Protecting Your Business and Reputation from Invoice Fraud
Scammers are getting smarter — and strata contractors are firmly in their sights. With so many moving parts in a typical strata job — from trust accounts and committee approvals to email chains between owners, managers, and suppliers — it only takes one weak spot for a fraudster to slip in and redirect thousands of dollars.
For contractors, the consequences can be serious: delayed payments, damaged client relationships, and reputational harm that lingers long after the scam is uncovered. But here's the good news: invoice fraud is highly preventable. A few smart habits, paired with simple verification steps from strata managers, can stop scammers in their tracks and protect your business from becoming their next target.
In this guide, we break down how scams happen, what red flags to watch for, and the practical steps you can take to secure your invoicing process — without slowing down your day-to-day operations. Let's keep your payments (and your reputation) safe.
How Scammers Target Contractors
Strata contractors are increasingly being targeted by invoice scams — and it’s no surprise why. With so many people involved in the payment process, from committee members to strata managers and trust accounts, scammers only need one small gap in communication to slip through and reroute a payment.
Most scams come through email and are designed to look completely legitimate. Here’s what to watch for:
Email spoofing: Scammers create fake addresses that look nearly identical to yours (e.g. inf0@yourc0mpany.com.au). At a glance, they’re easy to miss.
Compromised inboxes: Hackers hijack real email accounts and continue the conversation as if nothing’s wrong.
Fake banking updates: Fraudsters claim your payment details have changed — often copying your invoice to look authentic.
Lookalike domains: Full websites are set up to mirror your business, complete with ABN and branding.
Altered invoices: Real invoices get intercepted and modified before they reach the manager, with only the bank account changed.
These scams are built on familiarity and routine. That’s why even careful, well-meaning professionals can get caught out — unless they know the red flags and put simple checks in place.
Why the Strata Manager Might Call You
If your strata manager calls to double-check your bank details or confirm an invoice, don’t take it as a sign of mistrust — it’s actually a really good thing. These verification steps are there to protect both you and the owners corporation from fraud. With so many invoices moving through email, it’s easy for scammers to slip in unnoticed. A quick phone call can be the difference between a secure payment and a costly mistake.
When a manager reaches out, they’re simply making sure:
The invoice came directly from you
Your bank details haven’t been altered
The work was authorised and completed
These checks help keep funds safe and confirm that everything matches up before payment is released. It’s not about second-guessing you — it’s about teamwork. When strata managers and contractors take a moment to verify, they create an extra layer of protection that keeps everyone’s money, and reputation, secure.
Secure Your Business: Simple, Smart Steps
Protecting your business from invoice fraud doesn’t have to be complicated. A few consistent habits and simple checks can dramatically reduce your risk — without adding a lot of extra admin to your day. These practices also build trust with your clients and show that you take security seriously.
Here are some easy, effective ways to stay one step ahead of scammers:
1. Keep contact details consistent
Always use the same business name, ABN, email, and bank details on every invoice. If anything changes, notify clients straight away by phone and email — and be clear it's coming from you.
2. Use a professional business email
Avoid free email services like Gmail or Hotmail. A domain-based email (e.g. accounts@yourcompany.com) makes you look more professional and is harder for scammers to imitate.
3. Strengthen your security
Use strong, unique passwords and enable two-factor authentication (2FA) on all business accounts. Keep antivirus software up to date across all devices — it’s your first line of defence.
4. Verify all payment changes
If anyone — contractor or client — claims their bank details have changed, call them using a known number. Never trust email alone for payment updates.
5. Send clear, consistent invoices
Your invoice should include your business name, ABN, job reference, service dates, and the same bank details each time. Consistency makes tampering easier to spot.
6. Keep records safe
Store all invoices, quotes, and emails securely. These records are your backup if anything goes wrong. And don’t forget to shred or securely delete anything you no longer need.
Taking a few extra minutes to follow these steps can save you a world of stress down the track — and show your clients you’re serious about protecting their funds too.
If You Suspect Invoice Fraud
If something doesn’t look right — whether it’s a changed bank account, an unfamiliar email, or a payment that’s gone missing — act quickly. Timing is critical when it comes to invoice fraud, and the sooner you respond, the better your chances of stopping further loss or recovering funds.
Here’s what to do immediately:
Stop any payments connected to the suspicious invoice. Put a hold on transfers if possible.
Contact your strata manager to confirm what’s been sent, received, or paid. They may be able to intercept the process.
Notify your bank right away — they may be able to flag or recall the payment, depending on how far it’s progressed.
Report the incident to the Australian Cyber Security Centre at cyber.gov.au/report.
Update your passwords and tighten security on all email and financial accounts.
Even small delays can give scammers time to move the money offshore or close accounts. Acting fast helps protect not just your business, but your clients and future payments too.
Take Action This Week
You don’t need to overhaul your entire business to stay safe — just a few small actions can make a big difference. Taking five minutes today to review your invoice process could save you hours of stress (and thousands of dollars) down the line.
Here are three quick things you can do right now:
Have you enabled two-factor authentication (2FA) on all your key accounts?
Are your invoice details consistent and clearly formatted every time you send them?
Do your strata clients know how to verify payment instructions with you directly?
Invoice verification isn’t red tape — it’s smart business. When contractors and strata managers work together and build in these simple checks, everyone is better protected. Let’s make every payment a safe one.
Invoice fraud is a growing risk, but with the right habits and clear communication, it’s one you can easily defend against. By staying alert, securing your systems, and working closely with your strata clients, you’ll protect your payments, your reputation, and your business.
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