An unexplained payment in a business account may seem like welcome income, but it can also be the start of a scam. Fraudsters exploit busy owners and the pressure to respond quickly, using unexpected transfers and urgent requests to encourage decisions before the transaction has been checked.
One common scheme involves a scammer sending money and then asking for it back, often through a different method such as a bank transfer or gift cards. If the original payment came from a stolen account or compromised card, it may later be reversed after the real account holder disputes it. The business can then lose the money it sent back.
Unexpected payments may also be attempts to test stolen card details or hacked accounts. A transaction that initially appears legitimate could lead to a chargeback, fees or lost goods. In phishing scams, the payment is bait: a follow-up message may direct the recipient to a fake website or ask for login credentials and other sensitive information.
Warning signs include urgent refund demands, requests to use a different payment method, messages or links sent outside official channels, and payments that do not match an invoice, order or customer record. A round-number amount or unfamiliar sender should prompt a closer look, though neither automatically proves fraud.
Businesses should verify suspicious transactions directly with their bank or payment provider, using its official website or app. They should not follow refund instructions from an unverified sender or make a separate repayment. If a payment appears questionable, the provider can advise on the appropriate next step.
Consistent financial procedures can make irregular activity easier to spot. Keeping business and personal finances separate, reconciling payments against orders and invoices, and monitoring normal transaction patterns can help identify discrepancies. Businesses can also secure banking, payment and email accounts with unique passwords and two-factor authentication, enable alerts for significant account activity, and restrict access to employees who need it.
Clear staff rules matter as well. Employees who handle payments should know that unexplained refunds require verification and should not be returned through alternative channels. Training can help teams identify phishing links, fake invoices and messages impersonating customers or suppliers.
The source article also recommends combining these procedures with cybersecurity protection, since scams may begin through email or fraudulent websites rather than a payment platform. It highlights Bitdefender Ultimate Small Business Security, which includes device and email protection, password management, VPN access and scam-protection features. Its Scam Protection Pro tool lets employees check suspicious messages or links, while centralised management supports oversight across devices. Such tools can add protection, but suspicious payments still need to be verified with the relevant bank or provider.
Sources: TechRadar.