Fake Office Supplies Invoice Scams via Email
How scammers email realistic-looking invoices for office supplies or services that were never ordered, hoping a busy accounts payable department pays without checking.
Part of: Fake Office Supplies Invoice Scam
Last reviewed: 13 July 2026
Fake office supplies invoice scams rely on the routine, high-volume nature of accounts payable work. An email arrives that looks exactly like dozens of legitimate supplier invoices an office receives every month, listing toner, paper, cleaning supplies, or a maintenance service, with a total that is small enough to avoid triggering extra scrutiny.
Email is the natural channel because invoices are already expected to arrive that way, and a scammer can send the same fabricated invoice to thousands of small businesses at once, betting that a percentage will be paid by an employee who assumes a colleague placed the order. The amounts are frequently kept modest and unremarkable specifically so the invoice slips through without anyone stopping to verify it against an actual purchase order.
How this scam works on Email
An email invoice arrives addressed generically to 'Accounts Payable' or a specific employee, listing office supplies, directory listings, or a maintenance service at a price low enough to seem plausible, often with a company name similar to a real, well-known supplier. The email may reference a past order or claim to be a renewal of an existing contract to reduce suspicion, and includes a due date and a payment link or bank details for a direct transfer. No purchase order, delivery record, or original order confirmation exists anywhere in the company's own records, because no order was ever placed. If ignored, some versions escalate to a follow-up email or call claiming the invoice is overdue and threatening to send it to collections, pressuring a rushed payment to avoid the hassle.
Common red flags
- An invoice arrives for supplies or services no one in the office recalls ordering
- The amount is modest and unremarkable, seemingly designed to avoid scrutiny
- There is no matching purchase order, delivery record, or original order confirmation in your own files
- The company name is similar to, but not exactly, a real supplier you use
- The email pressures quick payment or threatens collections for an invoice no one authorized
- Payment is requested to a bank account or payment link not previously used with this supplier
How to protect yourself
- Match every invoice against a purchase order and delivery record before approving payment
- Require a second employee to verify any invoice above a small threshold before it is paid
- Call the supposed supplier directly using a phone number from your own records, not the invoice, to confirm any unfamiliar invoice
- Train accounts payable staff to recognize generic invoices with no matching purchase order
- Keep a current, accessible list of your business's actual approved suppliers for quick cross-checking
- Be especially cautious of invoices for small, easy-to-approve amounts that arrive in bulk
How to report it
- Report the fraudulent invoice to your email provider's phishing reporting tool
- File a complaint with the FTC at ReportFraud.ftc.gov or your local consumer protection agency
- Report the incident to your bank if a payment was already made, and ask about a recall or dispute
- Warn other local businesses or your industry association about the specific company name used
Frequently asked questions
How can accounts payable staff quickly spot a fake invoice?
Check whether a matching purchase order or delivery record exists in your own files before paying anything. If no one in the office recalls placing the order, treat the invoice as unverified until confirmed with a supplier you contact independently.
We already paid a fake invoice, can we get the money back?
Contact your bank immediately to ask about a recall or dispute; success may depend on the payment method and how quickly you report it. Also report the incident to the FTC and keep the invoice and any related emails as evidence.
Why do these fake invoices ask for such small amounts?
Modest, unremarkable amounts are less likely to trigger extra approval steps or scrutiny than a large invoice would, which is exactly why scammers keep the totals low and send them to many businesses at once.
Should we call the number listed on a suspicious invoice to verify it?
No, use a phone number for the supplier that you already have on file or find independently, since a number printed on the fake invoice itself may simply connect you back to the scammer.
Is a professional-looking logo on the invoice proof it is real?
No, logos and formatting are easy to copy or closely imitate. The only reliable check is matching the invoice against your own purchase order and delivery records.