A familiar invoice arrives
Maria runs a small company and pays suppliers herself. One Friday, a regular supplier invoice lands in her inbox. The supplier name looks right. The amount looks normal.
Supplier payment protection
One changed line on a supplier invoice. That's all it takes.
Reported losses to business email compromise hit $3.05 billion in 2025, per the FBI's 2025 IC3 report. Most wrong payments start with a trusted supplier, a normal amount, and one bank account that nobody checked.
Invoice INV-2038Bank details changed
ReviewAmount€18,420
SupplierNorthstar Electrical
Next stepCall supplier
CheckSaved recordThis invoice
Supplier nameKnownMatch
Bank account**** 7184**** 9042
Approval trailRequiredReady
- Known supplier, new bank details.
- Invoice looks normal, payment route changed.
- Reviewer sees what changed before approving.
10,180invoice frauds reported to Swedish police in 2025, holding at a record after a 23% jump in 2024Brå crime statistics, 2026
76%of US organizations hit by attempted or actual payment fraud in 2025AFP Payments Fraud and Control Survey, 2026
How it happens
Wrong payments start with invoices that look completely ordinary.
One detail is different
The bank account has changed. In a busy week, that change is easy to miss, especially when the invoice comes from a supplier the business already trusts.
Without a check, the money is gone
Maria pays the invoice. The money goes to an account that does not belong to her supplier. By the time anyone notices, the transfer is irreversible. The business absorbs the loss.
PayHQ catches it before the money moves
PayHQ compares the invoice with saved supplier records and flags the changed bank account. Maria sees the mismatch, calls her supplier, and confirms the real details before payment.
How PayHQ works
Four checks between the invoice and the payment.
01
Save trusted supplier details
Keep the supplier name, contact, domain, and known bank details in one reviewable record instead of scattered email threads and spreadsheets.
- Supplier record
- Known bank details
- Who verified it
02
Compare every invoice
When an invoice arrives, PayHQ checks it against the trusted record so a familiar supplier with changed payment details does not slip through unnoticed.
- Supplier match
- Invoice amount
- Payment details
03
Flag what needs a second look
Changed bank details, unknown suppliers, missing verification, and low-confidence document reads are surfaced as review work before approval.
- Changed account
- Unknown supplier
- Missing proof
04
Keep proof of the decision
Each reveal, review, supplier update, and approval leaves a record of who checked what and why the payment was allowed to move forward.
- Reviewer
- Reason
- Audit trail
What exists today
Your bank verifies the account exists. Not that it belongs to your supplier.
Banks, accounting software, and enterprise suites each solve a piece. None of them check the invoice against your verified supplier record before every payment.
What existsWhat it doesThe gap
Your bankChecks if the receiving account existsDoesn't check if it belongs to your supplier
Accounting softwareStores invoices and payment recordsDoesn't flag when bank details change between invoices
Enterprise AP suitesFull procurement and payment automationCosts hundreds of thousands, takes months to deploy
PayHQChecks every invoice against your verified supplier record before paymentLive in days, not months
Without a second check
The money leaves your account
A wrong supplier payment is usually irreversible. The funds reach a stranger's account within seconds.
There is no record of who checked
Without a system, nobody can show what was verified before the payment was approved.
The business absorbs the loss
Insurance rarely covers invoice fraud for small businesses. The cost comes directly from the operating account.
With PayHQ
Every invoice is checked before payment
Changed bank details, unknown suppliers, and missing verification are flagged for review before the payment goes out.
Every decision is recorded
Who checked, what changed, why it was approved. The audit trail is there when the auditor asks.
Your team pays with confidence
Supplier verification stops being guesswork and becomes a repeatable process that scales with the business.
FAQ
Questions we hear from finance teams.
What problem does PayHQ solve?
It helps prevent wrong payments by checking supplier and bank details against verified records before an invoice is approved. The most common risk: a trusted supplier's bank account changes, and nobody notices until the money is gone.
How is this different from my bank's verification?
Your bank can check whether a receiving account exists. It does not check whether that account belongs to your supplier, whether the bank details changed since the last invoice, or whether anyone reviewed the change before payment.
How long does setup take?
You can be live in days. Share your supplier list, set up one email forwarding rule, and your team starts reviewing flagged invoices. One 30-minute onboarding call is all it takes.
What if my suppliers don't use PayHQ?
They don't need to. PayHQ works on your side by checking incoming invoices against your own verified supplier records. Your suppliers don't install anything or change their process.
Is this purchase-order software?
No. PayHQ is about supplier payment protection: checking invoices, bank details, review decisions, and approval evidence before money moves. Not procurement, not accounting.
Does PayHQ guarantee fraud will never happen?
No tool can guarantee that. PayHQ adds practical checks so changed payment details and missing verification are easier to catch before payment approval.
What types of invoices can PayHQ process?
PDF invoices, scanned documents, and images. Invoices can arrive via email forwarding, web upload, Telegram, or API. PayHQ extracts payment details automatically and compares them with your supplier records.
How many invoices can it handle?
PayHQ is designed for businesses processing anywhere from a few dozen to thousands of invoices per month. Each invoice goes through the same verification checks regardless of volume.
See where a wrong payment could happen in your workflow.
Bring a real supplier invoice to the demo. We will walk through exactly where PayHQ adds checks before approval.