Your customer paid a stranger instead of you. Every check you ran said the payments were fine.
Based on a real case: an email fraud against a family-run business in Indiana, USA, which began in April 2023. Read the US Department of Justice release
You rang to chase an overdue balance. She says she's paid.
You ring your customer about an overdue balance. She says she's paid every invoice on time, for months, using the new bank details from your email.
What do you ask her for?
The invoice details were right. The account belonged to a company you've never dealt with.
The account was emptied almost immediately.
Hi,
Please note that we have changed banking institution. Could you update your records so that all future payments are sent to the account below.
Apologies for any inconvenience. Anything you need, just reply here.
The email came from the real address of one of your employees, and every sender check passes. That employee was on leave that week.
What do you have your IT provider check?
Somebody signed in to your employee's mailbox and sent the email from it.
Your rule checks the sender, so it passed an email sent from your employee's own account.
The email asked her to send all future payments to the new account. She did, for months.
What else do you now have to assume?
They picked the customer by reading your mailbox, so every contact in it is exposed.
Changing the password only stops new sign-ins.
$182,201.80 has gone to an account that isn't yours. Your customer paid in good faith, on an email from your own address.
What do you do first?
Report it to the FBI and the banks the same day. A transfer can sometimes be frozen or recalled, but only if the banks hear fast.
The owners reported it, and the US Secret Service investigated. The account had already been emptied. To keep the business, they refinanced property, extended their credit and postponed retirement.
The checks in the first three decisions cost nothing and would have stopped this.
justice.gov/usao-sdin/pr/fraudster-sentenced-federal-prison-182k-email-compromise-scheme-targeting-family-owned
Corroborated by a second outlet reporting the same sentencing: suncommercial.com
Now your business.
Answer these honestly. Nothing is sent anywhere and nothing is saved.