DeltaBind · Business technology
Pause before changing a supplier’s payment details
An ordinary looking email can carry an expensive request. A simple verification habit gives your team a safer next step.
An email arrives from a supplier you recognise. Their banking details have changed and an invoice is due. The message looks routine, but the request deserves a separate check before anyone changes the payment record.
The Federal Trade Commission warns that imposters can imitate familiar business contacts. A recognisable name, logo or email conversation is not enough to establish who is asking.
Use a contact route you already trust.
Call the supplier using the number in your existing records. Do not rely on a new number or a link supplied in the message you are checking. Confirm the request with an established contact and follow your normal approval process.
If the message asks you to keep the change secret or rush around the usual checks, pause. Your team should feel comfortable asking for confirmation, even when a request appears to come from a senior person.
Make the process easy to follow.
Choose who can request and approve a change to payment details.
Require verification through a known contact method.
Keep a record of who confirmed the change and how.
Give staff a clear way to report a suspicious request.
The right process depends on your business, but it needs to be practical enough to use during a busy day. Write it in ordinary language and make it easy to find.
If something has already happened.
If you think a payment was sent to the wrong recipient, contact your financial institution promptly through its known contact details. Tell your technology provider if an email account or computer may be involved. Keep the original message and relevant transaction information for the people investigating.
If you entered a password or approved an unexpected sign in, report that too. A suspicious email alone does not prove an account has been compromised; checking the available evidence helps determine what action is needed.
Protection works better with a clear process.
Email security tools and account protections can help, but a payment approval process still matters. DeltaBind can review the technology side with you and explain the coverage available for your computers and Microsoft 365 environment.