Sun protection against fake invoices – how to protect your business in the summer heat

The sun is shining, the office is getting sparse, and ice cream consumption is skyrocketing. But amidst the summer idyll, a classic summer nuisance appears: fake invoices.

During the holiday period, the risk increases significantly – but with the right routines and preparations, you and your company can stand strong and secure. Here are our best tips.

1. Keep track of your suppliers

For a secure everyday life:

• Maintain an updated list of approved suppliers.

• Invoices from unknown senders? Treat them as warning flags.

• Notify colleagues when you are purchasing from a new supplier – so they are prepared.

2. Let written contracts be your shield

No contracts = no security.

Ensure that all purchases are tied to a written agreement. This protects you if anything is questioned.

3. Review each invoice – carefully

Pay particular attention to:

• Deviations from previous agreements

• Unclear sender

• Invoices with high time pressure

Tip: Prepare a standard response to send for suspected fake invoices.

4. Create clear communication with suppliers

The clearer and more transparent dialogue you have with your suppliers, the easier it is to identify suspicious activity. Establish routines to document everything in writing.

5. Educate the team

Knowledge protects. Ensure that your colleagues know:

• How to recognize fake invoices

• To never enter into agreements over the phone

• To postpone purchases and agreements until after the vacation if there is uncertainty

If the fake invoice still appears

6. Act quickly

• Contact the company behind the invoice directly.

• Cross out the invoice and write: “Dispute payment responsibility – agreement missing”

• Send it back to the sender.

📌 Tip: Check the Swedish Trade Association's warning list for known fake companies:

svenskhandel.se/varningslistan

7. Document everything

Save all emails, phone calls, and other communication. It can be crucial if the case needs to be pursued further.

8. Report to the police

If you are sure you have been targeted – don’t hesitate. Gather your evidence and make a report:

polisen.se

Enjoy the summer – and avoid scams

With the right routines, fake invoices are nothing to worry about. Consider these measures as your digital sunscreen: They protect without disturbing your everyday life. This way, you can continue to focus on what matters – your customers, your business, and your well-deserved vacation.