Fake Email Billing Scam
Fake Email Scam: How Scammers Forge “Real” Email Chains to Trick Your Accounting Team
You open your inbox and see a message about a past-due invoice. It looks routine. The email includes a forwarded note that seems to come from a company leader. It even names your accounting address. The sender is polite but urgent. “Please process today.” This happened to us on a weekly basis now. The message felt real at first glance. But it was a Fake Email Scam. The scammers stitched together a fake conversation and tried to push money out the door fast.
In this guide, we break it down in plain language. You will see how these scams work, what to watch for, and how to stop them. No tech jargon—just clear steps your team can use today.
Why criminals love targeting accounting teams with the fake email scam
Scammers follow the money.
The accounting team pays bills and talks to vendors. Workloads are heavy. Days move fast. When a note feels urgent, people rush to help and keep vendors happy.
Criminals know this. They aim for busy inboxes and use pressure. They try to slip one fake payment into your normal routine. One success can mean a big payday for them.
What our email looked like (and why it felt real)
The subject line sounded official and concerned a membership fee.
The message greeted “Finance/Billing.” It said the invoice was overdue. It asked us to treat the payment as a priority. Then the email showed a “forwarded” note. It looked like a leader had checked and approved the bill. The chain even mentioned our accounting address.
All of that was designed to lower our guard. The email felt normal. It used names you might know. It was short, polite, and clear. That is the power of this scam.
Red flags we noticed in the Fake Email Scam
Little details gave it away. You can spot them, too.
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Look-alike email addresses. One letter was off in the domain.
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Odd timing. The time stamps did not match our normal patterns.
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Mixed writing style. Formal in one line, sloppy in the next.
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New contact details. The message pushed a different address for payment.
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Unusual urgency. “Kindly process today” and “priority payment” language.
One flag may not prove anything. But several together are a strong warning. When in doubt, pause and verify.
How scammers build fake email threads
You might wonder, “How did they make it look so real?”
There are two common tricks:
- Made-up threads.
The crook writes a fresh email and pretends it is part of a longer chain.
They paste “From/To” lines and add “Forwarded message” dividers.
It looks like weeks of back-and-forth, but it is brand new. -
Replying inside a real thread.
Sometimes a criminal gets into a mailbox.
They watch a real vendor conversation.
Then they hit reply and sneak in payment instructions.
Because the message sits in a trusted thread, people click and pay.
Either trick can fool a busy team. Your best defense is slow, simple verification.
Spotting a Fake Email Scam in under 60 seconds
Use this quick checklist:
- Read the full email address, not just the display name.
- Scan for spelling slips and tone changes.
- Ask yourself: Is this new payment info?
- Check whether the timing fits normal business hours.
- Look for pushy phrases like “today,” “immediate,” or “urgent.”
- Trust your gut. If something feels off, it probably is.
If any item pings your radar, stop and verify.
What to do the moment you suspect a scam
Here is a calm, clear playbook:
- Do not reply in the same email.
If a criminal is watching, they will keep you talking. - Verify out of band.
Call the person or vendor using a number you already have on file.
Do not use phone numbers or links from the suspicious email. - Follow your payment rules.
Changes to bank info should always need two people to approve.
No exceptions. - Tell your team.
Share the example. Point out the red flags you saw. - Block and move on.
Mark the email as phishing and alert your IT contact if you have one.
Ask them to search for similar emails.
A two-minute phone call can save you thousands of dollars.
Everyday safeguards that actually work
You do not need to be a tech expert to stay safer.
These simple habits go a long way:
- Always call to confirm any change to payment details.
- Use a vendor verification sheet. Keep the correct phone number and contact name on file.
- Require two sets of eyes on wires and large checks.
- Use clear subject lines internally: “Verification needed” or “New bank info—hold payment.”
- Add an “external sender” banner to emails from outside your company.
- Train with real examples. Short, monthly reminders work best.
- Celebrate catches. Praise coworkers who report suspicious emails.
Small changes create strong habits. Strong habits beat scams.
“But the email shows approval from our boss…”
That is the point of the scam. The crook wants you to trust the thread, not your process.
The following fake email chain I received recently in our accounting email box. It looks real convincing and actually appears that Nancy has approved the payment to the vendor.
If you are not sure about the authenticity of the email, call or text your boss using a number that you have on your files, not the one listed in the email.
Here is a helpful script you can use:
“Hi! I received a message asking for a quick payment. The email looks like it came from you. I want to confirm by phone before moving any money. Can you call me when you have a minute?”
It is polite. It shows care. And it protects the company.
A short story you can share at your next staff meeting
Imagine you are tired at the end of the day.
You see an overdue invoice from a well-known group.
There is a forwarded note from your president approving the bill.
You want to help, so you rush.
You send the payment.
The next morning, your real vendor says, “We never got it.”
The money went to a criminal.
Now imagine the same day with one change: you call to confirm first.
You save the money and become the office hero.
That is the power of a simple phone call.
Where insurance fits in
Insurance cannot stop a crook from sending an email. It can help you recover after certain covered events.
Options vary by company and policy type. An experienced independent agent can explain choices and limits in plain language.
This article is general education, not personal advice.
Reach out to Huff Insurance
Huff Insurance has been an independent insurance agent in Maryland since 1960.
An independent agent is a local advisor who works with many insurance companies, not just one.
That means you can compare options, prices, and policy features with one trusted guide.
We can help you ask better questions about cyber risks, training, and coverage choices.
If you want a friendly review of your current setup, we are here to help.
FAQs about the Fake Email Scam
1) How can I tell if an email address is fake?
Read the whole address slowly. Look for extra letters, dashes, or numbers. Compare it to past emails from the same person. If one character is different, treat it as suspicious and call to confirm.
2) What should I do if we already sent money?
Act fast. Call your bank’s fraud team right away. Ask them to try to recall or freeze the transfer. Tell your manager and your IT contact. Save the emails and notes from any phone calls.
3) Is this only a problem for big companies?
No. Small businesses get hit every day. Scammers cast a wide net and move on when they fail. Good habits protect teams of any size.
4) What training works best for staff?
Keep it short and real. Share quick examples during team meetings. Send a monthly “spot the red flag” email. Praise people who report suspicious messages.
5) Should we stop paying invoices by email?
You do not need to stop entirely. You do need a set process. Always verify changes by phone. Require two approvals for wires and large checks. Those two habits stop most losses.
