Accounts Payable Fraud Prevention Checklist

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Accounts Payable Fraud Prevention Checklist

Free GetTheDocs finance resource. These checks help finance teams identify control weaknesses and potential exceptions. A flag is not evidence that fraud has occurred.

Supplier setup and changes

  1. Require verified supporting documents for new suppliers and banking changes.
  2. Use an independent verification channel for changes to payment details; do not rely only on information provided in the change request.
  3. Record who requested, verified and approved each material supplier change.
  4. Periodically review inactive suppliers, duplicate master-data identifiers and missing required records.

Invoice controls

  1. Compare supplier and normalised invoice references to identify potential duplicates.
  2. Review unusual amount patterns, repeated round amounts and suspiciously similar invoice details.
  3. Verify invoices against receipt evidence, contracted terms or relevant approval controls.
  4. Investigate unusual splitting patterns or expedited requests according to documented criteria.

Payment controls

  1. Separate invoice creation, supplier maintenance, payment preparation and final payment approval where feasible.
  2. Require the authorised reviewer to verify the payment proposal against supporting invoices and bank details.
  3. Review payments following recent supplier-bank changes and payment reversals.
  4. Reconcile payment-run totals to authorised instructions and bank outcomes.

Investigation and recordkeeping

  1. Record every flagged transaction with a unique reference, owner, evidence and review status.
  2. Do not automatically classify anomalies as fraud; independent human verification is required.
  3. Preserve source evidence and escalate genuine concerns through the organisation's formal channels.
  4. Review overdue investigations and close cases only with documented disposition.

Important: Controls reduce risks but cannot guarantee prevention of losses. GetTheDocs tools are intended to support—not replace—financial judgement and approvals.

Put this review into practice

For an Excel workflow that supports this review, explore the relevant GetTheDocs system and its requirements. Choose the workbook only if its inputs and review steps fit your team. Browse all free finance resources.