one of your suppliers to send you a false or manipulated invoice with the aim of making the payment to a bank account that actually controls the scammer .
The mail has the same always tone. The design of the invoice seems correct. Even sender data can coincide almost 100 %. The only difference is usually the bank account number.
And that little difference ... can cost a lot.
How do they do it?
Cybercriminals have different ways of acting, including:
Phishing: It consists of sending emails that appear to be real, as if they came from your supplier, bank or even a co -worker. Often include links to false websites or files that, when opening them, allow the attacker to access your information.
Social Engineering: Here the key point is not technology, but people. The attacker earns your trust and convinces you to make a quick decision: change the account number, download a file or confirm a payment.
For example, you can impersonate a supplier saying that you have changed your bank and needs your data to update urgently.
What consequences can invoices have?
The supplant of invoices not only affects large companies . In fact, SMEs are more vulnerable because, in many cases, they do not have solid internal controls.
These are some of the most common consequences:
- Important economic losses.
- Accounting and fiscal problems if false invoices are counted.
- Conflicts with suppliers that have not charged what corresponds to them.
- Damage to the company's reputation.
Types of invoices supplant
Although the objective is always the same - confine a fraudulent payment - the methods may vary:
1. Supplier Supplant
The scammer passes through a real supplier and sends an invoice with a different bank account.
2. Real invoices manipulation
An authentic invoice is intercepted and the data is modified before forwarding it.
3. Complete falsification
An invoice from scratch is created, imitating the design and data of a known supplier.
4. Internal fraud
In some cases, deception starts from within the company itself: employees or collaborators trying to divert funds with false invoices.
How to prevent this type of fraud
The good news is that preventing this type of scam is in your hands . With some measures and good habits, you can drastically reduce the risk.
- Confirm any bank account change
If a supplier tells you that you have changed bank, verify by phone using a number you have already registered (not that of the new email).
- Check the emails well
Grammar errors, slightly different email addresses, or an unusual tone can be alert signals.
- Implants internal controls
It prevents a single person from having complete control over the entire process of validation and payment of invoices.
This is when technology becomes your ally. The electronic invoice , including elements such as the digital signature, shipping traceability and automatic data verification, hinders a false invoice unnoticed .
In addition, approved platforms guarantee that the information has not been altered and allow to follow the trace of each document, something that does not happen with invoices in PDF sent by mail.
With its mandatory adoption on the horizon, taking the step towards the electronic invoice is not only a matter of legal compliance: it is a key preventive measure against fraud .
- APPOJE IN A PROFESSIONAL CIBERSEGURITY SERVICE
Having cybersecurity can make a difference. These services not only identify alert signals in real time, but also help implement protection systems, perform audits and train the equipment.
Today, protecting information is not an option: it is a necessity.
Sometimes, a small cybersecurity formation makes the difference between detecting fraud or falling into it.
What does the law say?
In Spain, supplanting an invoice is something serious. In fact, a crime of fraud can be considered according to the Criminal Code (article 248). And if documents are also modified, it can also be documentary falsehood (from article 390). The consequences range from fines to prison, depending on how serious the case is.
In addition, if a company does not take minimum precautions to avoid this type of fraud, it could also have legal problems for not having acted with sufficient responsibility.
Prevention begins today
Invoices supplantation is a real risk. But it is also avoidable. With the proper combination of technology, processes and training, you can protect your business and act safely.
In Gow.tech we help companies digitize their management safely and efficiently. If you want to minimize risks and reinforce the protection of your administrative processes, we are here to help you.