Don’t Click That Link!

Don’t Click That Link!

If you have been working in or with accounts payable for very long, you are savvy. You know that crooks look for ways to get some of your organization’s money. It’s not easy to scam you. But what about staff? Do they fully comprehend how fraud is a fact of business life?

Anyone working in accounts payable eventually develops a healthy skepticism. People are trying to scam you. But despite our wariness, we are human, subject to getting tired or hurrying instead of being deliberate. Unfortunately, criminals understand this and aided by technology, are relentless in challenging our ability to remain vigilant.

For example, which technological tools does your team use to communicate? Those systems may send legitimate administrative emails periodically. Occasionally an administrative email might include a call to action. For example, as a security protocol, some systems require quarterly changes to passwords.

Spoofed Legitimacy

Here is where you must be on your guard. If one is in a hurry, extremely busy, or tired as the email comes in near the close of business, it’s not the best time to react to the email’s message. Of course, there are legitimate messages from your IT department and your systems. But criminals are also quite good at spoofing.

Technology makes spoofing very easy for a criminal who attends to detail. Fraud perpetrators can imitate the look of an email from Microsoft, Google or any other system. They can affect the style and tone to induce the recipient to take action, whether to log into a system (thereby giving away their login credentials), open an attachment or click a link that allows malware access to the recipient’s computer.

How Scammers Get You

Of course, some malicious emails are less well-crafted. They include poor grammar and misspelled words. We may smile at the poor attempt, even as we pride ourselves in having spotted it. But poorly done emails can set us up if they encourage the idea that criminals always have poor grammar or cannot spell.

Along comes an email with the correct logo and a brief instructional message. For example, it may say, “The current password for expires tomorrow, Thursday, June 1, 2022, EST. To avoid losing access to your email account, update your password before it expires.” And it helpfully includes the link to enable you to update your password.

It looks reasonable, and it’s not unexpected (or maybe it is). If one is in a hurry, doesn’t want to get locked out of their email tomorrow, and likes to take care of things right away, they click the link. That moment is irreversible. It can and has happened to many.

What You Can Do

To paraphrase the British writer Howard Jacobson, an AP manager or specialist “should never be lulled out of the vigilance native to their profession.” Understand that perpetrators are always looking for a way to compromise you and your staff. Give them due respect. Then, never click a link in an email or take other action, such as making an urgent payment, until you have checked the email’s legitimacy.

Make a habit of checking the “from” address—who really sent the email? Look carefully—beware of a slight misspelling. The “from” name is easily spoofed, but if you hover your cursor on the “from” name, you can see the underlying email address, which might not be what you expect. Similarly, hover your cursor over any URL in the email to see the actual underlying URL. Again, it’s simple to spoof the display URL or link name.

Don’t Trust; Verify

Next, consider the sender and message—are they expected, or are they a surprise? AP gets many surprises, of course, for example, invoices due when you have no PO. Don’t trust; verify.

Train your staff: Do not click a link before doing these simple checks! And make it a habitual practice so that when your team is in a hurry or tired, the habit persists. Remember the perps craft persuasive messages and count on a slip-up. Vigilance and precaution can protect your company’s security and assets and save you headaches.

Talk with IT about security protocols. Institute multi-factor identification wherever possible. And train and remind your staff regularly.

For help with secure information transfer from vendors via VendorInfo, complete the form on the right side of this page.

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Stop Calls and Emails, Enhance
Service and Increase Profit!

InvoiceInfo saves labor hours and cost by helping suppliers and internal staff easily and instantly get answers online to their invoice-payment questions.

If you are like many finance leaders today, you are being challenged to reduce costs more quickly. InvoiceInfo delivers real bottom-line results almost immediately, allowing you to deploy your customer service staff to focus on more productive, bottom-line oriented tasks.

Let us show you how InvoiceInfo's vendor self-service portal can help your organization eliminate invoice inquiry emails and calls while enhancing service to your accounts payable customers.


Get Up and Running Quickly and Seamlessly

InvoiceInfo and VendorInfo are standalone applications that can be up and running in as little as two weeks, with little or no IT resources required.

The faster your online portal is up and running, the sooner you will start reaping the benefits. InvoiceInfo and VendorInfo are dedicated solely to helping AP and procurement departments slash the time and expense of servicing vendors, while improving customer service for their suppliers.

InvoiceInfo and VendorInfo are simple solutions with big results. They are easy to implement and easy to use. Here’s how one customer described the process: “You give vendors a URL, provide instructions about what they need to know and tell them to go use it.” It really is that easy.


Improve Productivity with a Self-Service Solution

For most organizations, deploying a technology solution is a significant investment, and like most investments, the decision point ultimately comes down to the expected return on that investment.

According to a recent benchmark study by The Accounts Payable Network, 60% of AP customer service calls are from vendors while 40% are from internal customers. Vendor issues actually make up even more of the AP call volume than the 60% identified. Many times when a vendor has an issue, the vendor contacts their buyer or purchasing representative, who in turn contacts AP. Even though the call comes from an internal customer, the question originated with the vendor.

Vendor calls affect productivity in your organization exponentially. When vendors call the requisitioner, they are affecting that person’s productivity. Your internal customer’s productivity shrinks when fielding the vendor’s call and again when making the follow up call to AP and getting back to the vendor. Finally, AP’s productivity suffers as a result of the internal customer’s call, the payment status research and the follow-up communication.

With a minimal investment of IT time and talent, you can start reducing customer service calls and expense in a matter of weeks. In addition, you improve vendor relations since you are giving your vendors what they want — answers to their questions immediately — a win-win for everyone involved!


Easy and Economical Solution to Serve Vendors Around the World

InvoiceInfo can help you provide best-in-class customer service to your vendors around the world at a fraction of the cost.

Many organizations today have offices and operations throughout the world and are dealing with many time zones, different languages, and in some cases multiple ERP systems. InvoiceInfo currently supports different languages and can easily work with multiple ERP systems in different locations.

The key to good customer service is to provide the information that the customer wants when they want it. Whether your customer is a vendor waiting for a payment or a colleague that needs information on payment status, they want their information right away. If your organization has vendors and offices in other countries, they can be challenging and expensive to serve. But, with InvoiceInfo, your international vendors and internal customers can access the information they need when they need it.

With InvoiceInfo, you won’t have to staff your customer service team with 24-hour coverage in multiple languages to provide high-quality customer service around the world.


Enhance AP’s Role As a Strategic Partner

Learn how InvoiceInfo can help AP do more with less while continuously improving productivity and bottom-line results.

Many automation technologies such as scanning, workflow, e-invoicing, ACH, and electronic invoicing require significant investments of money, time and talent, making it difficult to get buy-in from upper management. Not InvoiceInfo!

If your goal for your AP department is to reduce costs quickly, call or email us today to learn more about how InvoiceInfo can help you achieve this goal through a quick, inexpensive and easy implementation of a vendor self-service portal.


Enhance Vendor Relationships

InvoiceInfo helps suppliers’ AR departments with simple and convenient access to invoice payment status online at a cost savings for all involved.

It may seem that the organization paying the vendor should hold all the cards in the relationship. But sometimes the opposite is true. Past-due payments and customer service perceptions can harm supplier relationships and disrupt the supply chain.

Your vendors and vendor relationship managers are living in a dynamic, fast-paced environment, so when invoice information is required, it is needed quickly and expected to be of high quality. With InvoiceInfo, your suppliers get answers to invoice inquiries real time, 24/7 with no need to leave messages and wait for responses. Studies show that confidence in data increases when suppliers access invoice and payment information themselves.


Give Procurement and Buyers the Tool They
Need to Respond to Vendors Quickly

Not only can InvoiceInfo be used by suppliers to learn the status of invoice payments, it can also be used internally within your organization.

In addition to reducing calls from vendors regarding invoice status, you can also reduce internal emails and calls from co-workers wanting to learn the status of invoice payment, and save time and effort and boost efficiency and productivity across the organization. Studies show that 40% of AP customer service calls are from internal customers. Many of these are from requisitioners who have received calls or emails from the supplier checking on payment status. These calls are often more expensive for the company because the internal staff member has taken the call or received an email from the supplier, contacted AP for the payment status and had to return the call or email the supplier.

By providing the vendor with a convenient and credible online option to get the answers it needs regarding payment status, you can eliminate multiple calls/emails between the vendor and the requisitioner saving time and money.


Eliminate Difficult Vendor Calls and See
Productivity and Staff Morale Soar

Reduce invoice payment inquiries and “promote” your vendor service team to more satisfying and profit-producing tasks.

By sharply reducing inbound calls and emails regarding receipt and payment status that your AP staff must handle individually, your staff can focus their efforts on more productive, cost-saving activities, learn new tasks, feel more confident and boost their careers.

According to a recent American Express survey on customer service, more than one-third of consumers have lost their temper with a customer service professional in the past year. Of those who lost their temper, three in ten “hung up the phone.” Your staff will no longer have to deal with difficult collectors who can be upsetting and disruptive. Your staff will feel that their time and talents are being put to better use and will feel better about themselves, their jobs and their organization. Reducing these calls can be a real productivity and morale booster for your AP department!


Simplify and Streamline Vendor Onboarding

According to Price Waterhouse Coopers, the average organization spends about $20 in labor to file each paper document, approximately $120 in labor searching for each misfiled document and $220 in re-creation of a document.

Wouldn’t it be great to have all your W-9’s, W-8’s and other registration documents completed online and instantly filed online for easy access when needed? With Vendor Self-Service Onboarding Module, VendorInfo, you can onboard your new vendors in one convenient location and eliminate paperwork and hassles.


Verify the Accuracy of Vendor Information and Stay in Compliance with IRS and Treasury Department Regulations

Government regulators are increasing the complexity of regulations and penalties associated with vendor-related non-compliance.

Penalties for incorrect 1099’s have more than doubled in recent years. Over the last several years, OFAC has levied more than $1 billion in fines against American companies or subsidiaries that did business with restricted businesses, organizations and individuals on its SDN list. In addition to fining these companies, the Treasury Department posts the names of infringing organizations along with fines paid.

VendorInfo Onboarding Module verifies the accuracy of vendor information and helps protect your organization by avoiding embarrassing penalties and fines.

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