If you run a small business in Quincy, you know that cash flow is king. A sudden invoice from a vendor you’ve used for years can feel like routine business. But in the last two years, a specific type of fraud has targeted local service providers, construction firms, and retail shops in our area. It is called the fake invoice scam, or sometimes the “vendor change” scam. It is subtle, it is professional, and it can drain your bank account before you even realize something is wrong.

The goal of this post is to help you spot the red flags before you hit “pay.” You do not need to be a cybersecurity expert to catch these. You just need to be a little more skeptical than usual. Here is what you need to know to protect your business.

How the Scam Works

Most of these scams start with a simple email. You receive a message from a supplier you know—maybe a plumbing parts distributor, a software subscription service, or a marketing agency. The email looks normal. The logo is there. The tone is friendly. But there is one small change: the bank account number.

The scammers have compromised the vendor’s email account, or they have created a lookalike domain (like `quincy-suppliers.com` instead of `quincysuppliers.com`). They send you an invoice for a service you already use. The amount is usually small enough that you don’t question it, but large enough to hurt if you don’t catch it. Because you trust the vendor, you pay the invoice to the new account. The money is gone within minutes.

Red Flags to Watch For

You can’t always rely on your gut, but you can rely on a checklist. If you see any of the following, pause before you pay.

• Urgency: The email says, “Please pay by end of day to avoid late fees.” Scammers want you to act fast so you don’t have time to verify.
• New Bank Details: The invoice lists a bank account you have never seen before. Even if the email comes from a familiar address, new bank info is a major warning sign.
• Generic Greetings: The email says “Dear Customer” instead of your name or your company name.
• Lookalike Domains: Check the sender’s email address carefully. Is it `info@quincy-parts.net` or `info@quincy-parts.co.uk`? One small character change can mean it’s a scam.
• Attachments vs. Links: Be wary of PDFs that ask you to download a file or click a link to “view the invoice.”

Verification Steps for Quincy SMBs

You don’t have to guess. You just have to verify. Here are three simple steps you can take right now.

1. Call the Vendor: Do not reply to the email. Do not use the phone number in the email. Look up the vendor’s phone number on their official website or on a previous invoice. Call them and ask, “Did you send us an invoice for $X?”
2. Check the Domain: Hover over the sender’s email address. Does the domain match the company’s website? If the company is `quincytools.com`, but the email is from `quincytools-support.com`, that is a red flag.
3. Use a Second Channel: If you usually communicate via email, try texting the vendor’s contact person. If you usually use phone, try email. If the person you know confirms the invoice, you are safe.

Protecting Your Team

Most of these scams target the person who handles accounts payable. That might be you, or it might be your bookkeeper. Make sure everyone on your team knows the drill.

• Create a “Vendor Change” Policy: If a vendor wants to change their bank details, they must confirm it via a phone call or a signed letter. Email alone is not enough.
• Train Your Staff: Show your team examples of fake invoices. Let them practice spotting the red flags.
• Use Multi-Factor Authentication (MFA): Make sure your email accounts have MFA enabled. This makes it harder for scammers to get into your inbox in the first place.

What to Do If You’ve Been Scammed

If you have already paid a fake invoice, don’t panic. Act fast.

1. Contact Your Bank: Call your business bank immediately. Ask if they can initiate a “recall” or “stop payment” on the transfer. The sooner you call, the better your chances of getting the money back.
2. Notify the Vendor: Let the real vendor know what happened. They may need to update their records or warn other customers.
3. File a Report: If the amount is significant, file a report with the Quincy Police Department and the FBI’s Internet Crime Complaint Center (IC3).

Final Thoughts

Fake invoice scams are not going away. In fact, they are getting more sophisticated. But they are also very preventable. By staying vigilant, verifying details, and training your team, you can protect your business from one of the most common threats in our local economy.

Stay safe, Quincy. And when in doubt, pick up the phone.