Fraud is one of the biggest risks facing Australian businesses today. From fake invoices to hacked email accounts, scammers are continually finding new methods to target companies of all sizes.

The financial loss can be devastating but the stress and time spent cleaning up the damage can hit even harder.

The good news is that most fraud attempts can be stopped with a few simple checks and habits. Here’s how to keep your money safe.

1. Always verify before you pay

It sounds obvious but it’s one of the easiest steps to forget when things get busy. If you receive new or updated bank details from a supplier, always confirm them through a trusted source.

Call the supplier using a number you already have, not one listed in the email or invoice. Be cautious of “urgent” payment requests or messages that feel slightly off. Even small spelling errors in an email address can signal a scam.

2. Set up dual approvals for payments

No one person should be responsible for approving payments on their own. Having a second person check large or unusual transactions adds a layer of protection and helps catch mistakes or suspicious activity before the money leaves your account.

3. Keep your systems secure

Strong digital hygiene goes a long way in preventing fraud.

  • Use cloud accounting platforms with two-factor authentication (2FA) to protect logins.
  • Ensure systems like Xero, MYOB and banking portals are configured with role-based permissions so only authorised users can access sensitive data.
  • Keep all software updated to patch security vulnerabilities.
  • Avoid logging into financial systems from public Wi-Fi or shared devices.

Modern tools can also help. Verified payment platforms such as Eftsure automatically cross-check supplier bank details against verified databases before any money leaves your account. Combined with secure cloud storage (like Microsoft SharePoint and OneDrive) and encrypted communication channels, these steps create multiple layers of protection.

Behind the scenes, many businesses, including Carbon, use bank integrations, audit trails and segregation of duties to reduce internal risks. When each step of a process has oversight, it becomes significantly harder for fraudulent activity to go unnoticed.

4. Build awareness across your team

Fraud prevention isn’t just a finance job. Most scams succeed because someone clicks a link, downloads an attachment or rushes a payment without checking. Make sure your staff know the warning signs:

  • Sudden changes in tone or urgency from a regular contact.
  • Slightly altered email addresses or domain names.
  • Requests that avoid normal approval processes.

Encourage your team to speak up if something doesn’t look right. It’s always better to pause and confirm than to fix a mistake later.

5. Separate financial duties

Where possible, divide up responsibilities so that no single person can control a payment from start to finish. For example, one person might approve invoices, another processes payments and a third handles reconciliations. It creates natural checks and balances and reduces the risk of internal errors or misconduct.

6. Review transactions regularly

Regular reviews make it easier to spot anything unusual. Take time each month to go through your bank statements, supplier list and recent payments. Look for duplicate invoices, changed bank details or suppliers you don’t recognise. The earlier you pick up on something, the easier it is to fix.

7. Have a response plan

Even with strong systems, no business is completely immune. If you think you’ve been targeted, act quickly:

  1. Contact your bank straight away to stop or recall the payment.
  2. Tell your bookkeeper or accountant so they can help record and report what’s happened.
  3. Report the incident to Scamwatch or the Australian Cyber Security Centre (ACSC) for advice.

Peace of mind through prevention

Protecting your money isn’t about being fearful; it’s about being prepared. Simple habits, secure systems and a bit of healthy scepticism go a long way in keeping your business safe.

At Carbon, we apply these same principles in our own operations. We use Eftsure verification, dual authorisation for transactions, secure cloud platforms like Microsoft SharePoint and OneDrive, and encryption across all client communications. Our staff receive regular training on fraud awareness and cybersecurity, and our systems are built with oversight and transparency at every stage.

These measures give our clients peace of mind that their information and funds are handled safely, with the same care we apply to our own business.

Fraudsters might be getting smarter but with the right checks and partners in place, you can stay one step ahead.

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