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Fraud is everywhere.
But when I think of business fraud, I think of J.
J was getting married, and she ordered and paid for a cake.
A week before her wedding, she calls the baker to confirm that everything is ready to go ahead with the wedding.
The caterer was confused. She had not received payment and had assumed J went with someone else.
J had paid the baker. But the email got intercepted, the invoice altered with other bank details, which J then paid into.
Who’s at fault here? J or the baker?
The baker put J under pressure by having unsecured emails.
J should have called the baker to confirm the details before paying.
According to the law, J is at fault for not confirming the details.
As business owners, we can be both J or the Baker.
Why This Matters More Than Ever
Invoices are the lifeblood of small businesses. Without them, you don’t get paid.
But in 2025, they’re also a prime target for fraudsters. Cybercrime is no longer just a “big business” problem.
Have you ever sent an invoice over email without thinking twice? Here’s why that might be risky.
- Data Interception – Unencrypted emails can be read by anyone who manages to access them.
- Phishing Vulnerability – Scammers spoof invoices and change payment details to redirect funds.
- Exposure of Sensitive Data – Client names, bank info, invoice amounts—all in plain text.
- No Audit Trail – You don’t know who received, viewed, or edited the invoice.
What Can (and Does) Go Wrong
2 months ago, I got an email from domains.co.za, demanding payment for my hosting, otherwise they were going to shut my website down.
I panicked. What do they mean? I just saw the amount go off my card.
I logged into the portal—no signs of an overdue invoice.
I looked at the email more closely… it was a fake domains.co.za address.
It happens all the time.
Payments go to scammers.
Invoices get tampered with.
Businesses lose money, and sometimes their reputation.
Why Tools Like Xero Make a Difference
I made the decision to work exclusively on Xero. So, is this an ad for Xero? Probably. But any reliable cloud accounting software will do (QuickBooks, SAGE, etc)
Instead of attaching a PDF and hoping for the best, cloud accounting software does a lot of the heavy lifting for you:
- Encrypted communications protect your invoice data.
- User roles and two-factor authentication limit access to sensitive info.
- Audit logs show exactly what happened and when.
Besides safety. There are other business advantages:
- Invoices look professional and are sent faster.
- You can set up automated reminders so you don’t have to chase late payments.
- Real-time tracking = no guessing when (or if) your invoice was opened.
- Everything is tax and compliance-ready come year-end.
Have you reviewed how you’re sending invoices lately?
If your answer is “I just attach it to an email and hope for the best”, it might be time to tighten up.
Because fraud doesn’t care how lovely your invoice design is.
Want to see how Xero (or similar tools) can protect your payments?
- You can sign up for a Free trial and play around with it.
- Or reply to this email, and we can book a free demo
Until next time,
Disclaimer
This article is not financial advice. It’s for informational purposes only. Tax laws and rules are complicated and can change. Always talk to your accountant or a qualified financial advisor before making any financial decisions. The examples given are just for illustration and may not fit your specific situation. Getting professional advice tailored to your own circumstances is important for following the rules and planning well.
Making decisions based on an email is not wise, but otherwise.