Recognizing Fraud Before It Reaches Your Bottom Line

Every business depends on trust.

You trust employees to make good decisions. You trust vendors to provide products and services. You trust customers to conduct business honestly. Every day, those relationships help your business move forward.

Unfortunately, criminals understand that trust is also one of a business's greatest vulnerabilities.

Today's business fraud rarely begins with sophisticated technology. More often, it starts with something that appears routine-an email from a vendor, a request from a company executive, an invoice that looks familiar, or a phone call asking for information. These requests are designed to blend into the normal flow of business so they don't attract attention until it's too late.

The good news is that many business fraud attempts share common warning signs. Learning to recognize those signs before taking action is one of the most effective ways to protect your business.

Why Businesses Are Targeted

Businesses process payments, exchange sensitive information, and communicate with numerous vendors and customers every day. That creates opportunities for criminals who hope a busy employee will approve a payment, share information, or overlook a small detail.

Businesses of every size are targeted.

Small businesses are not immune because they have fewer employees. In fact, criminals often assume smaller organizations have fewer internal controls and less time to investigate unusual requests.

Fraud isn't just a problem for large corporations. It affects local businesses, family-owned companies, farms, nonprofit organizations, and professional offices alike.

Fraud Often Looks Ordinary

Many business fraud attempts succeed because they don't appear suspicious at first glance.

A request may arrive from what looks like a trusted vendor.

An email may appear to come from your company's president or owner.

An invoice may closely resemble one you've paid before.

A customer may send a payment that seems legitimate.

Nothing immediately stands out.

That's exactly what criminals want.

Rather than relying on technical attacks, many fraud schemes depend on people acting quickly without stopping to ask a few simple questions.

Five Common Warning Signs

While every situation is different, many fraudulent requests include one or more of these warning signs.

It Was Unexpected

An unfamiliar request, a surprise invoice, or a payment instruction that arrives without prior conversation deserves a closer look.

Unexpected doesn't automatically mean fraudulent-but it should encourage you to slow down.

Someone Is Creating Urgency

Criminals often pressure people to act immediately.

You may hear phrases like:

• "This needs to be paid today."
• "Don't delay."
• "This is confidential."
• "I'll explain later."

Urgency is often designed to prevent questions.

Payment Instructions Changed

One of the most common business scams involves changing payment instructions.

A vendor may appear to request a new bank account for ACH payments or ask that future wire transfers be sent somewhere different.

Before sending money, always verify changes using a trusted phone number or established contact-not the information included in the email.

Something Feels Different

Sometimes there isn't one obvious warning sign.

Instead, something simply feels different.

Perhaps the email tone doesn't sound like your vendor.

Maybe the grammar seems unusual.

The request may not match your normal business process.

Trust that instinct.

Taking a few extra minutes to verify a request is always better than trying to recover funds after they're gone.

You're Being Asked to Skip Normal Procedures

Fraud often succeeds when people bypass established processes.

Requests to ignore approval procedures, avoid discussing a payment with coworkers, or "just take care of it this once" should receive additional scrutiny.

Strong procedures exist for a reason.

Your Employees Are Your First Line of Defense

Technology plays an important role in protecting your business, but technology alone cannot stop every fraud attempt.

Employees make hundreds of decisions every week.

They open emails.

Approve invoices.

Answer phone calls.

Process payments.

Respond to customer requests.

Helping employees recognize common warning signs creates an additional layer of protection that no software can replace.

The goal isn't to make everyone a cybersecurity expert.

The goal is to build a culture where employees feel comfortable slowing down, asking questions, and verifying unusual requests before acting.

Recognition Is a Business Habit

Recognizing fraud is not about becoming suspicious of everyone you work with.

It's about paying attention when something falls outside your normal routine.

The strongest businesses develop habits that encourage thoughtful decision-making rather than rushed reactions.

That simple pause often provides enough time to identify a scam before money or sensitive information is lost.

What Should You Do?

When something doesn't seem right:

• Pause before taking action.
• Review the request carefully.
• Follow your company's approval process.
• Verify unexpected payment or account changes using trusted contact information.
• Ask a coworker or supervisor for a second opinion when appropriate.

Most legitimate requests can withstand a few extra minutes of verification.

Fraud often cannot.

Remember

Recognizing fraud isn't about assuming every request is fraudulent.

It's about knowing when something deserves a second look.

A few thoughtful questions today can prevent significant financial loss tomorrow.

Helping your employees recognize suspicious activity is one of the simplest-and most valuable-investments your business can make.

Need Help?

If you receive an unusual payment request, notice suspicious account activity, or simply aren't sure whether something is legitimate, Berne Bank is here to help.

We're committed to helping local businesses protect their finances with practical guidance, trusted advice, and banking solutions designed to support your business every day.