Free Email, Huge Risk: How to Bulletproof Your Business from Scams

Think that email from “Accounts” looks legit? Think again.

It all starts innocently, an invoice from a supplier via Gmail, a payment request from your “CEO,” or an urgent email about updating bank details. Nothing seems unusual, so you click, pay, and carry on. But a few days later, your accounts team spots something wrong. The money’s missing, and the email? Completely fake.

This is the new face of cybercrime, and it’s costing businesses more than just dollars. It’s lost trust, hours wasted on recovery, and tarnished reputations. Whether you’re a startup or an established enterprise, email scams are targeting you. And if you’re relying on a free Gmail account or a basic email setup for protection, it’s time to reconsider.

According to an FBI report, business email scams are the most financially damaging crime online. It’s clear evidence that depending on email alone can leave us vulnerable.

Smart business owners don’t wait to become a statistic. With the right IT support , you can stay ahead of these digital scammers.

Why These Scams Work So Well

Because they look real.

The email address is “almost” correct. The invoice design is identical. The sender’s name is familiar. And that’s exactly the point: scammers don’t rely on brute force; they rely on you. Your trust. Your habits. Your urgency to approve payments, follow instructions from leadership, or respond quickly.

Email remains the top method for communication in business. It’s also the easiest way for scammers to slip through the cracks unnoticed.

Common Scams You Should Know

1. Business Email Compromise (BEC)

Phishing is the most common tactic scammers use to break into business email accounts. Once inside, they review conversations, plan their move, and then strike, sending fake invoices, asking for payment changes, or impersonating key team members.

Often, they’ll even set up rules that silently forward emails or delete sent messages, so no one suspects a thing until the damage is done.

2. Fake Invoices

This is one of the simplest tricks in the book. A fake invoice is sent to your team with a minor change, usually a different bank account. Since everything else appears legitimate, the payment ends up going straight to the scammer.

Worse yet, the contact number on the invoice is often fake as well. So, when someone calls to “confirm,” they’re actually talking directly to the scammer.

3. CEO Phishing Scams

An email arrives from your CEO asking for a quick wire transfer. It’s marked urgent and you don’t want to delay them. But take a second look: the email is from a Gmail account, the name is misspelled, or the tone just seems off.

These scams are built around pressure and hierarchy. If the message seems unusually rushed or pushy, it’s a red flag.

4. Payroll Scams

Imagine you’re in HR and get an email from an employee asking to update their direct deposit bank details. It’s polite, clear, and seems routine. But it’s not really them, it’s a scammer hoping to reroute future paychecks.

These scams often succeed because they imitate internal communication. One email, and someone’s entire paycheck is gone.

What Makes You a Target?

Small and mid-sized businesses are often the easiest targets because:

• Many still use free or unsecured email platforms
• Teams aren’t trained to spot scams
• There’s no double-check process for financial transactions
• The business lacks dedicated IT support to proactively monitor threats

At the end of the day what matters is how prepared you are.

Best Ways to Protect Your Business from Email Scams

1. Upgrade Your Email Game

Using a free Gmail or Yahoo account for your business? Using a free email is like locking your door with tape. A secure business email with IT support helps keep scammers out.

2. Double Check Before Paying

Before paying, always double-check by calling the person on a trusted number. It might feel like an extra step, but it is worth it and can save your business thousands of dollars.

3. Implement Multi-Factor Authentication

A strong password is great. A strong password plus a one-time code sent to your phone? Even better. Multi-Factor Authentication (MFA) keeps scammers out, even if they somehow get your password.

4. Don’t Overshare Online

Think twice before listing your staff’s email addresses, job titles, and contact details on public websites and social platforms. Less is more because it makes it harder for scammers to tailor an attack.

5. Keep Your Team in the Loop

Your team is your best line of defense if they know how to detect threats. Run short training sessions or casual “scam spotting” huddles. Share examples of fake invoices or phishing emails you’ve come across. Awareness creates confidence.

6. Set Up Payment Checkpoints

Don’t let one person have the final say on large financial transactions. Get used to utilizing additional help, like an extra team member, when transferring specific amounts. This simple step can spot dangers quickly. 

7. Check for Unusual Email Activity

Keep an eye on your email settings from time to time. Look for any unusual auto-forwarding, unknown devices, or messages you didn’t send. It could mean someone’s sneaking in.

8. Automate Your Updates

Software updates aren’t just about new features. They patch holes that hackers love to exploit. Set your antivirus, browser, and apps to update automatically so you’re always protected from the latest threats.

9. Make Use of PayID

PayID links your bank transfers to an email address, phone number or ABN, so when someone sends or receives money, the name is visible before anything is processed. That little name-check can stop a scam dead in its tracks.

Don’t Let a Fake Email Drain Your Real Profits

If scammers get into your inbox, that one mistake could be costly. The good news? You don’t have to face this alone.

At Elliman Technologies, we understand how these scams work, and, more importantly, how to stop them before they cause harm. From securing your email setup to training your team, our IT support team is here to protect your business inside and out.

Ready to protect your business from email scams? Schedule your free 30-minute consultation with Elliman Technologies today.