IT 4 Offices

Call us - 0333 332 6600

Pro-Active Support

At IT 4 Offices we use a state of the art monitoring software to ensure your systems are running and kept running, preventing downtime where possible and ensuring you are in running your company using your IT systems effectively and not allowing your IT to prevent you working.

Pro-Active IT

IT Migration

Whenever a system change is required within a business, a migration process is used to ensure that important company and client data is kept secure and accessible.
Including: Cloud, Virtualisation or Mergers/Buyouts

Migration

Email Security

Are you fed up with adding senders to junk lists.   Many of our clients using our spam filters now have the time to work without interruption from constant adverts and unimportant spam emails, as well as having the peace of mind that they are protected by multi-layered virus protection.

Email Security

Network Design

IT 4 Offices have developed a solutions portfolio that enables the provision of full end-to-end infrastructure solutions.
This range enables us to provide our clients with both a tailored and integrated solution to their entire infrastructure networking needs.

Network Design

Invoice Fraud

Invoice Fraud - What is it?

Fake invoice

Invoice fraud is when fake invoices are sent to targeted businesses in an attempt to extract money from companies with possible vulnerabilities in their accounts payable processes.  Although it is becoming more common over 43% of businesses still aren’t aware of it, nor the threat it poses to their business.  According to Barclays £93 million was lost to invoice fraud last year.

How is this happening?

This can be done in two ways - The scammer may pose and you and send fake invoices.  Or they may pose as a regular supplier of yours and send the fake invoices to you.

They obtain this information by extensive online research, identifying suppliers to companies and organisations.  They will look for details about regular payments, including frequency and amount.

For example, they may pose as a supplier to you and send a request to change bank details to the ones that they provide.  They may ask that you wait for your next invoice before you then change the payment details, so that when you receive the next genuine invoice at the usual time you don’t question it.  If you then change bank details and the payment goes ahead it can remain undetected for further payments or is only flagged up when the legitimate supplier chases payment.

If they pose as your company and send your client a fake invoice they may well do as above, or just send an invoice containing their bank details in the hope that it gets paid without question.  These invoices will have their own bank account details, phone numbers and email addresses.  This can be done either by email or by letter and is sometimes hard to spot.  Email addresses can be spoofed, or a PC infected with malware can allow criminals to access genuine email addresses.  Requests made by letter can be made to look convincing just by adding a good letterhead.  Both may be made more convincing if they copy the way you write and structure your emails and letters. 

We have also seen emails pretending to be from the Managing Director of the company and can appear to be sent from internal email addresses when in fact they are not.   This is often sent from an external email address.  It’s always worth a call to verify that they have requested any transfers.

 

Tips to help prevent invoice fraud.

  • If receiving a change of bank details either by email or letter always verbally confirm the changes with a trusted contact within that company. Speak to the member of staff that you would normally deal with.
  • Don’t use the contact details provided in the email or letter. Either check you records for contacts or check the company website if needed.
  • Ensure that your details and contacts names are also up to date with both clients and suppliers.
  • Keep your security software up to date to protect your data from hackers and viruses.
  • Inform your supplier that payment has been made, so that they can verify receipt if needed.
  • Communicate the risks to all staff so that they are aware of the signs. Set out a procedure for checking new bank details or invoices if needed.
  • Use 3 way matching to check each invoice against a purchase order and a receipt of goods.
  • Employ AP Automation so that the software can give you a quick detailed insight into your accounting activity.
  • Remember that fraud can happen both internally and externally.
  • Consider removing links to your suppliers from you company information or website, as this is an easy way for them to be identified.
  • Change your passwords regularly, and never use the same password for more than one account.
  • Enable multi-factor authentication on accounts where possible.

 

Below is a link to an invoice fraud leaflet and poster, that may be beneficial to highlight the issue to your staff.

https://www.financialfraudaction.org.uk/wp-content/uploads/2016/07/Downloads-7-2814-invoice_fraud_leaflet.pdf

 

https://www.financialfraudaction.org.uk/wp-content/uploads/2016/07/Downloads-7-2813-invoice_fraud_poster.pdf

SMB IT Support

If you are a business owner/manager and would like to discuss outsourcing your IT support, give us a call and speak to one of our team

SMB IT Support   Ad-hoc Support

IT Supply

If you have a hardware or software requirement or have a project you would like to discuss, give our team a call

Hardware   Software   Hosting

Partnerships

At IT 4 Offices, we have formed strong relationships with industry recognised businesses to provide our clients with the best systems that they require to run their daily business tasks.

Microsoft Registered Partner | Dell Partner | HP Partner
 
 
 HP Cisco
Draytek Synology

Contact Us

Call on 0333 332 6600

52 Halcyon Close
Witham,
Essex. CM8 1GY

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