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Before paying a digital invoice, confirm that the order is real, the bill matches your records, and the payment destination is authentic. A professional-looking PDF, familiar supplier name, or existing email thread is not proof: fraudsters can copy invoices, impersonate suppliers, or compromise a genuine conversation. If bank details or payment instructions have changed, stop and verify them through a separate, trusted channel.
Check whether the invoice matches a real purchase
Start with records you already trust—not links or contact details in the invoice email. For a business purchase, locate the purchase order or contract and confirm that the goods arrived or the service was performed. Compare the invoice with a previous genuine invoice from the supplier when one is available. The U.S. Federal Trade Commission recommends close invoice checks, while the UK National Crime Agency lists unexpected invoices and mismatched details as warning signs.
Check the supplier identity, invoice number, amount, dates, payment terms, and reference details against the order and your records. For a personal bill, ask whether you actually requested the purchase, subscription, delivery, or service. Personal details on an unfamiliar invoice do not establish that you owe the money.
- Business: Match the bill to the purchase order or agreement, delivery or service record, and any prior genuine invoice.
- Consumer: Match it to a purchase or service you recognize, and check your account independently if needed.
- Both: If a detail does not match or the charge is unexpected, hold payment while you investigate.
See the FTC’s small-business scam guide and the National Crime Agency’s invoice fraud information sheet.
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Look for warning signs without treating appearance as proof
Inspect the full sender email address and any link domain for subtle spelling changes. Notice whether the tone, named contact, or request differs from the supplier’s usual messages. Urgency, threats of consequences, or pressure to bypass routine approval are reasons to pause.
- An invoice for goods or services no one recognizes.
- A familiar supplier suddenly using a new bank account, address, payment method, or procedure.
- An amount, invoice reference, or contact that conflicts with purchase records or a prior genuine invoice.
- A sender address or web domain with a small spelling difference.
- An unexpected request to click a link, open an attachment, or provide sensitive information.
- Pressure to pay by an unusual method, such as gift cards or cryptocurrency.
These signs call for more checking; none, by itself, establishes that an invoice is fraudulent. A logo, display name, plausible PDF, or email thread is not conclusive either. The FBI warns that criminals may spoof addresses or exploit access to genuine email conversations to make payment requests seem routine. Do not click an unexpected link or open an unexpected attachment just to verify the bill.
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For more on supplier impersonation and business email compromise, see the FBI’s business email compromise guidance.
Verify changed payment details through a separate channel
If an invoice introduces new bank details or a different payment procedure, do not rely on the message that announced the change. Contact the supplier using a phone number already in your records or one you locate independently from an official source. Ask the supplier to confirm both the specific invoice and the specific change.
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Do not use a phone number, reply address, link, or caller ID supplied only in the suspicious request as your sole verification. A reply could reach the impersonator, and caller ID may not establish who is calling. If you cannot reach the supplier through a trusted route, keep the payment on hold.
Follow your payment approval process
For business payments, use your organization’s written accounts-payable and approval rules. Where appropriate, require a second colleague to authorize a high-value transfer, particularly when payment instructions have changed. Keep a record of who confirmed the details, when and how they were contacted, and what they confirmed. The FTC and National Crime Agency both recommend clear checks or approval procedures.
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Pay only when the purchase, supplier, amount, destination, and required approvals all match trusted records. If any part remains unexplained, hold payment and contact the supplier independently. Do not pay demands for gift cards or cryptocurrency; the FTC’s business guidance warns against those payment demands.
Independent reader supportYour contribution helps us test, update, and keep practical guides available for everyone.If you may already have paid a fraudulent invoice
- Contact your bank, credit union, or payment provider immediately through its trusted app or a known phone number. Report the suspected fraudulent transfer and ask whether it can be stopped, recalled, reversed, or refunded. Recovery is not guaranteed.
- If you suspect business email compromise, ask your sending financial institution to contact the receiving institution, as the FBI advises.
- Keep the invoice, email, payment confirmation, and related correspondence. These records may help the bank and investigators.
- Report the incident to the appropriate fraud authority for your location. Reporting routes differ by country; the U.S. and UK guidance linked here should not be treated as universal reporting instructions.
The FTC’s guidance on what to do after a scam says to contact your bank or credit union promptly after a bank transfer and ask about reversal and refund. That is a request to make, not a promise that the money can be recovered.
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