Fake Office Supplies Invoice Scam
Fraudsters send invoices for office supplies or services never ordered, hoping that busy accounts payable departments will pay without verifying the underlying transaction.
Last reviewed: 1 June 2026
What this scam is
Fake office supplies invoice scams involve sending businesses an invoice — typically for paper, toner, cleaning supplies, or subscriptions — for goods or services that were never ordered. The fraudster exploits the volume of small transactions that pass through a typical business's accounts payable process, betting that some proportion will be paid without verification.
Some variants involve a prior call to the business in which a staff member is named — obtained from LinkedIn or a company directory — and this name is later referenced on the invoice to make it appear pre-approved. Others simply use realistic-looking stationery and a plausible supplier name, relying on processing speed and inattention.
Payment is directed to a bank account controlled by the scammer. Once paid, the goods never arrive, and recovery is difficult.
How it works
The scammer researches the target business online, identifying company names, addresses, and staff names from websites and LinkedIn. They generate an invoice using a company name similar to a real supplier — sometimes with one character changed — and address it to the business at the correct address.
The invoice is for a plausible amount: a few hundred dollars or pounds for supplies that a typical business would routinely purchase. A staff member's name may be cited as the 'approver' based on directory research. The invoice includes legitimate-looking payment terms, invoice numbers, and bank details.
If the business has weak purchase order controls — meaning staff can approve payment without matching a prior purchase order — the invoice may be paid without anyone confirming the underlying order ever existed.
Why this scam works
High-volume accounts payable processes create conditions where small invoices are processed quickly. Staff assume a colleague ordered the goods. The low individual value of each invoice means scrutiny is minimal. Scammers can send hundreds of fake invoices simultaneously, needing only a small percentage to be paid to profit.
Common red flags
- Invoice for goods or services that no staff member can recall ordering
- Supplier name is similar to a known supplier but differs in a subtle way
- Invoice references a staff member who did not approve any such order
- Goods do not arrive after payment
- Payment bank details differ from those of the known supplier
- Invoice arrives without a corresponding purchase order reference
- Urgent payment request with short payment terms
Sanitized example messages
Illustrative, sanitized examples. Personal details are replaced with placeholders such as [phone number] and [fake link].
Invoice [number] for [amount]: office supplies delivered to [address] on [date]. Payment due within 7 days.
As discussed with [staff name], please find attached invoice for printer cartridges and paper stock. Kindly remit [amount] to the account below.
This is a reminder for outstanding invoice [number] of [amount] for cleaning supplies. Payment is now overdue.
Common variations
- Toner pirate scam — caller confirms 'your usual order' of toner to establish a fake prior relationship before invoicing
- Cleaning services invoice for services allegedly rendered at a company location
- Software subscription renewal invoice for products the company does not use
How to verify before you act
Implement a three-way match process: every invoice must correspond to a purchase order and a delivery confirmation before payment is released. All new suppliers must be verified through a formal onboarding process with independently confirmed bank details. Any invoice from a supplier not on the approved vendor list should require explicit management approval.
Payment methods used
- Bank transfer
- BACS or ACH payment
Who is usually targeted
- SMEs with limited accounts payable controls
- Businesses with high volumes of small supplier transactions
- Companies with many remote or hybrid staff making independent purchases
- Organisations without formal purchase order requirements for small transactions
What to do immediately
- Do not pay any invoice that cannot be matched to a confirmed purchase order or approved request
- Contact the alleged supplier using independently verified contact details to confirm whether an order was placed
- If payment was made, contact your bank immediately to attempt a recall
- Report the invoice to Action Fraud (UK) or the FTC (US)
- Implement a purchase order matching requirement for all supplier payments
How to prevent it
- Implement purchase order matching for all invoice payments above a minimum threshold
- Maintain an approved vendor list and require formal onboarding for new suppliers
- Train accounts payable staff to query any invoice that cannot be matched to a confirmed order
- Never pay an invoice solely because a colleague's name appears as the approver without confirming with them
Evidence to preserve
- The original invoice
- Email or postal delivery details
- Any previous communications from the alleged supplier
- Payment confirmation if funds were sent
- Comparison of the invoice bank details against your verified supplier records
Where to report it
- Action Fraud (UK) — UK national fraud & cybercrime reporting centre
- FTC ReportFraud (US) — US Federal Trade Commission fraud reports
- FBI IC3 (US) — US Internet Crime Complaint Center
- Scamwatch (Australia) — Australian competition & consumer reporting
- Your bank's fraud line — Use the number on the back of your card or in your banking app — never a number the caller gives you
Always verify reporting routes and emergency contacts on the official government or agency website for your country.
Frequently asked questions
Is it legal for someone to send an invoice for goods never ordered?
No. Sending invoices for unordered goods with intent to deceive is fraud in most jurisdictions. You are not obligated to pay for goods or services you did not order. Report fraudulent invoices to your national fraud authority.
We already paid — can we recover the funds?
Contact your bank immediately to request a recall. Banks can sometimes reverse recent payments if the receiving account has not been emptied, but this is not guaranteed. Report to Action Fraud (UK) or the FTC (US) and file a police report. Your report may assist in account investigations.