Beat The Fraudsters: Top 4 Policies to Implement to Protect Your Business Against Wire Fraud

In 2024, wire fraud has become a formidable threat to businesses of all sizes. Recent statistics reveal that wire fraud incidents have surged by an alarming 30%, causing billions of dollars in losses across various industries. Cybercriminals are becoming increasingly sophisticated, employing advanced tactics to deceive even the most vigilant organizations.

After reading this, you’ll know which industries are most affected by wire fraud, you’ll read a real life case study from the construction industry, and you’ll know the top 4 policies we have all our clients put in place to help protect them against this threat.

The Rising Menace of Wire Fraud in 2024

Wire fraud is a growing concern, with cybercriminals constantly devising new methods to exploit vulnerabilities. In 2024, the FBI reported that wire fraud accounted for over $2 billion in losses for businesses nationwide. This staggering figure underscores the importance of understanding wire fraud and taking proactive measures to mitigate its impact.

The increasing prevalence of wire fraud can be attributed to various factors, including the rise of remote work, the growing reliance on digital transactions, and the widespread adoption of online banking. These trends have created new opportunities for cybercriminals to intercept and manipulate financial transactions, making it crucial for businesses to stay informed and vigilant.

Industries Most Affected by Wire Fraud

Wire fraud does not discriminate; it affects businesses across all sectors. However, some industries are more vulnerable than others due to the nature of their operations and the volume of financial transactions they handle. According to recent studies, the following industries are the most affected by wire fraud:

1. Real Estate (25%):

   Real estate transactions involve large sums of money and multiple parties, making them prime targets for wire fraud. Cybercriminals often impersonate real estate agents or title companies to redirect funds to their accounts.

2. Finance (20%):

   Financial institutions are frequent targets due to the high value of transactions they process. Fraudsters exploit weaknesses in email systems and online banking platforms to initiate unauthorized transfers.

3. Healthcare (15%):

   Healthcare organizations handle sensitive patient information and large financial transactions, making them attractive targets for cybercriminals seeking to exploit these vulnerabilities.

While these are the most targeted industries, all industries need to protect themselves against wire fraud as you’ll see in this next case study from the construction industry.

Case Study: Common, Construction Industry Wire Fraud Attack

The Situation:

• There are 2 companies, ABC Construction, and one of its regular vendors, XYZ Cabinets.
• ABC has sub-contracted a cabinetry job to XYZ, which they finished and then used their invoicing system to send an invoice in the amount of $200k to ABC.
• ABC received that invoice email, did their due diligence, and successfully verified that the invoice total matched the job order total, and the name & email address matched their AR Manager contact at XYZ.
• ABC went ahead and remitted the $200k via the wire transfer banking details provided by XYZ.
• The following week, XYZ’s AR manager called ABC to inquire where their payment was, since ABC was normally very prompt to pay. ABC checked their banking system to verify that the payment was made, which it was. But still…no money. XYZ’s AR manager maintains they did not receive anything.
• As panic sets in on BOTH SIDES, they realize that ABC sent $200k to an account not belonging to XYZ, and XYZ realizes they’ve sent similar payment requests to 2 other companies.

What Happened:

• A cyber criminal accessed XYZ‘s system with the specific intent of committing this type of crime.
• Cyber criminals found the invoices and adjusted the routing/account details on them.
• Cyber criminals then used XYZ‘s real email address to send the invoice to multiple parties so it would go undetected.
• The $200k was remitted, but ended up in an offshore account where the bank can no longer retrieve them.
• Now ABC is missing $200k and XYZ has sustained a breach where the banking (and maybe more personal identifiable information) has been accessed. ABC will need to file an insurance claim for $200k for social fraud/fraudulent funds transfer. XYZ will need to pay for breach remediation/repair costs, notification that personal identifiable information may have been taken by the unauthorized party, has potential PR issues, brand damage, relationship damage, and more.

I like using this real-life example case because it’s just as easy to visualize this situation happening in finance, legal, healthcare, manufacturing or any other industry that you work in.

Top 4 Policies To Implement To Help Prevent Wire Fraud

In light of the increasing threat of wire fraud, here are the top 4 policies we have all our clients implement to help protect against wire fraud.

1. Always Confirm Over The Phone

   One of the most effective ways to prevent wire fraud is to confirm financial transactions over the phone. Before authorizing any payment, especially if the request comes via email, call the requester using a verified phone number to confirm the details.

     -- Do NOT Phone The Number In The Email! --

   Instead, call the phone number you already have on file for that person. This simple step can help you detect fraudulent activity and prevent unauthorized transfers.

   Cybercriminals often rely on email communication to execute their schemes, knowing that it can be challenging to distinguish between legitimate and fraudulent requests. By incorporating phone verification into your financial processes, you add an extra layer of security that can thwart fraud attempts.

2. Use Multiple Signatories

   Implementing a policy that requires multiple signatories for financial transactions can significantly reduce the risk of wire fraud. This measure ensures that no single individual has the authority to authorize large payments independently, making it more challenging for fraudsters to succeed. We all get busy and it’s often the most senior people who make a quick error in their frenetic day.

   By requiring multiple approvals, you create a system of checks and balances that can help identify and prevent fraudulent activities. Additionally, this practice promotes transparency and accountability within your organization, further safeguarding your assets.

3. Never Rush

   Fraudsters often use urgency to pressure their victims into making hasty decisions. They may claim that the payment is time-sensitive or threaten consequences if the funds are not transferred immediately. It's crucial to never rush financial transactions, regardless of the circumstances.

   Take the time to carefully review all payment requests, verify the details, and ensure that they align with your organization's policies and procedures. By adopting a deliberate and methodical approach, you can avoid falling victim to high-pressure tactics and prevent wire fraud.

4. Educate Your Vendors on Your Policies

   Educating your vendors about your company's policies and procedures can help create a united front against wire fraud. Inform them of the steps you take to verify financial transactions and encourage them to adopt similar practices within their organizations.

   By fostering open communication and collaboration with your vendors, you can build a network of trusted partners who are equally committed to preventing wire fraud. Additionally, this practice helps to establish a culture of security awareness, reducing the likelihood of successful fraud attempts.

Wrap-up

Wire fraud is a pervasive threat that continues to evolve, posing significant risks to businesses across all industries. By understanding the methods used by cybercriminals and implementing robust security measures, you can protect your organization from financial losses and safeguard your reputation.

Remember to confirm financial transactions over the phone, use multiple signatories, avoid rushing payments, and educate your vendors about your policies. These proactive steps can help you stay ahead of fraudsters and ensure the security of your business.

Have more cybersecurity questions? The GroupOne Team specializes in providing Managed IT Services that help businesses stay ahead of these challenges. Whether in a full capacity, or a co-managed relationship, we provide IT Support, Cloud Services, Cyber Security, Voice (VoIP), Consulting, Microsoft Dynamics Services and more. Simply put, we keep your systems up, your data secure and your business thriving.